Administrative Assistant Office
Resume:
Marie Watson
***********************@*****.***
Experience
Administrative Assistant/Personal Assistant to Patti Grogan – Department of Children and Families Refugee Services
December 2017 – current
Coordinates travel requests both in state and out for multiple staff. Routes communications from Refugee Services office through the secretary of the department as well as the Governor’s office. Handles all Human Resource activity, advertising positions, hiring packets, separation packets, timesheets and maintains all personnel records for the Refugee Services staff (approximately 40 folks throughout the state of Florida). Receive, route and log all incoming and outgoing mail. Manage copier contracts, FedEx contracts and all of the purchasing and receiving of supplies for the unit. Coordinate staff events, conference calls, Skype and VTC. Federal and State record archiving is also managed by the administrative assistant (both electronic and paper). Answer multi-line phone with direct number for services and supervisor’s phone. Manage calendars for multiple upper level staff.
Executive Assistant to Bryan Koon, Director, Florida Division of Emergency Management (DEM) and Immediate Past President, National Emergency Management Association (NEMA)
February 2013 – May 2017
Writes correspondence for various events and announcements. Updates and maintains phone lists for 300-person agency; Manages contacts using Outlook to conduct up-to-date database entry, tracks VIP relations and correspondence; facilitates relationships with other state agencies to further DEM mission; Provides complex travel arrangements and become familiar with the specific, detailed needs of the director and travel partners; creates consistent travel itinerary portfolios for references and availability during travel times to quickly address any last minute changes or cancellations; Accurately track expenses for Director by managing credit cards and receipts and processes and submits receipts accurately and on schedule; Maintains confidentiality and uses a high degree of discretion; Works in a professional and focused manner to schedule internal and external meetings; Prepares for meetings including coordinating and booking conference rooms, setting up audiovisual conferencing units; Uses Outlook, Word, Excel and PowerPoint to produce materials for internal and external meetings and conferences; Takes notes and distributes meeting minutes, agendas and meeting packages; Assists with recruitment efforts, new hire orientations, on-boarding and terminations; Acts as a liaison with building management on any office-related issues. NEMA responsibilities: Coordinate activities for outreach events for NEMA’s annual and mid-year conferences; provide executive level staffing for all national emergency managers including providing liaison functions with various governor's office related requests.
Office Manager- Department of Agriculture
November 2009 - February 2013
Responsible for records archiving for state and federal archives; manage and prepare personnel records; Resolves personnel issues within the office; Manages office files; order supplies; Prepares travel arrangements as well as requests and approvals; Collates and Organizes batch data prior to supervisor review; Maintains training database; Maintains electronic filing system; Resolves state purchasing card issues; Reviews and write standard operating procedures; tracks payroll; navigate MyFloridaMarketPlace for purchasing and confirm vendors registration; Manages motor vehicles/fleet for almost 20 team members.
Staff Assistant - Department of Children and Families
September 2005 – November 2011
Processes travel for contract oversight unit 35-person statewide team coordinating all logistics; reimbursements, advances and purchasing card approvals in Florida’s unique accounting system (FLAIR). Purchase supplies; Maintains records and logs in Excel and Access to track purchasing and supplies; Validate reports for accuracy and verify through Children & Families Operating Procedures to ensure findings are clearly cited in reports before forwarding to the Chief of Contract Oversight; Ensure database accuracy so that all parties using the platform has error-free information. Processes Inspector General requests for proof of certifications, background checks, verification of audits/reviews, complaint issues/response time; Responsible for entering and verifying pay increases, pay upon appointment, position descriptions, approval authority in People's First system; ensure all employee's complete required trainings; Maintain calendars for the chief of contract oversight and all field staff located in the state.
Administrative Assistant - Department of Children and Families
August 2004 – September 2005 (Received promotion and increased duties)
Travel arrangements; coordinate meetings; process and prepare hotel arrangements along with other travel; work disaster relief; process requisitions; purchase orders, answer multi-line phone; maintain database for travel expenses; report to five senior staff coordinating and facilitating the completion of various projects and reports; participate in accounting and journal transfers relating to agency budget. Manage personnel records and serve as liaison with Office of Human Resources to facilitate talent acquisition and retention.
Administrative Assistant -Department of Children and Families
May 2003 – November 2003
Assign projects from DCF executive leaders and coordinate with appropriate staff for completion; coordinate meetings and conferences; Answer multi-line phones; read and route all correspondence to appropriate departments and track assignments; purchase all office supplies and equipment; requisitions, purchase orders, hotel arrangements; errands; assist with projects assigned from the mental health program office; travel reimbursements; internet research; power point presentations; maintain personnel files.
Education: 12/2013 Colorado Technical University: Associates Degree, Business Management/General Studies
Specialized Proficiencies: Emergency Management Training certificates through FEMA ICS/EMI
IS-00800.b National Response Framework, Intro
IS-00101.c Preparing for Federal Disaster Operations: FEMA
IS-00100.b Introduction to Incident Command System *ICS-100*
IS-00120.a An Introduction to Exercises
IS-00100.fda Introduction to Incident Command System (ICS 100) for Food and Drug Administration.
IS-00100.fwa Introduction to the Incident Command System, ICS-100 for Federal Workers
IS-00100.leb Introduction to the Incident Command System (ICS 100) for Law Enforcement
IS-00100.hcb Introduction to the Incident Command System (ICS 100) for Healthcare/Hospitals
IS-00100.he Introduction to the Incident Command System ICS-100 for Higher Education
IS-00100.sca Introduction to Incident Command System ICS-100 for School
IS-00100.pwb Introduction to the Incident Command System (ICS 1--) for Public Works
IS-00200.hca Applying ICS to Healthcare
Organizations ICS-200 for Health Care/Hospitals
IS-00244.b Developing and Managing Volunteers
IS-00200.b ICS for Single Resources and Initial Action Incident, ICS-200
IS-00240.a Leadership and Influence
IS-00701.a NIMS Multiagency Coordination System (MACS)
IS-00702.a NIMS Public Information Systems
IS-00703.a NIMS Resource Management
IS-00704 NIMS Communications and Information Management
IS-00001.a Emergency Manager: An Orientation to the Position
IS-00800.b National Response Framework, An Introduction
IS-00230.c Fundamentals of Emergency Management
IS-00235.b Emergency Planning
IS-00700.a National Incident Management System (NIMS) An introduction
IS-00241.a Decision Making and Problem Solving
IS-00242.a Effective Communication
Intermediate Incident Command System for Expanding Incidents
CPR, First Aid and Automated External Defibrillator (AED- Course)
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