Sign in

Administrative Assistant/Secretary

Oklahoma City, Oklahoma, United States
June 17, 2019

Contact this candidate


Elizabeth A. Shaffer

P.O. Box ***** Del City, OK 73155 405-***-****

Executive Secretary ~ Administrative Coordinator ~Management Assistant

Professional Experience:

1.Moore Norman Technology Center, 4701 12th Ave NW, Norman, OK 73069 April 2018 – March 2019

Office Assistant/Records Management

(Supervisor – Jason Whitman, 405-***-****)

My primary duties included entering students’ attendance data into Career Tech/Student Information System (CT-SIS), being the main attendance liaison for five local high schools, receiving phone calls, faxes, postal mail, and walk-in customers requesting official transcripts or grade information. I prepared routine/complex reports by accessing databases and then disseminating reports to instructors, directors, and state agencies. I also maintained active/inactive student files (hardcopy and electronic) and processed student grades and graduation information. I utilized various student databases, Microsoft Word, Excel, Access, and PowerPoint daily.

2.Healthcare Innovations, 210 W Main St, Purcell, OK 73080 January 2018 – December 2018

Personal Care Aide (PCA)

(Supervisor – Lindsey Smith, 405-***-****)

My duties included providing assistance to disabled/elderly home-bound patients by providing housekeeping and laundry services; shopping for food and other household requirements; preparing and serving meals and snacks; running errands. I also assisted patients by providing personal services such as bathing, toileting, dressing, and grooming. Other duties as necessary.

3. University of Oklahoma, Study Abroad--OU in Arezzo, Italy August 2012 – December 2016

Full-time Student: Letters major – Italian/History minors (Bachelor’s Degree pending)

Work-study job: OU Daily newspaper proof editor (20 hours/week)

4. Rose State College, 6420 Southeast 15th Street, Midwest City, OK 73110 June 2010 – June 2012

Secretary/Office Assistant (Work study job: 20 hours/week) Full-time student: Associates Degree

Office of Academic Affairs

(Supervisor – Antoinette Castillo, 405-***-****)

Duties included providing office automation and a variety of administrative/clerical services to the Dean of Academic Affairs and preparing academic certificates for students. I answered phone inquiries, made appointments for students, prepared letters and filed documents.

5. Dept of Air Force, Tinker Air Force Base, Oklahoma, 73145 July 2005 - March 2010

Commander’s Secretary (Office Automation – GS6)

72d Medical Support Squadron, 72d Air Base Wing

(Supervisor - Lt Col Timothy Dykens, USAF, 405-***-****)

Duties included scheduling Commander’s appointments and maintaining calendar--accepting/declining invitations to meetings, and arranging conferences. I took dictation during recurring formal meetings and prepared minutes in a timely manner according to regulations. I edited and routed incoming/outgoing correspondence, prepared recurring reports, and PowerPoint slide shows. I monitored the equipment and office supplies for the section and initiated purchase of supplies. I maintained all office files according to regulations. I personally created and installed our office electronic retrieval system of organized records and reference materials. I screened telephone calls, prepared travel arrangements, and input employees’ time and attendance.

6. Dept of Air Force, Tinker Air Force Base, Oklahoma, 73145 January 2002 – July 2005

Secretary (Stenography/Office Automation – GS5)

B-1B System Support Mgmt Division

Financial Services Office (FSO)

(Supervisor - Col Frederick Gebhart, USAF, 405-***-****)

Duties included providing office automation and a variety of administrative/clerical services to divisional Commander/Director. I produced various documents including meeting minutes, correspondence, tables, spreadsheets, and reports, using word processing software, working from voice recordings, dictation, handwritten drafts, edited copy or electronic files. I reproduced, assembled, and distributed completed reports, minutes, brochures, pamphlets, and invitations. Originated and maintained office records, files, time and attendance sheets, and distributed incoming mail. Performed customer service by greeting office visitors and answering all telephone inquiries.

7. Dept of Army, Oklahoma City, Oklahoma September 1995 - January 2002

Secretary (Management Assistant – GS4) (second job – USMEPCOM)

US Military Entrance Processing Station, USMEPCOM, OKC

(Supervisor - Commander James Blount, USN)

Military Personnel Clerk/Technician – GS4 (first job there – USA Recruiting Battalion)

US Army Recruiting Battalion, OKC

(Supervisor - Colonel Warrick, USA)

I provided administrative secretarial and receptionist duties for the Commander and his executive staff. Duties included providing general clerical support consisting of a variety of work processing assignments. I prepared and reviewed memoranda, letters, reports, and brochures by utilizing word processors or personal computers. I edited handwritten or typed material for correct spelling, grammatical construction, paragraphing format, punctuation style, and clarity. I answered telephones and received visitors, routing to appropriate personnel as needed. Maintained and filed office records, agency directives, medical records, recurring reports, and staff minutes. I received incoming mail and routed to appropriate office for action, ensuring suspense deadlines fulfilled. I processed military applicants, fingerprinted applicants, and provided transportation briefings to new military recruits before plane and bus departures to Basic Training.

8. Dept of Air Force, Tinker Air Force Base, Oklahoma, 73145 November 1989 – September 1995

Secretary (Clerk-Typist – GS3)

Air Freight Terminal (Supervisor – Doug Severt)

Squadron Orderly Room (Supervisor – Captain Teresa Henry)

Duties consisted of coordinating office management activities for the executive; reading and screening incoming correspondence and reports; making preliminary assessment of the importance of materials and organizing documents; handling some matters personally and forwarding appropriate materials to the executive and staff; receiving and screening incoming calls and visitors, determining priority matters and alerting the executive accordingly.

9. Dept of Transportation, Federal Aviation Administration (FAA), Mike Monroney Aeronautical Center, OK

Medical Records Technician – GS3 October 1988 – November 1989

Data Input Clerk

(Supervisor - Ms. Nova Green)

Duties included processing incoming mail to include special delivery from FedEx, USPS, DHL, e-mail, etc. Mail consisted of correspondence, medical and legal reports, medical study films, x-rays, etc. Reviewed incoming reports, films, etc. to determine appropriateness, acceptability and completeness in accordance with training manual, special issuance authorization letters, supervisor and staff physician guidance. I reviewed Airmen’s electronic and hard copy folders, performing appropriate file maintenance of content (updates/corrections), event date, and report order in accordance with training manual and examiner determinations. I determined if additional data is required and initiated contact with appropriate sources to gather necessary reports before forwarding for final examiner/physician evaluation. I created, maintained, and updated data pertaining to the DIWS database. I initiated, received, and replied to telephone calls, e-mail, and in-office requests for information pertaining to all areas of medical certification. Performed duties related to the assembling, maintaining of electronic, and hard copy case files.


Del City High School, Del City, OK 73115

Rose State College, Midwest City, OK 73110 (2009-2012, Graduated - Associate of Arts)

University of Oklahoma, Norman, OK 73069 (2012-2016, Bachelor of Letters pending)

Contact this candidate