Administrative Assistant Data Entry

Katricia Grimes (Administrative Assistant)

PROFESSIONAL EXPERIENCE

Administrative Assistant (Armed Forces Services Corporation Contractor)

Department of Defense (DoD)

**** – Present

Greets visitors; determines nature of visits, and directs visitors to appropriate personnel.

Answers the telephone and transmits messages; retains records of calls placed, provides information to callers and visitors; makes appointments, keeps a log of visitors, and issues visitor passes.

Prepares materials needed by the supervisor for conferences, appointments, meetings, telephone calls.

Prepares special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources, such as: reports, documents, correspondence, and other offices under general direction.

Performs data entry of various building-related information and inputs data into Microsoft Word.

Composes correspondence on own initiative about administrative matters and general office policies for supervisor's approval.

Creates and maintains monthly reports and attendance.

Organizes and maintains a centralized filing system in accordance with requirements.

Assists in receiving and processing all Badge Application forms to verify that individuals are eligible for employment on job sites at the Pentagon. This includes making sure information provided is correct and accurate and that supplemental IDs given as proof of identity are legitimate and up to date.

Works with administrative personnel to ensure they are kept abreast of any new or modified security procedures and to inform them of when their employees are cleared to work on site.

Handles and processes all Remote Delivery Facility (RDF) Access Requests to allow vehicular access to the sites in order to make repairs, provide materials, or make standard deliveries.

Serves as a liaison between personnel at the RDF to ensure that access remains seamless and prevents delays to projects.

Assists in communicating important messages in regard to any changes in security policies, machine/printer/copier malfunctions, and other network issues.

Submits all photo permits to the Pentagon for processing.

Enters, saves, retrieves, edits, and presents text and spreadsheets for senior leadership.

Proficiency in full suite of application products including, but not limited to: MS Outlook/Calendar, MS Word, MS PowerPoint, MS Excel, MS Project, IBM Maximo, Crystal Reports, and Enterprise Correspondence Control System.

Works independently, receiving a minimum of detailed supervision and guidance and proactively takes initiative.

Proofreads documents to assess accuracy, clarity, grammar, and format as well as safely archiving and retrieving all documents upon request.

Photocopies documents and reports for distribution.

Human Resource Analyst (National Sourcing, Inc. Contractor)

Department of Defense (DoD)

2012 – 2016

Reviewed time and length of soldier enrollment, payout computation, and other information to detect and reconcile retirement and separation pay.

Reviewed, coded, and forwarded documents to the HQ Division Chief according to company guidelines and SOP.

Obtained records and forwarded request entry into the ePEB database for each regular army soldier, including information such as addresses, absences, VA requests, requests for service terminations, and notify Temporary Disability & Retirement Liaison of all additions and terminations.

Maintained soldier personnel and medical record files.

Generated and maintained standard operating procedures which were used for training and re-training.

Coordinated and lead group/section meetings and briefings.

Managed project development during PM (Project Manager) position vacancy; coordinated with PM at HR (Human Resource) command to establish order, expectations, and deliverables; submitted daily, weekly, and monthly reports to PM at HR command, Client, and Contracting Office.

Coached, monitored, mentored, and trained team members effectively.

Assisted in the adjustment and training of new administrative personnel.

Thoroughly organized and prepared active case file using superior attention to detail, while accurately executing correct data entry for each individual soldier; kept soldiers informed of case progress.

Communicated with assigned PEBLOs for any missing or clarification of documents to avoid rejections or delays in case progression by providing crucial input resulting in first time quality. Reviewed cases completed by other administrative personnel for case fluency and accuracy.

Generated and created updated weekly reports for COD.

Processed new disability and separation packets.

Administrative Assistant Support

Board of Childcare Foster Care/Daycare

2010 – 2011

Attended phone lines, concluded the nature of calls and assisted callers to the proper department; kept detailed messages from the person called upon, containing name, call timing and business nature.

Organized appointments between employees and clients.

Responsible for typing reports, memos and other correspondence.

Contacted Social workers for clients concerning any issues that arose.

Updated Social Workers New Client Files Accepted and distributed messages and mails to proper departments and employees.

Medical Records Clerk

Providence Hospital

2009 – 2010

Triaged the patients over telephone; answered multi-line telephone systems and scheduled appointments for physicians.

Maintained and updated the AS400 system.

Prepared medical records to set appointments for the following days for proper filing.

Prepared all new charts with alphabetical and name labels.

Prepared necessary correspondence that were related to medical records of patients including sending lab results to outside physicians, requesting for copies of medical records from outside physicians and making copies of records.

Responsible for filing X-ray reports, referral letters, lab reports and other medical record.

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