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Administrative Assistant Manager

Carrollton, TX
March 28, 2018

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Marzetta Austin

Citizenship: United States of America

Highest Federal Grade: GS-9/5

Veterans Preference: 5-Point Preference


Seeking a position in the fields of administration/finance/accounting/procurement


DEPARTMENT of VETERANS AFFAIRS (09/02/07 – 12/15/17) – Secretary to Chief Medical Officer & Chief Nurse Officer, Ridgeland, MS, USA Pay Grade: GS - 318 – 9 (promoted in position from GS-7)

Supervisor: Dr. Amy Smith - 601-***-**** Contact: Yes, if considered for hire

Independently draft correspondence to various levels of authority within VA, offices of U.S. Congress, and private industry contractors/vendors. Independently draft or develop action items to VHA facilities, review incoming responses for accuracy, gather facility responses then prepare VISN response to VA Central Office. Independently respond to a variety of correspondence to ensure compliance with VA policy and procedure (e.g. State Licensing Boards, VA Inspector General CAP reports, Freedom of Information (FOIA) requests, research requests, Systems Redesign, and Telephone Care Data). Schedule meetings and maintain calendars for the Chief/Deputy Chief Medical Officer. Provide administrative support for various healthcare programs.

Prepare travel authorizations and expense vouchers using Concur Government Edition to include cross-funded travel, invitational travel and travel reimbursements outside of CGE. Prepare foreign travel documentation. Ensure compliance with Federal Travel Regulations on all travel documents. Obtain US government travel cards for new employees and coordinate training on use of government travel cards and government vehicles. Serve as timekeeper for the CMO’s office.

Arrange the full spectrum of conference planning to include location, guest speakers, catering, lodging, transportation, presentations, binders, programs, and audio/visual.

Independently establish region-wide committees consisting of various healthcare disciplines using VHA Directive(s) as a guide. (Committees included: Surgery, Dialysis, Dental, Low Vision/Blind Rehabilitation, Research, OEF/OIF, and Integrated Ethics). Collect, enter, analyze, and format statistical data for committees in the form of presentations, spreadsheets, and dashboards.

Contracting Officer Representative (COR) for the CMO’s office. Draft and assemble acquisition planning documents to procure a variety of goods and services for the Chief Medical Officer, the Chief Nurse, and their direct reports. Coordinate with Contracting Officer, Logistics, and Budget to ensure acquisition is achieved timely and at a reasonable cost. Draft the Purchase Requisition, Independent Government Cost Estimate, Performance Work Statement, the Quality Assurance Plan (QASP), Market Research Report, and Sole Source Justification or Evaluation Factors prior to award, if needed. Enter the acquisition into FORCE. Post-award duties include post-award orientations, kick-off meetings, monitoring all facets of the contract (e.g. cost, price, delivery, and performance), maintaining communication with the contractor, monitoring fund control point(s), alert Fiscal/CO to potential need for increases/decreases in obligations, serve as reviewer and certifying official in the Invoice Payment Processing System (IPPS), maintaining the contract file in eCOR (contract documents, performance, invoices, suspense items, and communication), providing feedback to the contracting officer, maintain progress reports on contractor’s performance for CPARS entry, and perform contract closeout.

Prepare a variety of personnel actions (independently and under guidance of an HR specialist): initiating and submitting SF-52s in WebHR (title 38 security clearances, title 38 licensing and source documentation, promotions, name changes, employee details, changes in grade, transfers, retirement, etc.), assist in developing/writing administrative job descriptions for HR Classification’s review, evaluate job applications and determine qualified applicants, setup and conduct interviews for administrative openings (entry and executive level), score applicants and advise the hiring authority, entering access for new employees via Epas, initiating and submitting recruitment packets to include recruitment incentives, prepare personnel folders for management and ensure personnel folders meet HR regulatory requirements for initial, midterm, and EOY performance appraisals, retention incentives, nurse professional standard board packets, initial and biennial physician pay panels, review apps in VetPro and obtain primary source verification prior to credentialing approval by the CMO.

DEPARTMENT of VETERANS AFFAIRS (09/22/2003 - 09/02/2007) Secretary, Mental Health Dept.

Jackson, Mississippi United States Hours per week: 40 Pay Grade: GS - 318 - 6

Supervisor: Roy Reeves, D.O., 601-***-****; Patricia Dubbert, Ph.D., 501-***-****; Contact: Yes

Government Purchase Card Holder – Purchased social work medical services and maintained social work contracts (invoices, supporting documentation, and renewals). Made approved purchases; proactive with purchases by performing weekly checks of inventory; maintained a ledger of purchases, purchase returns, and purchase allowances; received and reconciled purchases to ledger, running balance report, and CitiBank statements; maintained a purchase file system by vendor, obligation number, and fund control point; made adjustments for allowances, errors, back orders, and partial orders; trained new purchase card holders in the Service; developed a pocket training guide for purchase card holders, reorganized procedures for the Social Work fund control point making the fund more efficient for social worker use maintained policy and procedure updates on the Purchase Card Program (i.e., VHA Handbook 1730.01 w/Audit Guide, VA Handbook 4080, IFCAP Purchase Card User’s Guide, VA Handbook 7408.1, and VA Handbook 7401.6).

Service Secretary – Management support to the Chief of Mental Health and Chief of Social Work. Collected and compiled data in support of 21 social work programs and five clinical programs. Collected survey data, analyzed and put into report format (charts, presentations, etc.) in support of Spinal Cord Injury, Homemaker/Home Heath Aid, Hospice and Palliative Care. Implemented a tracking system to organize the Homemaker/Home Health Aid/Non-Institutional Respite Care Program, which significantly reduced patient complaints and improved turn-around time, designed/published forms for the Non-Institutional Respite Care and Residential Care Home Program (set up tracking system on veterans; set up database). Updated and maintained personnel folders for all Mental Health/Social Work staff. Scheduled patients, mailed patient letters, completed patient consults, and followed through on physician orders. Timekeeper for all employees. Ensured licensure, required education, and required training was maintained on all employees.

Greeted patients, physicians, and health technicians from a variety of backgrounds. Maintained service chief’s calendar. Prepared letters, memos, presentations, minutes, and agendas.

Purchasing/Fund Control Point Clerk for the Service - Proficient in use of accounting software: IFCAP and FMS. Integrated Funds Control Point Activity, Accounting and Procurement (IFCAP) Responsible for monitoring the budget of 3 fund control points used to procure products/services, increasing/decreasing obligations, entering invitational travel, changes in inventory, preparing invoices for contract employees, preparing 1358s (standard obligations) and 2237s (automated version of contracts) on assigned fund control points, filing receiving reports, reconciling purchases to purchase card orders/statements, maintained vendor database.

JP MORGAN/CHASE (04/04/1990 - 05/28/2000) - Secretary

Hurst, Texas United States

Supervisor: Richard Shaw, 214-***-**** last known number; Contact: Yes

Salary: $28,000.00 per year

Hours per week: 40

Assisted the audit team in preparation for internal audits of loans funded by Chase Banks in the North Texas region. The audit scope consisted of Corporate Banking, Private Banking, Energy, and Real Estate loans in the Dallas, Fort Worth, and West Texas branches. Preparation consisted of using corporate financial statements and tax returns to calculate liquidity ratios, debt ratios, profit margins, and return on assets. Research consisted of pulling loan committee documents, internal policy, loan upgrade requests, and previous audit trip files. The process ended with preparation of a formal board report presented to top management of Chase (Texas).

Managed the department’s budget for travel equipment and supplies. Monitored spending based on the prior year forecast. Prepared budget forecast based on anticipated travel, equipment repair, and necessary supplies for the upcoming year. Daily functions were accounts payable, expense reports, expense files, scheduling travel plans (i.e. hotel, air, and cash advances) purchasing supplies, contract maintenance for all office equipment, preparing purchase requisitions, drafting letters, memos, spreadsheets and reports, archive and destruction of sensitive materials, set up conference calls/meetings, mail, typing, filing, and phones.

UNUM fka TRANSAMERICA LIFE (01/02/1984 - 03/15/1990) – Administrative Assistant

Dallas, Texas United States

Supervisor: Mary Beth Hilburn, 972-***-****; Contact: Yes

Salary: $18,000.00 per year Hours per week: 40

Assistant to Regional Sales Manager and Service Manager. Set up insurance contracts, screened enrollment packages for eligibility, and compiled broker kits for the company’s health insurance products. Processed new enrollees, issued group insurance cards, prepared health and life insurance rates, broker/policyholder reports. Handled complaints/grievances. Verified insurance coverage. Prepared correspondence to brokers and clients, spreadsheets, and tracked shipments.

ARMY NATIONAL GUARD & RESERVE (8/12/1983 – 11/11/1990) – Personnel Action Clerk

8111 Shoreview Drive, Ft. Worth, TX/343 Hwy 12, Starkville, MS

Supervisor: SFC Antonio Gaitan (Retired) 817-***-****

Prepared a variety of personnel actions and correspondence/ (e.g. military personnel folders, military i.d. cards, insurance, payroll, postal, memos, letters, endorsements, awards, travel orders, promotions, line of duty investigations, legal documents, post regulations, personnel requisitions)

U. S. ARMY (06/12/1979 - 08/11/1983) - Clerk Typist

Ford Ord, CA Supervisor: Brigadier General Fred A. Gorden, Retired; Contact: No contact info on file

Pay Grade: EM - 71L - 4 Salary: $12,000 per year Hours per week: 40

Performed clerical duties at staff levels S2-Military Intelligence - collecting background information for use in granting security clearances, analyzing and storing foreign/unfriendly propaganda, S1-Executive and S3-Operations - prepared a variety of correspondence/personnel actions (e.g. SOPs, memos, letters, awards, travel orders, promotions, line of duty investigations, UCMJ articles).


MISSISSIPPI COLLEGE, Clinton, Mississippi (01/10/2007 – 08/05/11)

Degree: Bachelor of Science, Business Administration Major: Accounting

Semester Hours: 130

HOLMES COMMUNITY COLLEGE, Ridgeland, Mississippi (08/22/2004 - 12/14/2006)

Degree: Associate of Arts Major: Accounting

Semester Hours: 65


FCR 100 – COR Level I (January 2016) CLC 006 (May 2016)

FCR COR II Level II (January 2016) CLC 025 (September 2016)

CON 100 (August 2016) CLC 030 (November 2016)

CON 121 (August 2016) CLC 033 (November 2016)

CON 124 (October 2016) CLC 057 (November 2016)

CON 127 (January 2017) CLC 058 (November 2016)

CON 237 (December 2016) CLG 001 (January 2017)


Purchasing Agent Level II (DAWIA requirements met for certification)

Contracting Officer Representative (COR) Level II certified

Financial Management System (FMS), Integrated Funds Distribution Control Point Activity Accounting and Procurement (IFCAP), Concur CGE, FedTraveler, MS Word, MS Excel, MS PowerPoint, MS Publisher, MS Access, MS Outlook, 10 Key

I certify that I type 60 words per minute.


Numerous VA Special Contribution Awards, Hurricane Katrina Award, JP Morgan/Chase Star Treatment Ribbon (4), Army Achievement Medal, Army Good Conduct Medal, Army Overseas Ribbon, Distinguished Student (U. S. Army Clerk Typist Course)


Dr. Mark Enderle, Chief Medical Officer, Dept. of Veteran Affairs, VISN 16 (2007-2009), 479-***-****

Dr. Gregg Parker, Chief Medical Officer, Dept. of Veteran Affairs, VISN 16 (2007-2009), 228-***-****

Bobby Gaines, Accountant, Dept. of Veteran Affairs, Consolidated Fee Unit, 601-***-****

Frederick Wilson, Contracting Officer, Dept. of Veteran Affairs, NCO-16, 318-***-****

Dr. Zarata Banks, Sterile Processing Program Manager, VISN 16, Dept. of Veteran Affairs, 601-***-****

Dr. Patricia Dubbert, Clinical Psychologist Investigator, Dept. of Veteran Affairs, 501-***-****,

Linda Gladney, LCSW, Chief of Social Work, Jackson VAMC, Jackson, MS, Retired, 601-***-****

Thomas Malone, LMSW, Veterans Outreach Program, 601-***-****, Jackson VAMC, Jackson, MS

Rica Lewis-Payton, Network Director, VISN 16, (2007-09, 2013-2015), will provide # if considered for hire.

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