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Administrative Assistant Employee Relations

La Plata, Maryland, United States
November 15, 2018

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Heather M Del Selva

***** ****** *** **

La Plata, MD 20646

Day Phone: 325-***-****

Evening Phone: 325-***-****


United States Air Force

** ***/****

Spangdahlem, AE 09126 United States

02/2015 - Present

Passport and Visa Technician (This is a federal job) Serves as the resident subject matter expert as the lead passport agent at Spangdahlem AB and surrounding bases. Duties included; Administers, maintains, and manages the passport program for the installation and GSU's. Duties require considerable analytical ability and judgement to make a determination on the processing of applications for Passport and provide Visa guidance for all military and the civilian members of this installation and their family members, arriving in, and departing from this area in compliance with the laws and regulations of the United States and this installation, such requirements being subject to frequent ID checks. Counsels military personnel and their dependents on requirements for entrance to foreign countries, travel clearance by passport and visa, the providing of identity and nationality needed for passport requests, such as birth certificates or other acceptable proof, naturalization certificate and other evidence required by law or regulation. Furnishes information on naturalization and citizenship, especially by providing advice to individuals with an alien spouse and/or alien adopted children on procedures to be followed in filing applications and/or petitions for naturalization. Gives information on what documents are needed, for granting of citizenship/green card or child registration and documents required to obtain Consular Report of Birth and Certification of Birth as evidence for child's citizenship for obtaining passport. Compiles and publishes information material and instruction sheets containing procedural requirements relative to passport and domestic relation matters. Receives and accounts for passports and coordinates the issuance of emergency type passports. Assists in the process of emergency visa requests which require foreign consul to deviate from normal consular routine for the issuance of emergency type passports. Verifies identity by photographs provided against passport applicant and issued DOD ID cards. Collects fees due for completion of passport applications, the renewal of regular passports, visa’s, tentative immigration admissibility to the United States, and other consular actions. Processes complete paperwork and all required documentary evidence for approval to authorities concerned. Verifies and issues Status of Forces Agreement stamp. Submits passports for cancellation upon owner's departure to the US, and/or for safeguarding, as appropriate. Uses multiple office automation software with varied functions to produce a wide range of documents that often require formats, such as graphics or tables within text, editing and reformatting electronic drafts, and updating or revising existing databases or spreadsheets. Maintains close contact with applicable military headquarters, Embassy and Consular Services, in order to clarify special procedures in processing required documentation and necessary paperwork for approval, incident to overseas marriages, naturalization and citizenship establishments, adoptions, changes of name petitions, passports and visas; obtain clarification on, and or explain problems with regard to marriages, adoptions, legitimations, questionable citizenship establishments, etc. Ability to gather, analyze and present facts, communicate effectively, using tact and courtesy and possess the ability to plan, organize work, and meet deadlines in any situation and comply with all State regulations. I currently hold a secret clearance.

Community Educations Centers

950 Kingshighway

East St. Louis, IL 62203 United States

01/2011 - 08/2014

Human Resource Coordinator

Community Educations Centers (CEC) was contracted by the State of Illinois and Illinois Department of Corrections to provide substance abuse counseling to the 700+ inmates housed at Southwestern Illinois Corrections Center. I not only served as the organizational point of contact and liaison between CEC staff and the management team but also Illinois Department of Corrections (IDOC) administrators and CEC. As the HR Coordinator I did not directly supervise any staff but was considered part of the management team. I was asked my opinion as well as suggestions on a daily basis regarding routine situations and/or disciplinary issues. I had knowledge of an extensive body of employee relations rules, policies, methods, procedures, operations, and principles to perform limited technical work of a non-controversial nature. Duties also to include but not limited to; Calculated and submitted the CEC monthly billing to IDOC for payment. Maintained an accurate attendance record for all CEC employees sick, vacation and personal leave hours and distributed monthly that information to each employee. Reviewed/audited daily time sheets for errors and sent bi-weekly payroll reports to the corporate payroll office for processing. As the company purchase card holder (equivalent to GPC), I maintained the office supply room and order all HR and general office supplies. Distributed employee health benefit forms and materials to new hire’s as well as conduct a first day orientation welcoming them to the facility. Reviewed employee benefit forms for completion and accuracy. Maintained and updated a facility staff roster and staff directory. Worked closely with Deputy Director to schedule all training programs for staff throughout the year. Organized and maintained staff training files. Created new hire human resources files and updated them as necessary. Updated facility staff professional/education credentials listing. Responsible for the administration of the injury compensation program/Workers Comp paperwork. Identified program problems and initiated appropriate corrective actions. Provided general administrative support such as typing memos, compiling data, composing memos and preparing monthly written reports. Assist Program Director and/or Deputy Director with recruiting, selecting, and maintaining a full staff at the facility to include compiling information to complete the IDOC security background check prior to hiring applicants. Once an applicant’s paperwork was approved for hire it was my job to schedule and coordinate with healthcare and the applicant a pre-employment physical as well as drug testing. Briefed all new hires on required security training concepts, programs and procedures associated with working in the prison. Knowledge of correct grammar, spelling, punctuation, capitalization, and format to accurately prepare and edit written correspondence and reports. Assess individual and family needs and provides continuing work/life services to eligible employees. Ability to effectively and clearly navigate communication barriers through both oral and written means with a high degree of empathy, tact, and diplomacy. Knowledge of standard office equipment such as electric typewriters, copiers, and fax machines as well as various office automation software programs, tools, and techniques to support office operations and produce a variety of documents such as letters, reports, spreadsheets and databases. Knowledge of personnel instructions, principles, processes, and policies and of the regulations, directives, policies and procedures to obtain employment within the IDOC (Illinois Department of Corrections) system. Provided technical guidance, information, and assistance for a variety of Employee Relations programs such as voluntary leave transfer, disciplinary actions, grievances, appeals, complaints, indebtedness, financial assistance, health care program and drug testing. Often I would work outside my job description to volunteer on the Employment Benefit Committee to help boost facility morale, help organize employee luncheons and semi -annual program graduations and yearly training's functions.

Ace Grease Service

Illinois 163

Millstadt, IL 62260 United States

03/2010 - 07/2010

Administrative Assistant

I was primarily responsible for answering a high volume of incoming telephone calls and dispatching drivers to full stop customers. Paying close attention to cost efficiency, I was in charge of mapping weekly pickup routes for both grease and trap drivers and made sure any repairs or container pick-ups were on their route. I maintained and coordinated rebate checks to customers and distributed new leads to the proper salesman. Other job responsibilities included administrative assistant to the office manager and owner of the company. I have the ability to gather, analyze and present facts, communicate effectively, using tact and courtesy and possess the ability to plan, organize work, and meet deadlines with confidence even in a high demanding office.

Smith Pipe of Abilene

7435 US Hwy 277 S.

Abilene, TX 79606 United States

01/2009 - 01/2010

Administrative Assistant

I was originally hired as a front desk receptionist. In this position I was responsible for greeting and assisting the general public, answering a multi-line telephone system as well as various other duties to include company telephone allocations, mechanic shop transfers and fuel inventory for each company vehicle. I also reconciled company credit cards, kept track of miles and fuel purchases made by company DOT drivers traveling inside and outside the state of Texas. After 6 months of being employed I was promoted to assist the CEO and CFO as their executive secretary. In the short time I worked in this position my duties still included some of the same receptionist duties as well as a few others. I help create and organize a confidential memorandum which was distributed to prospective financial investors by gathering confidential company information. Smith Pipe obtained a suite at the Cowboys Stadium. I was solely responsible keeping an attendance log for each game, distributing tickets and parking passes to company guests and ordering catering for each event. I have a clear knowledge of various office automation software programs, tools, and techniques to support office operations and produce a variety of documents such as letters, reports, spreadsheets, databases, and graphs. Epic Construction Company

2701 South Treadaway Blvd

Abilene, TX 79602 United States

06/1998 - 01/2009

Office Manager

Responsible for overseeing all daily clerical activities for the company to include; making sure company was compliant with DOT both for trucks on the road and with DOT employee documentation and DOT drug testing (equivalent to drug demand reduction program for the military). Transferred titles and registered all company vehicles, Collected and coordinated employee time cards and made sure time was correct before sending payroll over to accounting. Liaison between superintendents, subcontractors and job suppliers to include coordinating contracts before a job starts, making sure certified payrolls were compliant with the Davis Bacon Act, organized and prepared documentation for changes made to our contract with the owner and/or subcontractors contract. Prepared all monthly pay request/invoices to owners once subcontractor submitted their application for payment. Responsible for assuring all submittals required for that project were submitted by the subcontractor and mailed to the architect for approval. All clerical duties for the owner and superintendents to include typing letters to subcontractors, faxing, opening and sorting all incoming mail and making daily deposits, answering multi-line telephone. I handled all job injuries, making sure paperwork was completed by the employee, post accident drug testing was scheduled and submitted to Worker Comp and that employee knew where to go in the event of an injury. Knowledge of office functions to screen telephone calls and visitors, maintained supervisor’s calendar, prepare and review correspondence, and perform other administrative work of the organization. Knowledge of extensive rules, procedures or operations applied to the secretarial and clerical assignments to perform the procedural and administrative work of the office, such as preparing and editing documents, locating and assembling information for various reports, maintaining files/records. As the company purchase card holder (equivalent to GPC) I was in charge of taking inventory and ordering office supplies as well as arranging company travel plans as needed. Provided technical guidance, information, and assistance for a variety of Employee Relations programs such as voluntary leave transfer, disciplinary actions, complaints, indebtedness, and drug testing.

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