Administrative Professional

Kay-Marie Barnes

**** **. **** ******, ***. *** Baltimore, MD 21202

Cell: 410-***-****

**********@*****.***

Profile

Administrative support professional offering resourceful clerical skills and proficiency in Microsoft Office

programs. Logical planner and problem solver who readily adapts to change, works independently and exceeds

expectations. Able to juggle multiple priorities and meet tight deadlines without compromising quality.

Education

University of Baltimore Baltimore, MD Graduated: May 2011 GPA: 3.6

Relevant Courses:

Oral Communications

Personal & Professional Skills for Business

Process & Operations Management

Business Statistics

Statistical Data Analysis

Financial Management

Marketing Management

Professional Development:

Federal Financial Management System (FFMS), 2011

Fed Traveler Travel System (2011)

Key Skills

Office Skills: Office Management Spreadsheets/Reports Front-Desk Reception

Records Management Event Management Executive Support

Database Administration Calendaring Travel Coordination

Computer MS Word MS Outlook QuickBooks Pro

Skills: MS Excel MS Access

MS PowerPoint Windows/Mac

Experience

The National Association of Securities Executive Assistant & Director of Member

Professionals Washington, DC Services, May 2013 to present

Manages the day-to-day administrative affairs of the organization and Executive Director. Schedules all

appointments and other commitments. Provides the Executive Director with background information and/or

supporting documents in preparation for scheduled appointments, meetings, speaking engagements,

conferences, interviews, etc.

Maintains an efficient flow of information between all levels of the Executive Director’s internal and external

contacts on a wide spectrum of the organization's plans and priorities.

Screens incoming calls to the Executive Director, determining nature of call and whether or not it requires the

attention of the Executive Director. Whenever possible responds to caller directly based on knowledge of the

Executive Director’s preferences, office functions, policy, priorities, availability, etc.

Processes all incoming correspondence received in the office of the Executive Director prioritizing and

determining its disposition. Directs mail to appropriate internal staff with instructions and/or

suggestions for preparation of a reply. Drafts responses and payments for the Executive Dire ctor’s signature

based on knowledge of his activities, interests, priorities, issues, etc.

Makes and reviews all travel arrangements for the Executive Director; prepares the itinerary, confirms lodging

and transportation, and processes travel reconciliation.

Prepares and distributes relevant materials to Board members in advance of the Board of Directors’

Quarterly meetings. Takes minutes at Board meetings and provides support to Board committees as needed.

Coordinates ongoing maintenance of office property and oversees repairs when necessary. Submits

work orders to building maintenance staff.

Maintains files used by the Headquarters office and corporate files of the organization, modifying when

necessary and applying NASP rules pertaining to retention and disposition. Responds to and handles

confidential and sensitive information with poise, tact, and diplomacy.

Assists Executive Director and auditor with bookkeeping, processing receivables/post batches, cash and check

deposits, allocates and processes payables, billings and credit, travel reimbursements and handles A/P filing on

a weekly basis.

Manages the membership application approval process, the prospect database in sufficient detail to support

association activities, and publishes monthly and quarterly reports on membership status. Maintains the

membership database of all NASP members and updates the nationa l website adding content to support all

local chapters.

Develops and manages membership recruitment efforts including maintenance of standard letters and

schedule for follow-up to prospective members.

Develops and manages processes for regularly identifying member needs and member feedback on programs

and annual events.

Register of Wills Annapolis, MD Deputy Clerk II, March 2012 to May 2013

Assists and advises any person who requests assistance and advice for the preparation of forms as required

under Estates and Trusts Article 2-212 by providing and explaining written instructions and preparing forms

when necessary.

Serves as the first point of contact for visitors seeking a variety of services from the office.

Assesses public inquiries in order to determine the specific service required and to direct callers or visitors

to the correct staff member for further assistance by conducting telephone and personal interviews.

Researches office information systems in order to respond to requests for information received from the

public, court personnel, and other government agencies by retrieving data from docket books, index books,

microfilm/microfiche, case files or using personal computer to retrieve records stored electronically to

communicate information both verbally and in writing.

Interviews attorneys and persons interested in decedents’ estates in order to determine the proper

proceeding by persuading these persons to disclose necessary information including domicile; testamentary

status; and, nature, title, and value of property of the decedent.

Administers oaths to witnesses, executors, and heirs. Computes costs for estates, processes financial

transactions and dockets entries into Register of Wills database.

Accurately records and scans documents filed with the office, in order to allow the public, as well as the

staff, prompt access to correct estate records; provides assistance in gaining access to said records; and

maintains said records. Handles the processing and routing of all incoming mail. Distributes checks and

documents, routing the documents to a final destination.

Immigration & Customs Enforcement Office Automation Clerk, June 2010 to

Washington, DC September 2011

Provided assistance and administrative support to mission support staff and/or technical/investigative

staff in finance and budget, record and file management support areas, which require d the ability to

analyze, research, and communicate both orally and in writing.

Maintained tracking systems of administrative data, transactions, and calendar events for management

including conference room scheduling and coordinating requests for services from users and completing

necessary forms.

Performed a variety of record keeping, reporting and typing duti es, using a personal computer and

Microsoft Office programs such as Microsoft word, Microsoft excel and Microsoft Access, utilizing typing

skills and knowledge of office automation hardware and software systems, including word processing,

electronic spreadsheets, database management, calendar management and email correspondence.

Established and maintained files and records of letters, memorandums, and other office correspondence

and arranged in alphabetical, numerical, and subject matter order.

Prepared recurring reports to facilitate the collection, compilation, and/or tracking of data and statistical

information in support of the Office of Investigations, budgeting operations.

Immigration & Customs Enforcement Mission Support Specialist Assistant,

Washington, DC August 2010 to February 2011

(Temporary Assignment)

Procurement:

Assisted with purchases in accordance with purchase card manual and applicable policies and regulations

to supplement both Headquarters and Field Offices' mission.

Reviewed contracts used for the procurement of supplies, services and equipment necessary to meet

overall internal and external operational functions of division.

Contacted various vendors and discussed specific commodity requirements; acquired and maintained

contact with General Services (GSA) and contractor's catalogues.

Administrative Support:

Provided advice and assistance in the administrati ve specialty areas of budget, management analysis,

human resources management, and logistics/procurement.

Assisted in the typing of various administrative office documents, and the ordering and procuring of

routine equipment and services.

Compiled statistical data for BEST weekly reports and published values, findings, and reporting from

each law enforcement adjunct office.

Participated in and made contributions to management decisions in assigned program areas and handled

various conference planning requirements demonstrating excellent oral and written communication,

organizational and computer skills.

Financial Management:

Aligned purchasing with Divisional Operation's goals and objectives; facilitated department budget

savings and lead standardized approach to field-wide issues.

Ensured payments were delivered in a timely and accurate manner in compliance with all related

policies.

Logistical Management:

Maintained and inventoried all property for the Special Operation Unit; checked deliveries and invoices

against purchase orders for type, quantity and condition; to advise personnel on appropriate selection of

supplies, equipment, furniture and furnishings to ensure such requests were authorized under policies.

Verified and entered invoices, purchase orders and other required data into an automated accounting

system and processed work orders for equipment and services.

FedTraveler Management:

Prepared Government travel orders and process vouchers; coordinated travel adjusted as required;

provided routine program information to users; processed a variety of requests for assistance and

resolved discrepancies.

Determined destination, modes of transportation, travel dates, costs, and accommodations required to

Investors United School of Real Estate Real Estate Intern, January 2009 to July 2009

Baltimore, MD

arrange transportation and hotel reservations, using computer terminal or telephone.

Attained internship experience focused on real estate investing, marketing, web development,

investment property, and property management.

Provided procedural assistance on routine administrative matters and maintained contact with offices

and students having primary responsibility for administrative programs and obtaining the most up -to-

date information on procedural requirements.

Participated in an event that taught a group of students how to obtain property by means of a tax sale .

Assisted in the organization and recording of course materials for the web courses while compiling

statistics, reviewing forms and other documents for completeness, and checking for accuracy.

Provided support in the day-to-day business functions, which included ordering essential equipment and

services, and maintaining student and professor files and transaction logs and assisting in the decisi on

making of the organization’s marketing tasks regarding its website design and monthly events.

Updated company website and researched sites to increase website traffic for school, while also

gathering data for routine reports, and compiling graphs and charts to identify data about trends and

patterns in class attendance, demographics, and event visitor attendance .

HONORS & ACTIVITIES

Sigma Iota Epsilon National Honorary and Professional Management Fraternity Member (May 2011 -

present)

DHS Federal Employee Volunteers (February 2011-September 2011)

People to People Student Ambassador in Australia (June 2005-August 2005)

Dean’s List Honors (August 2007-Fall 2009)

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