Certified Professional Secretary, Paralegal, 25+ yrs exec asst. exp.

Betty L. Ross

CPS / Paralegal

**** *. ***** ***** *****, South Rockwood, MI 48179

*************@*****.***

Home: 734-***-****

Cell: 734-***-****

Objective:

I am seeking a position where I can expand my experience and knowledge to become an extremely effective and valuable member of the department.

Skills:

More than 20 years’ experience as an Executive Secretary/Administrative Assistant.

More than two years’ experience in a legal department setting (Workers’ Compensation – Detroit Edison)

More two years of experience in a hospital/clinical setting.

More than 20 years of experience in customer service.

More than six years of experience in real estate.

Typing Speed: 80 words per minute

Alpha/Numeric Entry: 12700+ KPH

Keystrokes per minute: 7200+ KPH

Stenoscript: 80 words per minute (form of shorthand)

Excellent computer skills in the following areas: Microsoft Office (Word, Excel, PowerPoint), Outlook, Quick Books, Internet, Web-Page Management, E-mail, Calendaring (Electronic and Paper), some knowledge of Access, and Westlaw.

Excellent communication skills

Outgoing, with a sunny personality!

Education:

Center for Legal Studies – Paralegal Certificate Courses – January through April 2017

Monroe County Community College – January 2010 to October 2010

Wayne State University – Certified / Licensed Driver Education Instructor

Courses to attain the Certified Professional Secretary rating – January to December 1993

Licensed Real Estate Agent – 1994 to 2002

Dorsey Business School – 1979

Various Training Courses:

Attended many one-day seminars or training sessions in the following areas: Office Management, Stress Management, Time Management, Office Etiquette, Telephone Etiquette, Assertiveness Training, Word, Excel, Access, Project, PowerPoint, Records Management, and many others.

Attended out-of-state and local conferences to accumulate continuous education points for Certified Professional Secretaries.

Attended yearly Michigan Driver Traffic and Safety Education Association (MDTSEA) conferences.

Accomplishments:

Driving Instructor of the Year – 2004

Business Owner / Manager – 2002 through 2012

Perfect Attendance Awards (Have not called off work in over seven years.)

Beaumont Hospital – Dearborn

Imaging Services (Ultra-Sound, CT, Radiology, Interventional Radiology, Radiologist Assistant)

18101 Oakwood Blvd., Dearborn, MI 48123

Business Office Assistant (BOA) (16 hours per week)

November 30, 2015 to Present

Perform functions related to patient registration including but not limited to: scheduling appointments, phone communications, entering orders into various programs, data entry, insurance verification, collecting of monies, creating/maintaining patient chart, assisting patient with various forms and questions, prepping patient files for transfer. Conduct searches in the EPIC (One Chart) database to find images for patients as requested by doctors, residents, nurses, and patients. Burn CDs of images as requested. Some BOA's are required to check on patients and conduct Service Excellence call backs (This is one of my current responsibilities). I have nearly two years’ experience in a clinical setting. Qualifications include: advanced basic computer literacy, strong communication skills, multi-task oriented, sensitivity to others, ability to prioritize, self-motivated, ability to handle stressful situations, required typing speed of 35 wpm (my speed is 80+ wpm). Also, ability to use multiple programs PACS, OakNet, Epic, OneChart and various Microsoft office programs and at times simultaneously. Monitor STAT consult screens and page on-call physicians as necessary.

State of Michigan, Michigan Department of Licensing and Regulatory Affairs,

Bureau of Construction Codes, Office of Management Services

Word Processing Assistant E7 (Permit Clerk – 30 hours per week)

September 29, 2014 to September 30, 2015

Process building, electrical, mechanical, and plumbing permit applications. Maintain accounting records and files. Process invoices. Act as permit liaison for the office. Research/investigate permit applications for inspectors as requested. Establish and maintain a central filing system for the building permits issued for the properties designated as the Hardest Hit Fund (Michigan Land Bank Authority) in Detroit. Also, ability to use multiple programs MAIN, Permits+, and various Microsoft office programs and at times simultaneously. Enter all permit request and payment information into the state database.

Review permit applications for completeness, accuracy and compliance with the code and rules. Input permit data and invoices into Permits Plus. Compose and prepare correspondence as necessary. Assist the public by providing information about permit requirements, contact appropriate division personnel as needed, receive payments and prepare receipts for bureau services. Balance daily receipts and prepare deposits for Receipts Accounting. Log all receipts into the Division spreadsheet. Process and issue refunds via MAIN as requested by supervisor. Manage, balance, and replenish division’s petty cash fund as necessary.

Snelling Personnel Services, Southgate, MI

Assignment: Arrow Uniform, Ecorse Road, Taylor, MI 48180

Accounts Payable Clerk (40 hours per week)

August 8, 2014 to September 26, 2014

Performed all secretarial, informational, and record keeping tasks appointed by the Payable Manager and ensured timely submission of supporting documents for purchase transactions by the company with internal and external clients. I was responsible for maintaining records for all billable concerns that are carried out by the company, by its employees within all divisions. Opened incoming mail and disseminated to the appropriate area for payment approval. Left when offered the position of Permits Clerk with the State of Michigan, LARA.

State of Michigan, Michigan Department of Corrections, Detroit, MI

Word Processing Assistant E7 (40 hours per week)

April 30, 2012 to December 2, 2013

Main duty is typing and reviewing Presentence Investigation Reports for Parole/Probation Agents. Once grammatical and spelling corrections have been made, the confidential information is entered into the MDOC OMNI Database. File preparation and court case documentation is assembled and given to the supervisor for submittal authorization. I am also responsible for back-up coverage of the front desk greeting offenders and persons meeting with the supervisory staff and agents and answering questions as necessary.

State of Michigan, Michigan Department of Human Services, Detroit, MI

General Office Assistant (40 hours per week)

February 21, 2012 to April 29, 2012

Process all incoming faxes, US and Interdepartmental mail and distribute to appropriate area. When Hearing Requests come in, alert Director immediately. Register clients for state assistance daily into the BRIDGES system (100+ clients registered daily). Act as general information receptionist as needed. Left this department for position in Corrections.

State of Michigan, Michigan Department of Education, Lansing, MI

Secretary 9: Grants Coordination & School Support (40 hours/week)

January 2011 to June 2011

Lead Secretary for the units reporting to the Grants Coordination and School Support Director. Central point of contact for matters related to the day-to-day operations of the unit. Use independent judgment. Provide all administrative services to the eight (8) member staff and Supervisor as requested (e.g.: personnel, accounting, budget, purchasing, logistics and supply, transportation, security, etc.) Perform all duties associated with the position. Duties included, but were not limited to: DCDS entries (time and attendance), modifications, audits, Office Max orders, travel coordination (including all signature requests and vouchers as needed), trip justifications spreadsheet for supervisor, printing orders, confidential correspondence, employee personnel files, etc.

Proofreader and editor for all prepared material to ensure correct grammar, spelling, punctuation completeness, and content before documents are submitted to the Director for signature or mailed out to various schools or companies. Work with and back up the secretary to the Director of Grants Coordination and School Support as requested. File maintenance includes central file establishment, retention schedule verification of document storage, confidential files for supervisor, and items that may pertain to the supervisor’s scope of responsibility. Gained knowledge of rules, operations, and practices, and judgment in locating and selecting the most appropriate guidelines. Ability to operate all general office machines, software, and the internet/intranet.

Prepare Staff Meeting Agendas and Meeting Minutes bi-monthly and as requested. Plan the yearly schedule for all individual update meeting with supervisor on a weekly basis. Plan and schedule all unit bi-monthly staff meetings for the supervisor. Department of Education’s contact for MEGS/MEGS+ input and verification of Level 5 Authorization access to the Michigan Electronic Grants System (MEGS) and the new MEGS+ system.

Type correspondence, directives, SOPs, meeting notices (through Outlook, etc.), reports, and other documents as requested. I serve as the liaison between my supervisor and staff members. I alert supervisor of any internal problems that require immediate attention. Provide information to staff members as required.

Distribution and dissemination of all US and Intradepartmental Mail. Compose written responses to incoming letters, requests, and telephone calls as necessary. Manage appointment calendars for supervisor. Meeting coordinator: reserve conference rooms, web-seminar preparation, conference phone coordination, etc. Work with the Grants Specialist to ensure Grant Application Packets are entered into the electronic database correctly and that they are returned on time to ensure schools are in receipt of requested funds.

Monitor phone line for calls that pertain to any (or all) areas of the Grants Coordination and School Support units. Listen carefully to caller’s concerns and transfer to the appropriate area as needed. Many times I am able to answer the caller’s questions to eliminate the need to constantly transfer them before they can get an answer.

Ross Driving School, Riverview, Michigan

Co-Owner / Manager – 2002 to 2012 (40+ hours per week)

Manager: Managed our company that had over $300,000 in yearly revenues. Organized and expedited all aspects of the office. Expanded the company from one location to 14 satellite locations. Payroll processing for nine employees, all aspects of HR, web-site management, schedule all class sessions and driving lessons, tax reporting (state, federal, unemployment), cash handling in excess of $2,000 to $10,000 per week, write all employee procedure manuals and administer all employee reviews to determine pay raise if any. Responsible for all accounting duties for the company using QuickBooks. Driver Ed Instructor: Excellent communication skills. Ability to disseminate instructions to teen students in language they fully understand. Teach Segment 1 and 2 classes, as well as, instruct teen drivers in their behind-the-wheel training. Verify all legal documents to ensure students are entering the courses as specified by the State of Michigan’s Administrative Rules set for all Driver Education providers. Ensure all documentation required by the state is filled out accurately and sent in as specified by the Driver Education Administrative Rules.

Michael’s Craft Store, Woodhaven, Michigan

Senior Cashier – 2000 to 2002 (20+ hours per week)

Provided supervision for three to six cashiers for the store. Balanced registers nightly and placed all cash in safe. At times, daily cash intake was in excess of $20,000. Handled customer inquiries and complaints as required. Other duties included stock, inventory, customer assistance in all departments, and ordering. Familiar with Adobe Photoshop and Adobe In Design. Have used these programs to create various presentations for supervisor and for personal use.

Century 21-Riverpointe, Grosse Ile, Michigan

Buyer / Seller Agent: 1994 to 2002 (20+ hours per week)

Former Licensed Real Estate Agent. I passed the Buyer Agent Exam with 100% accuracy. Provided excellent selling and buying assistance for individuals seeking a new home. Wrote purchase agreements, contracts, and maintained all files for buyers and sellers enlisting my services. Ensured all documents were accurate and ready for the closing agent’s review and processing for the client.

DTE Energy (Detroit Edison Company), Detroit, Michigan

Executive Secretary – 1980 to 2000 (40+ hours per week)

1980 thru 1981: Shareholder Services

1982 thru 1984: Legal Department

1984 thru 1986: Business Services Department

1987 thru 1988: Graphics Services

1989 thru 1991: Electrical System Department

1991 thru 2000: Cash Management and Supply Chain Management

Executive Secretary – 1980 to 2000 (40+ hours per week)

I advanced from a clerk typist to executive secretary during my career with DTE Energy (Detroit Edison). The various positions I held were: Executive Secretary, Secretary, Stenographer-Legal Department, Clerk Typist, Office Assistant, Receptionist, and Dispatcher (During storm emergencies).

During my time with DTE, I acted as Sr. Executive Secretary to the department Vice President when requested. I acted as liaison between my department and the company. Screened all calls for the manager. Assisted all internal and external customers in person and over-the-phone. If necessary, directed callers/visitors to the appropriate area. Provided policy and procedure interpretation for department staff and clerical staff as necessary. Provided and obtained information concerning projects, activities, and communicated the manager’s point of view to the supervisory staff. All of the positions I held at DTE required the ability to multi-task and prioritize assignments to ensure they were completed in a timely manner.

Scheduled all the manager’s meetings with the company CEO, CFO, President and others as requested. Without supervision, scheduled all monthly staff meetings and standard meetings as needed. Scheduled all aspects of domestic and foreign travel for management. Screened all incoming mail and forwarded to the appropriate area for action without direction. Composed correspondence for my manager’s signature as needed. Wrote secretarial procedure manuals for all departments I worked in. I worked in the Legal Department for two years. I was assigned to the Worker’s Compensation Division where I established and maintained all filing systems. Responsible for maintaining and reviewing all documents pertaining to the worker’s injuries, medical expenses, and legal documentation submitted for the group.

Completed all projects on time or ahead of schedule. Identified and resolved operational problems and initiated follow-up actions. Performed complex typing assignments and processed complex documents. Justified all travel expenses for department. Meeting minutes were produced from transcription tapes, as well as, Stenoscript notes. Acted as work leader on various projects in many different departments. Established tickler file for all pending documents to ensure on-time completion. Established filing systems in all departments for easier retrieval and more user friendly systems. Established retention schedules with the Records Management Department. Personnel Coordinator for the department.

Managed, balanced, and replenished department’s petty cash fund as necessary. Obtained cash advances as required. Responsible for all timekeeping matters within my department (500+ employees). Examined payroll reports for accuracy. Reported unusual circumstances to appropriate supervisor. Responsible for confidentiality of all personnel files for the department. Ordered all stock and approved orders within my signature authority. Supervised a team of six clerical members on a project to convert all line-diagram drawings into Word format for linemen to use in the field via laptop computers. Completed this project ahead of schedule. Responsible for consistency of all conversion codes on all drawings.

Coordinated many company off-site seminars with break-out sessions that included attendance by all employees in the company (many were held over a five-day time frame). Coordinated Yearly Safety Recognition Dinners with more than 500 employees and their guests in attendance.

Dispatch Assignment: During my time with DTE Energy, I was assigned dispatch duties during power outages due to severe weather. In this capacity, I answered calls from customers, fire/police personnel, and crew members. I dispatched crews to areas to relieve fire and police personnel first and then dispatched personnel to cover downed wires to ensure the safety of everyone in the affected area. I performed these duties for over 20 years on an as needed basis.

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