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Administrative Assistant Office

Washington, District of Columbia, United States
January 25, 2018

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Sandra Smith

**** **** ****** **

Washington, DC 20020

202-***-****© 202-***-****(h)

To obtain a position where prior administrative/office management and experience will be utilized to increase

overall efficiency.

Authorized to work in the US for any employer


Secretary II

The Midtown Group (Temporary Agency)

District of Columbia Government – Office of Chief Financial Officer – September 2017 - Present

Setup and maintain files of the staff under Office of Pay and Retirement Services. Screen telephone calls, visitors, and incoming correspondence. Respond to request for information; determine which requests should be handled by the Director, appropriate staff members or other offices within the Office of Pay and Retirement Services. Maintain Directors calendar, make appointments, and arrange meetings; prepare routine non-technical correspondence; update and maintain recurring internal reports, such as policy and procedures, assemble background material as directed; attend meetings and record on the proceedings; file and collect information from the files or staff for routine inquiries on office program(s) or periodic reports, as directed. Control mail and assure timely staff response. Prepare daily time and entry sheets for employees that report to the Director, Office of Pay and Retirement Services. Input Appropriation Distribution Registers using Kwit-Tag software for all pay groups under the OCFO Departments. Assist with ordering office supplies from Capital Services.

Administrative Assistant

The Midtown Group (Temporary Agency)

Department of Health & Human Services (Office of Assistant Secretary) - December 2016 – August 2017

Washington, DC

Organized and set up record system for storage at the National Record Center. Maintained files for the storage of

(14) Advisory Committees under Health & Human Services. Set up files for all written material in each storage box (48 boxes) to be sent to the Record Center for permanent storage. Obtain correct forms (on line) to list items in each box dated back 15 years to present.

Administrative Assistant II

Vehicle Program Services - March 2015 to November 4, 2016 (Laid Off)

WMATA - Chief, Vehicle Program Services

Provide support to the Chief, Vehicle Program Services, and (Commissioning Engineering Facility). Maintain

calendar and schedule appointments, meetings with internal WMATA staff and outside constituents.

Gather technical material for use in reports, new releases, briefings, and independently corrects and edits

documents. Process payments and invoices using PeopleSoft Financial. Prepare Blanket Purchase Agreements for

supplies and services. Using PeopleSoft HR, I process time and attendance for approximately 110 employees, to include Managers and Engineers. I prepare and submit PARS, SPARS, Salary Increases and requisition vacant positions via PeopleSoft HR. Maintain personnel files, reports, notes and additional information in employee records.

Schedule conference rooms for outside vendor and AGMs within WMATA.

Prepare travel arrangements, process and prepare travel and expense vouchers.

Receives incoming mail and routes items within the department for appropriate action. Reviews responses

prepared by Division Chief, Directors and subordinate for accuracy in format, grammatical content, adequacy

in compliance with WMATA guidelines. Assist with training new hire administrative staff and coordinate computer, telephone and office set-up thru MAXIMO.

Administrative Assistant I

WMATA - Car Maintenance - Greenbelt, MD - 2011 to March 2015

Provide administrative support to Superintendents and Assistant Superintendents on a daily basis to include

all of the following but not limited to:

Process and submit time and attendance for approximately 200 union represented employees. I was

responsible for supporting S&I, Truck and Machine Shops at Greenbelt Yard (recently hired an Administrative Assistant to help support Truck and Machine Shops). I am also responsible for the S&I Shop in Alexandria, VA. Also assist the General Superintendent in special projects whenever needed. Maintain personnel files, reports, notes and additional information in employee records. Update departmental shop assignments and ensure employee contact information is current. Coordinate mandatory training for management and union represented staff.

I have taken several training courses while working at WMATA. Coordinate event facility scheduling, to include contacting vendors, arranging for location and set-up of facility.

Maintain current information for supervisor to include posting staff notices, internal vacancies, safety bulletins and various internal notices. Maintain inventory of office supplies, contact vendors for office machine repairs and schedule maintenance of office machines. Assist with training new hire administrative staff and coordinate computer, telephone and office set-up.

Administrative Assistant

National Order Workers Career Center - Washington, DC - 2009 to 2011

Managed database and provided administrative support to the Science Information Management Branch and

the Toxicology Epidemiology Branch. Provided administrative support by gathering information pertaining to reports and documents. Reports included preparing memos, disciplinary charts, risk assessment documents and various confidential documents. Scheduled interviews for new hires and scheduled meetings for various branches. Prepared purchase orders and monitored supplies for several branch divisions.

Administrative Coordinator

Freddie Mac - Washington, DC - 1994 to 2008

Provided administrative support for various upper management to include Senior Vice President, Director and

government lobby officials.

Made travel arrangements, to include hotel, airline and care rental reservations. Prepared and process travel

authorization and reimbursement documentations.

Scheduled and supported meeting with external agencies to ensure logistics and all necessary documents

were available for meetings and conferences.

Collected and maintained all state-related bills, to ensure account availability and access by relations and

congressional staff. Coordinated all facilities related issues and office supply requirements to include office moves, coordinate with technical staff, ordering supplies, facility maintenance, and maintenance of office equipment (fax machines, printers, postal machine, etc.) Perform as property custodian.

Reviewed correspondence for the Vice President and upper management, for procedural and grammatical

accuracy. Provided input to improve clarity and content of letters and memos to be signed by upper management.

Maintained shared calendar to ensure meeting, conference, teleconference, training session and scheduled

leave was reordered on the electronic calendar. Gathered pertinent information and managed the library resource including updating publication on housing issues and reports for constituents and Capitol Hill staff.

Managed switchboard, served back-up to receptionist (15 years of experience on switchboard).


Premier Personnel Temporary Agency - Washington, DC - 1991 to 1994

Provide administrative support to Deputy Chairman and Vice President of Riggs National Bank.

Provided administrative support to the Office of Construction - Washington Metropolitan Area Transit Authority.

Maintain files, reports, notes and additional information in department files. Updated departmental employee

contact information to ensure current accurate information.


United Technologies Corporation - Washington, DC - 1989 to 1991

Provide administrative support to Deputy Directors. Maintained daily incoming and outgoing correspondence

log. Arranged conference calls and meeting. Drafted correspondence relating to production of military

helicopters. Produced drawings of helicopters using PC MacDraw.

Performed general office secretarial duties (i.e. filing, typing, answering telephones, photo copy, and ordering

office supplies.)

Staff Assistant

U.S. Department of Defense - Washington, DC - 1982 to 1988

Provided secretarial services and administrative support to the Deputy Director of Installation/Base Support

and the Assistant Director/Air National Guard.

Frequently traveled to Air National Guard Bases through the United States to collect history and complied

records. Prepared correspondence relating to property transactions by the Air National Guard.

Performed general office secretarial duties (i.e. filing, typing, answering telephones, photo copy, and ordering

office supplies.)


Diploma in Business

Rustburg High School - Washington, DC


Professional Skills

• Payroll

• Administrative Front Office

• Accounts Payable/Receivable

• Computer Terminology

Computer Skills

• MS Word, Works, Excel, Outlook

• Word Perfect

• Type 55+ wpm

• Data Entry

• 10-key (by touch)

• PeopleSoft HR and FIN

(References Upon Request)

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