Administrative Assistant Document Control
Resume:
Linda C. Erwin
Apt. #**
Fairfield, OH 45014
*********@*****.***
Objective
To obtain a position where I can demonstrate my abilities of leadership and teamwork. I enjoy being part of a team in the organization of records and information management, document control and help to implement process for the storage, retrieval, transfers of records and information with accuracy and efficiency for the benefit of the organization. Skills and Accomplishments
Records/Document Control Associate, Construction Process Solutions, Cincinnati, OH, Feb. 2016 – Present
• Received, Convert/OCR word documents, excel documents all incoming documents received via emails, flash drives, drop boxes and FTP sites
• Maintain Jobs Database
• New Job Set-up, create job folders, update Jobs Database, add Jobs to printers/copiers for Techs
• Send notifications to all associates on document locations, document types, new job set-ups.
• Create Excel spreadsheets for data received from clients, i.e. pay applications, contract schedules, contract budgets.
• Set-up FTP site folders for incoming documents
• Manage all off-site storage
Senior Records Supervisor, Greenebaum Doll & McDonald, PLLC, Cincinnati, OH, May 2007 - June 2015
• Responsible for participating in the planning and coordination of new document management projects within the operational file room.
• Lead day to day management of a long-term work flow scanning projects.
• Corroborate with Practice Group Leaders to establish SOP’s and best practices.
• Implement and train a team of 15 specialists on newly established policies and standard operating procedures.
• Writing, training implementing electronic record and paper file retention procedure accordance with GARP (Generally Accepted Record keeping Principles.)
• Implementing document layout processes for storing, maintaining, transferring, retention schedules and quality control of client electronic vital records as well as client paper records.
• Design and developed systems and procedures for tracking, controlling and managing case files, exhibits and other case specific materials.
• Designed and implemented new Imanage/IRM Records Database. Senior Records Supervisor, Greenebaum Doll & McDonald, PLLC, Cincinnati, OH, May 2007 - June 2015
• Designed and trained IRM Standard for secretaries and paralegals for access to search, view client matters and existing files created for client matters; also allowing them to the
ability to create new file labels while the records department still maintained an accurate database of file locations, transfers, and electronic records.
• Provide clerical, data analyst and record examiner reviews, monitors work and reports on progress; responsible for ensuring that work meets SOP requirements and is delivered in a timely fashion.
• Maintained and trained staff to insure quality and productivity of work performed such as storage, maintenance and retrieval of client paper hard copies and electronic records were done in a timely manner and accordance to Standard Operating Procedures.
• Troubleshoots and preforms quality control spot-checks and formulate administrative and technical procedures to ensure work is complete a timely and efficient manner.
• Monitoring file transfer processes which include paper hard copies as well as all electronic documents.
• Implemented and monitoring a records retention program.
• Managing and training a team of 12 record specialists, updating policies and procedures to meet client needs and expectations.
• Managing employee time and work processes, while maintaining the department budgets. Document Control Specialist, Dade Moeller & Associates, Cincinnati, OH October, 2004 – May, 2007
• On site document scanning for physicists to review and conduct their findings for radiation contamination.
• Reviewed documents created by physicists' whom performed research work on radiation contamination at nuclear sites.
• Upon my review of appearance, spelling, formatting documents would be return the specific department and/or physicists for any additional information needed and final approval.
• Upon final approval of documents appearance and information convert all documents from word to pdf formats.
• Upload completed documentation to NISAH website. (National Institution for Safety
& Health).
Document Control Specialist, Jacobs Engineering, Cincinnati, OH June 2000 – October 2004
• Liaison between engineers and clients via email and phone conversations– contacted clients with suggested design changes to engineering drawings.
• Maintained all engineer drawings.
• Created project binders with all documentation, drawings and designs for clients
(3 copies – 1 for client; 1 for engineers; and 1 for records department.
• Kept track of all superseded drawings replacing with new designs and ensured client, engineers and records departments had up-to-date drawings. Administrative Assistant Purchaser, Bayer Corporation Polymers, Cincinnati, OH 1998 – 2000
• Created and maintained all purchase orders for all departments throughout the plant.
• Reviewed and recommend all bid packets for new vendors, processed and approved.
• Direct contact with all vendors, approved clearance for on-site work.
• Gather all required information to create PowerPoint presentations for compliance with OSHA standards for the plan.t
• Representative to OSHA inspectors gave presentations of plants compliance and accompanied them on tour of the plant and polymers processes Executive Secretary, Teron Lighting, Inc, Fairfield, OH 1995-1998
• Liaison with President and 12 sales representatives located throughout out the United. States and Canada via email and phone conversations.
• Performed all dictation for President and representative’s correspondences.
• Performed and maintained all communications between company President and international vendors in China and Japan via emails, letters, and phone conversations.
• Directed and organized all overseas shipments from China and Japan suppliers.
• Reviewed all shipping cost and discussions with shipping companies to secure pricing breaks.
• Enter invoices, purchase orders and inventory counts into system. Education
B.A. Business Management, Miami University (OH), 2012 Certificate in Records Management, Miami University, 2010 Associates Degree in Computer Programming, Cincinnati State (OH), 1990 Professional Societies
ARMA (American Records Management Association) International, - Member 2004-Present. ARMA Cincinnati Chapter Charity Organizer; Project Chairman Current 2004 –2013 Special Skill
Outlook, Excel, PowerPoint, Adobe, Electronic Records Specialist, Database Design, Outstanding Communication Skills
Managed 10 – 12 records staff at any given moment; managed all records Databases, Major role in the design and implantation of several records programs Certified Inventory Specialist
Trained in Document/Quality Control
CPR Certified - 2015
References Upon Request
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