Executive Assistant Microsoft Office

Location:

Mechanicsville, MD, 20659

Posted:

January 03, 2018

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Resume:

Gina D. Graves

**** **** ******* ****, **** A

LAPLATA, MD 20646

301-***-****

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

CLEARANCE LEVEL: Active Secret/Interim Top Secret

CERTIFICATIONS: Certified Acquisition Professional – DAIWA Level II in Program Management

SKILLS SUMMARY:

Time Management Problem Solving Decision-Making Proactive

Team Player High-Level Communication Event Coordination Analytical

Training Compliance Conference Coordination Solution-Thinker “Take Charge”

Negotiation Leadership Organization Planning

Multi-Tasking Results-Oriented Networking Security

Strong Work Ethic Quick Study Problem-Solving Research

DoD Acquisition Life Cycle DoD Major IT System

Activities Support

COMPUTER SKILLS:

Expert level use of a variety of word processing and database programs, including Microsoft Office, PowerPoint, Microsoft Office Suite, Microsoft Front Page, Microsoft Office Publisher, Microsoft Excel.

FOREIGN LANGUAGE SKILLS: Fluent in Spanish

PROFESSIONAL EXPERIENCE:

June 2017 – Present

Incatech Consulting, Reston, VA

Senior Contracts Specialist

Supports contract at Federal Aviation Administration (FAA), Washington, DC

February 2016 – May 2017

Mayvin, Inc.

Ft. Belvoir, VA

Contract Specialist

Responsible for development of acquisition documentation; data collection and analysis; invoice review/analysis; deliverable management; spend plan tracking; and development of status reports, briefings, or other ad-hoc products to meet customer needs.

Support the preparation, organization, and maintenance of DoD acquisition records and files documenting performance and compliance.

Work with COR on IDIQ contracting procurements and task order management, acquisition documents, purchasing requirements, and price/cost analysis (i.e. Market Research and Independent Cost Estimates.

Work closely with each COR to develop and maintain the Contract File for each contract awarded. Created Excel spreadsheet to track contract activities from cradle to grave.

Prepare contract closeout documentation and file for CO's close out execution.

Collect all award documentation, store documentation in share-point site, track contract status, deliverables and upcoming actions. Recommend COR to execute action in accordance with the contract terms and conditions.

Assist COR with receiving, logging, processing and loading documents on SharePoint, tracking all deliverables submitted to the PEO Soldier and PMOs (average three (3) to five (5) deliverables/month/contract) from the date received through date approved/rejected by the Government.

Prepare deliverable acceptance/rejection notifications for COR release to Contractors.

Develop and prepare ledgers to track modifications (reason for mod, increase or decrease in contract value) and invoices throughout the life of the contract; upload and maintain information current on PEO Soldier share drives.

Provide other contract execution support as requested for PEO Soldier contracts, purchase orders and task orders.

Facilitate contractor invoice review with COR to ensure costs are allocable, allowable and reasonable and any products received are of acceptable quality. Prepare budget spreadsheets detailing authorizations, commitments, obligations, and balances.

Participate in meetings and coordinate with the government and contractor support staff as needed to recommend and prepare post-award contract actions.

Modify contract/task orders and delivery orders.

Execute and manage each cradle to grave purchase requests throughout the full acquisition lifecycle while providing status to the customer. Prepare complete Purchase Requisition Number (PRN) packages with all required endorsements, validations, approvals, pricing estimates, vendor contact information, estimated lead time for delivery, and justifications.

Provide direct support to a US Army Major Command.

Coordinate and process Program Executive Office-Soldier (PEO-Soldier) and US Special Operations Command (USSOCOM) acquisitions to support all commodity areas.

July 2011 – January 2016

Federal Government- U.S. Army - Civilian

Alexandria, VA

Contract Specialist – PM IPPS-A

Supported the preparation, organization, and maintenance of DoD acquisition records and files documenting performance and compliance.

Worked with other CORs on IDIQ contracting procurements and task order management, acquisition documents, purchasing requirements, and price/cost analysis (i.e. Market Research and Independent Cost Estimates.

Worked closely with each COR to develop and maintain the Contract File for each contract awarded. Created Excel spreadsheet to track contract activities from cradle to grave.

Prepared contract closeout documentation and file for PM’'s close out execution.

Collect all award documentation, store documentation in share-point site, track contract status, deliverables and upcoming actions.

Received, logged, processed and loaded documents on SharePoint, tracking all deliverables submitted to the Program (average three (3) to five (5) deliverables/month/contract) from the date received through date approved/rejected by the Government.

Prepared deliverable acceptance/rejection notifications for release to Contractors.

Developed and prepared ledgers to track modifications (reason for mod, increase or decrease in contract value) and invoices throughout the life of the contract; upload and maintain information current on Program shared drives.

Provided other contract execution support as requested for contracts, purchase orders and task orders.

Facilitated contractor invoice review with other CORs to ensure costs are allocable, allowable and reasonable and any products received are of acceptable quality. Prepare budget spreadsheets detailing authorizations, commitments, obligations, and balances.

Participated in meetings and coordinate with the government and contractor support staff as needed to recommend and prepare post-award contract actions.

Modified contract/task orders and delivery orders.

Executed and managed each cradle to grave purchase request throughout the full acquisition lifecycle while providing status to the customer. Prepared complete Purchase Requisition Number (PRN) packages with all required endorsements, validations, approvals, pricing estimates, vendor contact information, estimated lead time for delivery, and justifications.

Coordinate and track contractor invoices from acceptance through submission and proper contract payment activity [Defense Finance and Accounting Services (DFAS), etc.].

Gathered critical marketing data for briefings to senior leadership and high-level personnel (both government and industry).

Recorded marketing trends in Excel matrix.

Gathered data for Task Reports requested by Program Executive Officer as needed. Use of Excel enabled me to collect information quickly, which is required for last minute deadlines.

Oversaw award of over 30 software and hardware contracts including confirmation of software/hardware needs with the Technical Management Division, and notification of funding requirements to the Business Management Division Chief.

Contracting Officer Representative (COR) for PM IPPS-A Support Contractor contract. Included drafting and processing all pre-award documentation, Source Selection Evaluation Board activities, overseeing on-site activities once contract awarded and closing out contract upon completion.

Prepared all required documentation for new PM IPPS-A contracts (service contracts, software contracts, hardware contracts) including, but not necessarily limited to: Independent Government Estimate (IGCE), Request for Services Contract Approval (SCAR) and supporting documentation (Addendum, Full Time Equivalent (FTE) Calculation Worksheet, FTE Justification, Project Manager Certification for SCAR), Performance Work Statement (PWS), Quality Assurance Surveillance Plan (QASP), Statement of Objectives (SOO), Statement of Work (SOW), Justification and Approval (J & A), Certification for Proper Use of a Non-DoD Direct Acquisition, Technical Evaluations, Goal 1 Waivers, AntiTerrorism/Operations Security Review Cover Sheets, Affirmative Procurement Certificate, Market Research Report, DD Form 254, Contractor Assistance and Advisory Service (CAAS) Determination Statement.

Maintained contract files for audit purposes.

Oversaw billing and payments to vendors for IPPS-A software and hardware contracts, and contractor support contract.

Entered all contract-related data for PM IPPS-A into the Virtual Contracting Enterprise (VCE) contracting system including, but not limited to, Monthly COR Reports, COR nomination documents, and the QASP.

Prepared Contractor Performance and Assessment Reports (CPARs) for Army Contracting Command-New Jersey as requested.

Uploaded pertinent contract information to IPPS-A SharePoint site as required.

Maintained all personnel files for PM IPPS-A government civilians.

Process government civilian payrolls using the Automated Time and Attendance Production System (ATAAPS).

Assist with termination of PM IPPS-A contracts as needed.

IPPS-A Government Purchase Card (GPC) Holder. Create Purchase Requisitions in General Fund Enterprise Business System (GFEBS) for purchases utilizing Government Purchase Card.

Maintain GPC files for audit purposes.

Review monthly Interface Document (IDOC) Error Report created by Program Executive Office Enterprise Information Systems (PEO EIS) to ensure IPPS-A Fund Center has no errors on the report. Correct errors as needed.

Oversee IPPS-A Metro Card program including: tracking of cards issued to program personnel, amount of usage, when the card is returned, and replenishment of funds on cards when needed.

Significant Accomplishments:

Completed year-end buy for Fiscal Year 2014 in 30 days, in the amount of $1.6 million. This action was required the Federal Government to meet funding obligations for the fiscal year.

Brought all contract information for the program up-to-date within one month of hire date. Included updating hard copies of contract books as well as automated systems mandated for use by Federal Government.

Organized contract filing system for IPPS-A software and hardware contracts.

Established initial procedure for in processing all new employees on the project, and out processing departing employees. Included preparation of Standard Operating Procedures and required forms.

Created Weekly and Monthly Excel spreadsheets tracking receipt and payment of vendor invoices.

Implemented Standard Operating Procedure for IPPS-A Metro Card usage. Procedure facilitates tracking of card usage and funding. Enables continuity of information presented to leadership when requested.

December 2009 – July 2011

Maryn Consulting, Inc. - Defense Contractor

Alexandria, VA

Senior Executive Assistant/Facility Security Officer.

Supported the preparation, organization, and maintenance of DoD acquisition records and files documenting performance and compliance.

Worked with COR on IDIQ contracting procurements and task order management, acquisition documents, purchasing requirements, and price/cost analysis (i.e. Market Research and Independent Cost Estimates. Created Excel spreadsheet to track contract activities from cradle to grave.

Executed and managed each cradle to grave purchase requests throughout the full acquisition lifecycle while providing status to the customer. Prepare complete Purchase Requisition Number (PRN) packages with all required endorsements, validations, approvals, pricing estimates, vendor contact information, estimated lead time for delivery, and justifications.

Lead, directed and managed the Project Directorate IPPS-A administrative support for Maryn Consulting, Inc., subcontractor to Booz Allen Hamilton.

Facility Security Officer for Project Directorate IPPS-A, as well as Booz Allen Hamilton and its subcontractors.

In Processing/Out Processing Manager for all incoming military, government civilian and contractor employees.

Accountable person in meeting all Army requirements, services, and deliverables per contract performance and standards.

Receives contract direction and performance feedback from the Contracting Officer’s Representative (COR).

Works with the COR to adjust staffing, services, and deliverables when program requirements change.

Presents the Monthly Status Report that details Project Directorate Administrative Support performance and schedule.

Ensures all support personnel have the skills and capabilities required by their contract labor category.

Liaison between Project Directorate IPPS-A and IT team on computer issues.

Maintained calendars for IPPS-A Division Chiefs and Deputy Project Manager to include meetings, travel and appointments.

Significant Accomplishments:

Appointed the Facility Security Officer for Project Directorate IPPS-A in December 2009.

Organized personnel files and brought all required documentation up-to-date within 2 months of hire date.

Created a document routing sheet and tracking system to follow the document vetting process from inception to final signature.

Created an In Processing Checklist and document packet for all new hires.

Created Out Processing procedures for all departing employees.

Serves as recorder for 85% of Project Directorate IPPS-A meetings.

August 2008 – December 2009

Welch & Rushe, Inc. Washington, DC 20006

Executive Assistant

Executive Assistant to Executive Vice President of Welch & Rushe, Inc. Washington, DC Office.

Supported the preparation, organization, and maintenance of DoD acquisition records and files documenting performance and compliance.

Provide organizational, administrative support services for Executive Vice President and five project managers.

Coordinate project management meetings.

Coordinate information for multi-million dollar contracts including:

ocreating project and change order files;

omaintaining logs for submittals, requests for information and change orders;

oproducing executed change orders for Welch & Rushe, Inc. and its subcontractors;

osending change order information, drawings and pertinent information to prime contractors and subcontractors; and

okeep calendars and arrange travel.

Process and file all 1888s and Visit Authorization Requests (VARs) for federal project sites.

Process, track and file all Visit Authorization Letters (VALs) required for access to classified documents.

Control access to safe housing classified documents for project sites.

Have knowledge of military procedures.

Significant Accomplishments:

Organized filing system on current projects, improving office efficiency by 100%.

Negotiated pricing with a major supply company resulting in a 55% discount on routine supplies and a 40% discount on special-order items, saving the company an average of $1,800 per month and went directly to the bottom line.

Instituted procedure for producing employee payroll stubs on-line, saving the company approximately $2,000 per month in postage and supplies, and went directly to the bottom line.

Consistently approached by senior executives on major decisions involving personnel.

March 1998 – May 2008

Indiana Construction Association

Indianapolis, IN

Executive Assistant to Four Program Directors of Indiana Construction Association.

Provided organizational, networking and administrative support services;

Arranged and attended committee meetings;

Produced minutes and reports for committee member distribution;

Maintained calendar of appointments and travel arrangements;

Assisted with proofing of contracts, correspondence and reports;

Created promotional materials for training courses and special Association programs;

Assisted in coordination of special events and projects;

Supervised production of weekly Association newsletter;

Maintained office supply inventory;

Negotiated pricing for purchase of supplies;

Secured contracts and maintenance services for office equipment; and

Maintained database of seven union payroll deductions for over 200 companies.

Significant Accomplishments:

Organized supply room following company move; created checklist for weekly supply inventories, improved office efficiency from 40% to 100%.

Negotiated contract with a major supply company resulting in a 45% discount on routine supplies and a 30% discount on special-order items, saving the Association an average of $1,500 and went directly to the bottom line.

Organized union payroll records for the Association highway and building divisions to create uniformity of recordkeeping. Staff input time reduced by 70%.

Developed and implemented tracking system for incoming payments, which reduced staff input time, saving the Association approximately $100 per day in staff salary.

Created reference manuals for Indiana Department of Transportation and Indiana Department of Administration certified Minority Business Enterprise, Women Business Enterprise and Disadvantaged Business Enterprise firms to improve documentation efficiency, which reduced staff research time by 75%.

Created month-end summary of INDOT highway contracts awarded. Resulted in 100% efficiency improvement in reporting procedures to the Association Board of Directors and Indiana Department of Transportation upper management.

Created Safety Training Video Catalog to improve recordkeeping of the Association safety video inventory, which resulted in 100% reduction of staff time required to process orders for safety videos.

March 1994 – May 2008

ESG Security, Inc. Indianapolis, IN 46204

Senior Supervisor:

Extensive experience working with NBA and NFL Security on VIP access control.

Supervised over 300 security agents and major events in the city of Indianapolis and state of Indiana.

Responsible for security of the NBA Indiana Pacers owners and the owner of the NFL Indianapolis Colts.

Controlled access to the Indianapolis Colts locker room and the visiting team locker room.

Significant Accomplishments:

Promoted to Senior Supervisor within 6 months of hire.

Permanently requested to control access to the owners of the NBA Indiana Pacers and the owner of the NFL Indianapolis Colts within 6 months of hire.

Created entrance and exit procedures for ESG security agents.

Consistently consulted on VIP security for all major events in the city of Indianapolis and state of Indiana.

AWARDS AND HONORS:

2008 Dale Carnegie Award for Highest Achievement

2007 Distinctive Service Award, ESG Security, Inc.

1975 National Honor Society Award

EDUCATION:

Penn State University, State College, PA: Bachelor’s Degree – Business Administration, May 1981

Currently enrolled in Business and Finance Management Module at Defense Acquisition University – Working on Level I and Level II certification.

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