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Administrative Assistant Air Force

Dumfries, Virginia, United States
February 07, 2019

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Frederica Brooks

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

Dumfries, VA 22026

Cell: 703-***-****



Over 15 years of experience within military healthcare and 20 years within the Department of Defense Extensive knowledge of DoD systems CHCS, AHLTA, ADS and CIS, DTS traveling System, VTC Cisco Poly, JPAS/JCAVS, e-QIP, MIPS Timekeeping System, DCSP, SharePoint, and FM System, TMT System, also have 10 years of multi-tasking several projects, programs in varies locations, as well as working with high-level official overall 30 years. Also provide administrative, technical writing, desktop publishing, and PowerPoint/graphics support.

Experience with Microsoft Office 2003 (Word, Excel, Access, PowerPoint, and Outlook

EDUCATION: Central High School 1980

Prince George Community College 1980-1981






Pentagon, Washington DC

Senior Executive Assistant

Oct 18 – Jan 19


Monday - Friday – Daily Meeting w/ Michael Conlin Chief Data Officer

Monitor CATMS

Maintain Michael Conlin calendar (schedule, edit, etc)

Provided daily monitoring for Chief Data Officer Calendar.

Process visit request for outside and incoming meetings for Michael Conlin

Deliver copies of RAH to Michael Conlin for monthly and Bi-weekly meetings

Prepare Michael Conlin Daily Book.

Escort Visitor to and from visitor center.

Set-Up VTC

Prepare travel reservations for the Chief

Defense Threat Reduction Agency (DTRA),

RD NT Nuclear Technologies Department,

Fort Belvoir, VA

Executive Administrative Assistant

Mar 18 – Oct 18


Blackout sensitive information on documents.

In-Processing w/Security, Out-Processing w/Security

Incoming/Outgoing Visit Notification

Maintain calendars, which include scheduling and coordinating appointments/meetings, and de-conflicting meetings.

Answer phone calls for Management and filter as needed.

Manage (email) inboxes and provide responses to customers.

Input work schedule information for office personnel as required.

Maintain the Enterprise Information System ((EIS, Task Management System)). This includes tasking appropriately, communicating with stakeholders, following-up when needed, coordinating related correspondence, and administratively closing out all tasks in a timely fashion.

Tracking assigned taskers to ensure all suspense dates and quality of action(s) are met.

Manage and track travel requests, which include inputting travel authorizations, vouchers, local vouchers, and corresponding documents into the Defense Travel System (DTS) as needed. Arrange travel details for Management as requested, to include hotel, airline, and rental car reservations, orders, and conference fees, etc.

Provide backup support and assistance to associated Management Analyst(s).

Timekeeper for RD-NTS Division

Run Weekly and Monthly reports for NTS Division

Department of Air force, Deputy Assistant Secretary (Budget) (SAF/FMB)

Pentagon, Washington DC

Admin TMT Workflow Manager

Mar 17 – Jan 18


Manage Directors schedule/calendars for SAF/FMBO, SAF/FMBI, SAF/FMB Conference Room.

Personnel Rosters Maintain and provide current SAF/FMB directorate’s personnel rosters and organizational Meetings Assist in organizing meetings held in the SAF/FMB and FMP including facility arrangements, speakers and special guests and program development.

Prepare documents and proofread for accuracy. This includes e-mails, letters, forms, staff summary sheets, memoranda, staff packages, applications, reports, manuals, meeting minutes, charts or graphs, technical presentations, speeches and other documents. Prepare correspondence for the staff with minimum guidance. Ensure that outgoing documents are grammatically correct and prepared in accordance with Air Force, Air Staff, and organizational guidance.

Proofread and edit work to ensure correspondence is free of grammatical, format, and typographical errors. Must ensure that correspondence is approved within the timeframe indicated by the originator and correspondence has correct signature and is properly routed.

Provide guidance and feedback to other assigned staff on proper formatting of the aforementioned documents.

Produce Microsoft PowerPoint charts for office functions, announcements, briefings, etc. to assist in the management of SAF/FMB functions as requested.

Distribute information material, meeting notices, correspondence, etc. to SAF/FMB.

Monitor workflow and track suspense for SAF/FMB, SAF/FMBI, and SAF/FMBO in TMT.

Manage the assignment of incoming tasks, assign suspense dates, track and report on progress and completion of tasks, forward completed documents to appropriate internal and external agencies.

Review and edit staff packages and other written documents in accordance with (IAW) HOI 33-3, Information Workflow Management and Correspondence Preparation, and/or other applicable Air Force/internal publications to include Air Force Manual (AFMAN) 33-24 326, Preparing Official Communications, DoD 5110.4-M-Vol I and II, Manual for Written Material, and Air Force Handbook 2015 (AFH) 33-337, The Tongue and Quill, to prepare correspondence policies as well as collect and collate responses to external correspondence and staff packages.

Maintain sufficient knowledge of the workflow process (internally and externally) to advise the Action Officers (AOs) on appropriate procedures for staffing correspondence in accordance with HOI 33-3 and Headquarters AF workflow procedures.

Update the status of actions in the SAF/FMB workflow management tracking system based on inputs from AO.

Track taskers via electronic or manual tracking systems within their Directorate or areas of responsibility and provide directors and/or AO(s) with a daily overview of the status of taskers and feedback on observed process problems.

Maintain and assist in managing suspense tracking database and follow-up with staff on suspense to ensure timely completion.

All associated travel documents will be prepared in accordance with Joint Travel Regulations and any other applicable guidelines. Receive visitors in accordance with SAF/FMB security procedures. Escort visitors to appropriate agency. personnel within secure areas and ensure that proper security procedures are followed.

Maintain sign in procedures. Complete procedures for issuing temporary site access badges to authorized visitors.

Spartan Business & Technology consulting Inc

Arlington, VA

Administrative. Assistant

Aug 16 – Feb 17


●Facility Maintenance (FM) including tickets request, update and follow up, monitor and completion of request pest control, HVAC issues and support, cleaning requests, plumbing issues, and support, and electrical issues and support.

●AHS Building 1 & 2 Conference Room Scheduler including New or revised requests, make edits/adjustments and approve requests on a daily basis.

Phacil Inc, DoD High-Performance Computing Modernization Program,

Lorton, VA

Administrative Assistant

Jan 15 -Aug 16


●Handle all meeting logistics including scheduling, planning, reserving conference rooms and setup VTC conferencing.

●Support personnel at DoD facility, including scheduling, planning and badging for visitors.

●Also as needed, review timesheets, process In/Out paper work, maintain visit request database, responsible for DHS daily report.

DoD, Ft Belvoir Community Hospital (FBCH) Department of Medicine (DOM),

Ft. Belvoir, VA

Administrative Assistant

Aug 09 – Jun 15


Responsible for the maintain of the DOM clinical roster, DCM alert roster as well as other duties required, spreadsheets, PowerPoint, briefings, agendas.

Daily monitoring of the administrator and NCOIC calendars.

Responsible for keeping the Administrator and NCOIC informed of events that affects the DOM or DCM.

Established professional and courteous rapport with internal and external customers and staff throughout the DOM.

Front desk medical support to physicians/nurses.

Extensive knowledge of the Composite Health Care System (CHCS) & (AHLTA), the Ambulatory Data System (ADS), and the Clinical Information System (CIS).

Duties included receiving patients and visitors and determining the nature of visit or calls.

Responsible for scheduling of patient appointments either manually or in CHCS.

Served as primary liaison concerning badging and access matters including responsible for updating EOP, VCC, and security database.

Prepared documentation to Adjudicate completed background investigations using Adjudicative Guidelines to make initial security determination.

Periodically reviewed and evaluated personnel security files determination to suspend or restrict access and clearances in accordance with agency policies

Prepared DD 2875, DD 254, SF 85, SF 86, and other forms as needed.

Assisted in the preparation of briefings and debriefings for newly assigned and departing personnel.

Conducted in-depth interviews to obtain information needed to complete security and/or suitability assessments.

Assessed incoming personnel for suitability issues through interviews and various security checks.

Coordinated with other security offices (DSS, DHS, NSA, DSAA) and agencies to obtain and provide clearance and background investigation information.

Used the eQIP system and various other external security databases on a daily basis including the JPAS system to determine clearance level of personnel for JTF CapMed Command.

DoD, (OSD) & Policy

Pentagon, Washington, DC

Security Coordinator Manager

Dec 07 – Aug 09


●Provide support to 800 member OSD Policy organizations housed in over 60 offices inside the Pentagon and 15 offices in outside facilities including Site R

●Responsibilities included managing conference room schedule, scheduling meetings, equipment inventory, gathering and fulfilling meeting requirements including software, equipment, materials and catering. Also responsible for analyses, research, plans, guides, reports, briefings, written correspondence, and technical and automation support, defining information storage requirements involving mixes of classified information requiring separate controls for access: or developing security plans involving separate, although similar, protective systems for communications and ADP requiring separate security considerations within an established physical and information security protection system.

●Providing training on the use of conference room equipment such as VTC Tandberg, SmartBoards, and computers, maintaining all records of past and future meetings, reservations, and cancellations, controlling physical access to the rooms.

●Compiled, analyzed, summarized and communicated (verbally/presentations/reports) information including developing plans for approaches that may be taken, defining the level of involvement for each plan, Developing the costs for implementing each of several options and making recommendations for course of action to meet assignment objectives taking into consideration program plans, applicable policies, regulations and procedures, and alternative methods of implementing and monitoring security requirements.

●Assist the Facility Security Officer (FSO) in all aspects of security (physical security, information security, and access and visitor control) including processing personnel clearances for multiple customers to include escort High level officials, Generals, CEO’s, and contractors, generation of forms, tracking progress and management reports, badge preparation, preparing visit requests

DoD, OSD, Program Analysis and Evaluation, Regional Assessment and Modeling Division, Pentagon, VA

Administrative Assistant

Jun 05-Dec 06


●Maintained Director's calendar/schedule. Input and transmitted time cards to payroll. Interact with Executive staff on a daily base. Prepares and tracks Requests for Fund Cites for transportation services for personnel supporting senior level delegations and request for Official Representation Funds.

●Performed personnel management of subordinate personnel.

●Managed front office employees’ leave, training, appointments, temporary duty, and work assignments

●Prepared and presented briefing materials and position papers to senior management

●Organized and prepared security documents, maintained and secured information files, collected information for special reports, coordinated travel arrangements (air, hotel and car rentals) for Director

●Responded to information inquires for department screened calls for department and handled requests accordingly


Defense Security Cooperation Agency, Programs Division,

Crystal City, VA


Dec 01 Jun 05


●Maintained Director and Deputy Directors' calendars including prepared briefings

●Updated weekly reports. Input Time Cards. Prepared all travel arrangements for the Division

●Liaison to the Defense Travel Management Office (DTMO), the Comptroller Office, and Defense Finance and Accounting Service (DFAS) reps to troubleshoot DTS CBA reconciliation issues

●Assist with modifying traveler information in their personal profiles, adding, detaching, or deleting travelers/users from the DTS, and assisting travelers and authorizing/certifying officials with routine DTS operations DoD, Department of the Army, Biometrics Management Office (DETAILED) Executive Administrative Assistant

●Delegated Administrative assignments. Maintained Director's calendar. Prepared correspondence. Arranged video teleconferences.

DoD, Department of the Navy, Office of General Counsel, A-12 Litigation

Crystal City, VA


Dec 98 -Dec 01


Researched, analyzed and collected information from case logs. Prepared correspondence to be filed in the Federal Courts.

Knowledgeable of Federal Court policies and procedures.

Scheduled depositions for Navy Attorneys, Justice Attorneys, Expert Witness, and Managers for General Dynamics Company.

Coordinated and attended the 30th annual Department of Defense, Office of the General Counsel Conference. Approved purchases.

Prepared all travel arrangements.

Maintained the repairs for the communication system for Headquarters and three other locations.

Prepared, edited and proofread various correspondences.

Maintained and transmitted all Time Cards to payroll office.

Collected background information.

Maintained Deputy's calendar.

DoD, Department of the Navy, Navy International Program Office (Navy IPO)

Crystal, City, VA


Dec 94-Dec 98


Typed various correspondences, edited and proofread.

Maintained time cards and transmitted to payroll office.

Maintained Foreign Military Sales (FMS) case reports (LOAs), Price and Availability (P&A).

Prepared all travel arrangements.

Collected background information.

Maintained Deputy's calendar.

DoD, Chief of Naval Operations (CNO-Pubs)

Pentagon, VA


Dec 1984- Dec 1994


Typed various correspondences, edited and proofread.

Maintained Publications, microfilms for CNO command center.

U.S. Patent and Trademark Office, Group 250

Crystal City, VA

Clerk Typist

Jun 80 to Dec 84


Typed patent cases for examiners, made copies, distributed cases, and performed Receptionist duties.

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