Administrative Assistant

Sheila C. Maine

**** ***** ****** *****, ********, CO 80817

Mobile: 719-***-**** Email: *****************@*****.***

AVAILABILITY

Job Type: Permanent/Temporary/Term

Work Schedule: Full Time/Part Time

WORK EXPERIENCE

The Macalan Group, Inc. f/k/a NEK Advanced Securities Group, Inc.

(A Civilian and Government Contractor)

10/2008-5/1/2016

Colorado Springs, CO US-Paralegal/Export Control Officer

Currently holds Clearance

Provides direct Executive Assistant and administrative support to CEO and CFO. All administrative duties including but not limited to maintaining and coordinating C-staff schedules, meeting coordination and travel. Drafting of correspondence, memo’s, emails. General office duties related to management of equipment and supply ordering. General duties related to meetings to include note taking, catering coordination and front line liaison between customers and business partners and C-staff. Manages and maintains Corporate Credit Card reconciliation and supply and furniture purchases for the office.

Serves as Export Control Officer, ensuring compliance with the federal regulations governing the export of sensitive technology, training, military equipment to foreign nationals for various contract requirements. Works with Facility Security Officer to maintain compliance and control of foreign visitors. Drafted and maintains the policies of the Company related to foreign visitors in the facility and the responsibilities of staff escorts. Compliance areas include, but are not limited to, International Traffic in Arms Regulations (ITAR), Export Administration Regulations (EAR), the Office of Foreign Assets Controls (OFAC) regulations, and other import/export laws. Duties include proposal and contract review with export control issues; export control determinations after consultation with contract negotiators; determine equipment classifications, license exceptions and exemptions; draft and file with State Department the necessary license applications and Technical Assistance Agreements to obtain Approval for Exports; determine requirements for embargoed and sanctioned countries; screen end users and countries; provide annual training programs, conduct internal audits of compliance, contract with other Companies to develop their Export Control programs.

Serves as in house Legal Assistant to Corporate Counsel on various matters as requested to include potential litigation suits, contracts, legal compliance, and legal investigation.

COMSEC Alternate Custodian. Assist the COMSEC Custodian in receiving, controlling and distributing Controlled Cryptographic Items (CCI) and key material in accordance with National Security Administration (NSA) guidelines. Operate, configure and troubleshoot STE phones and other CCI. Assist in development and maintenance of COMSEC Operation Plans and Emergency Action Plans. Ensure compliance with all security and record keeping requirements. Assist in identification, documentation and remediation of COMSEC incidents. Fill in for COMSEC Custodian during absences.

Supports for all contracting, proposal and accounting departments of parent and subsidiary companies, primarily in the review and drafting of legal and contractual documents, Independent Contractor documents and foreign hire H1-B Visa requirements and filings.

Oversees and manages Insurance policies and Claims. Obtains and manages parent and subsidiary companies’ Workman’s Compensation, DBA and Foreign, General Liability, Auto and Professional liability policies during the binding, renewal claims and audits throughout the term of the policies. Works directly with HR department and General Counsel for claims processing/litigation. Works directly with brokers to maintain necessary coverage per contract requirements and/or to meet the growth of the company.

Responsible for the organizing of all Moral and Welfare Office events to include Company BBQ’s, outings and team building events. Creates Quarterly Company Newsletter.

Murray, Craven & Inman, LLP

10/2003 - 12/2006

Fayetteville, North Carolina US -Paralegal/Legal Assistant

Meet with clients, preparation and submission of documents pertaining to tax matters (Offers in Compromise, Installment Agreements, etc.) pending before the IRS and NC Dept. of Revenue, prepare Estate Planning documents (Trusts, Wills, Powers of Attorneys), preparation and submission of Corporate/LLC documents (Articles, Minutes, By-Laws, Tax ID, etc.), preparation of Estate Administration and Probate documents, Record court minutes and prepare documents and filings related to US Bankruptcy Trustee position held by Supervising Attorney.

USA Medical Dept. Activity, Clinical Support

8/2000 - 6/2003

Heidelberg, Heidelberg Germany –GS-5 Research/Library Technician,

Served as senior library technician in a main library. Performed Medical Research for Physicians and practitioners inside and outside of the US Army Hospital, Heidelberg. Worked closely with and performed medical research with the JAG office in cases related to malpractice suits and U.C.M.J. actions against soldiers. Assisted customers in identifying and locating information or materials. Answers ready reference questions by telephone or in person from standard reference sources. Performs all tasks to carry out interlibrary borrowing. Informs librarian on observed trends and changes in client's requests and reader usage. Drafts publicity material for use in local and command publications; arrange displays, exhibits, and posters in the library; participates in library programming activities. Performs clerical duties involving maintenance of transaction records and statistics reflecting various activities pertinent to the library's mission. Maintains files. Prepares monthly reports as required by library system. Supervises maintenance of subscription services. Prepares routine correspondence.

Heidelberg Tax Center 1/2000 - 6/2000

Heidelberg, Heidelberg Germany Grade Level: GS-4 -Tax Preparer

Assisted in pre-tax preparations, prepared individual income tax returns, run weekly reports, maintained daily client log and status report, coordination of tax center events and promotions.

SJA V Corps 10/1999 - 1/2000

Heidelberg, Heidelberg Germany

Hours per week: 30 - Volunteer

Assisted in creation of new filing system, updated daily, weekly and monthly action tracker system, typed and mailed various documentation for Attorneys and OIC, created new client files and action sheets, some work with traffic violations department of JAG for US civilians in Germany, regarding tickets and payment thereof (limited due to volunteer status)

James U. Ross 10/1996 - 8/1999

San Antonio, Texas US - Legal Secretary

Sole employee under one attorney, provided administrative support by performing all receptionist, clerical and administrative duties, date entry and accounts receivable, maintained and updated weekly client action and status report, created and maintained files and filing system for office, preparation and review of various legal forms and documents pertaining to Probate law, Estate planning, Corporate Law, Tax Law, Real Estate Law. Managed and prepared all incoming and outgoing correspondence.

Baskin, Jackson & Hansbarger 9/1994 - 9/1995

Falls Church, VA - Legal Secretary

Provided administrative and office management support by performing receptionist, clerical and administrative duties, payroll and bookkeeping, preparation and review of various legal forms and documents pertaining to family law, Estate planning and Real property law, trial preparation, word processing, data entry, managed all incoming and outgoing correspondence, maintained daily and weekly schedule printouts for attorneys.

Mendelsohn, Ishee & Luce, PC 3/1991 - 8/1994

Fairfax, Virginia - Legal Secretary

Sole employee under four attorneys and one associate. Receptionist, clerical and administrative duties including some bookkeeping and court filings, preparation and review of various legal forms and documents pertaining to Estate Planning Law, Criminal Law, Civil Law, Tax Law and Real Estate Closings, managed incoming and outgoing mail/correspondence. Set up new office and filing system after office merger.

EDUCATION

National Institute of Paralegal Training - Vienna, VA US

Certification - 2/1992 - Major: Paralegal Studies

ITAR Training

ACCS/FSO Training

San Antonio Community College 1996-1999 (Part-time)

Field of Study: Liberal Arts.

St. Phillips College 1999 (Part-time)

Field of Study: Liberal Arts, Criminal Law

Advanced Microsoft Access 2000, February and March of 2002.

Advanced ITAR Training

Advanced COMSEC Training

LANGUAGES: Some German and Spanish

ADDITIONAL INFORMATION 60+ words per minute. Proficient in all Microsoft Office programs and commonly utilized programs/hardware/software. Familiar with both Civilian and Government Contracting and regulating authorities, i.e. DCAA, DCMA, GSA, etc.

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