Attorney General Administrative Assistant
Resume:
Loretta M. K. Kaeo
**-*** ******* ******, ***. **03
Aiea, Hawaii 96701
Cellular: 808-***-****
***************@*****.***
QUALIFICATIONS
Highly skilled Administrative Assistant with over 20 years' experience in providing Administrative support, scheduling appointments, type letters, memoranda, file, handle outgoing and incoming mail, ordered supplies, ran errands, answered busy phones and greeting clients. Also perform as payroll administrator/auditor, network administrator for networked digital copier and printer system, which included ensuring security access for all employees, administering support, and maintenance. Technically proficient in Microsoft Word, Excel, Publisher, Access and PowerPoint, as well as Lotus Notes.
PROFESSIONAL EXPERIENCE
DEPARTMENT OF HAWAIIAN HOME LANDS
1/2023-present
Private Secretary to the Deputy to the Chair
Responsible for the administrative and clerical details of the office by screening, organizing and coordinating matters presented for executive consideration and perform other duties as required. Strong Customer Service - answer busy phones and screen all incoming telephone calls for the Special Assistant to the Deputy and Chairman. Direct calls assigned to specific division assignments when such calls do not require the immediate attention of the Deputy. Schedule appointments, calendar items and other important events for the Deputy. Communicate with government officials of the various departments of the State as well as the various Counties and Federal Departments. Assist with all matters handled by the Deputy. Provide Administrative assistance to the Deputy in the preparation of letters, reports, memoranda and other material from drafts. Review documents for the Deputy’s approval and/or signature and assists in the disposition of other related matters requiring the attention of the department. Assist beneficiaries with support of the department.
STATE OF HAWAll, DEPARTMENT OF THE ATTORNEY GENERAL (Promotion)
Honolulu, Hawaii 1/2022-12/2022
Private Secretary to the Attorney General
Personal and confidential secretary to the Attorney General. Responsible for the administrative and clerical details of the office by screening, organizing and coordinating matters presented for executive consideration and perform other duties as required. Strong Customer Service - answer busy phones and screen all incoming telephone calls for the Special Assistant to the Attorney General, First Deputy Attorney General, and the Attorney General. Direct calls to deputies assigned to specific departmental assignments when such calls do not require the immediate attention of the Attorney General. Schedule appointments, calendar items and other important events for the Attorney General. Open and review all incoming mail, assign matters on incoming mail, summarizing pertinent matters to facilitate the Attorney General’s review, distributing mail appropriately after the Attorney General’s Review. Communicate with government officials of the various departments of the State which this officer services, as well as the various Counties and Federal Departments. Serves as the coordinator in keeping attorneys and secretaries informed of new procedures and date from other departments for action or decision by the Attorney General. Assist with all matters handled by the Attorney General. Provide Administrative assistance to the Attorney General in the preparation of letters, reports, memoranda and other material from drafts. Review documents for the Attorney General’s approval and/or signature and assists in the disposition of other related matters requiring the attention of the Attorney General.
Contract/Procurement Specialist for the Attorney General’s Office, Office of the Attorney General. Responsible for writing, soliciting, awarding, contracting services for the Office of the Attorney General.
STATE OF HAWAll, DEPARTMENT OF THE ATTORNEY GENERAL (Promotion)
Honolulu, Hawaii 3/2021-1/2022
Private Secretary to the First Deputy Attorney General
Personal and confidential secretary to the First Deputy Attorney General. Responsible for the administrative and clerical details of the office by screening, organizing and coordinating matters presented for executive consideration and perform other duties as required. Strong Customer Service - answer busy phones and screen all incoming telephone calls for the Special Assistant to the Attorney General, First Deputy Attorney General, and the Attorney General. Direct calls to deputies assigned to specific departmental assignments when such calls do not require the immediate attention of the Attorney General and is assigned to the First Deputy Attorney General. Schedule appointments, calendar items and other important events for the First Deputy Attorney. Open and review all incoming mail, assign matters on incoming mail, summarizing pertinent matters to facilitate the Attorney General’s review, distributing mail appropriately after the Attorney General’s Review. Communicate with government officials of the various departments of the State which this officer services, as well as the various Counties and Federal Departments. Assist with all matters handled by the First Deputy Attorney General. Provide Administrative assistance to the First Deputy Attorney General in the preparation of letters, reports, memoranda and other material from drafts. Review documents for the First Deputy Attorney General’s approval.
Contract/Procurement Specialist for the Attorney General’s Office, Office of the Attorney General. Responsible for writing, soliciting, awarding, contracting services for the Office of the Attorney General.
NAVY EXCHANGE FLEET STORE
Honolulu, Hawaii 2019
Sales Associate
Greet customers, provide customer service in store as well as over the phone, re-stock shelves. Uniform Sales to active Navy soldiers at all levels including laundry service, tailor assistance. Assist managers with departments with customer service, restocking, and recovery.
STATE OF HAWAll, DEPARTMENT OF THE ATTORNEY GENERAL
Honolulu, Hawaii 5/2019-2021
Assistant to the Special Assistant to the Attorney General and the Administrative Services Manager
Strong Customer Service - answer busy phones and screen all incoming telephone calls for the Special Assistant to the Attorney General, First Deputy Attorney General, and the Attorney General. Schedule appointments, calendar items and other important events for the Special Assistant to the Attorney General and the Administrative Services Manager. Communicate with City, State and Federal departments. Assist with all matters handled under the Special Assistant who also serves as the Legislative Coordinator fo the Attorney General’s Office in addition as serving as the Public Information Officer. Prepare Press Release by the Attorney General. Type letters and memoranda, filing, handling Legislative matters for the Attorney General’s Office.
Contract/Procurement Specialist for the Attorney General’s Office, Office of the Attorney General. Responsible for writing, soliciting, awarding, contracting services for the Office of the Attorney General.
STATE OF HAWAll, HAWAll COMMUNITY DEVELOPMENT AUTHORITY
Honolulu, Hawaii 2012-2019
Asset Management Specialists (Promotion)
Contract/Procurement Specialist for Asset Management Specialist. Responsible for writing, soliciting, awarding, contracting services for the Hawaii Community Development Authority, Asset Management Division. Which includes, but is not limited to, janitorial, security guard and social outreach services, landscape maintenance, elevator services, security cameras and card access, fire alarm and monitoring, fire sprinkler and fire extinguisher, building maintenance, abandoned and storage property, parking management, etc. Responsible to complete the due diligence work and obtain approvals as needed.
Conduct property management activities for assigned HCDA properties including
program for Reserved Housing in Kakaako Mauka (subordination/rental/sales), making recommendations, reviewing and preparing leases, subleases, agreements, contracts, and other documents; coordinating the collection of delinquent lease payments; procuring management, security and maintenance services; organizing and maintaining filing system and other project management activities; parks, parking garages, commercial facilities, public housing, and other public facilities. Activities include: developing and maintaining a data base of all assets owned and controlled by HCDA; With respect to management of the parks, activities include: procuring and overseeing maintenance, repair, and security services at HCDA owned and controlled parks; overseeing park caretaker personnel; oversee and on-site manager for large events such as concerts, fundraisers, etc. and issuing use permits.
Conducts land acquisition and land dedication activities related to HCDA's improvement district and development programs. Activities include: conducting appraisals; negotiating land acquisition costs; filing documents related to negotiated land purchases; filing for condemnation of property; filing for subdivision of properties; preparing documents such as easements, deeds, and other conveyance documents; coordinating dedication activities with other governmental agencies; and other land acquisition and land dedication activities.
May represent HCDA in professional matters outside of the agency. Performs other duties as assigned, such as being a member of a project team.
Attend mandatory State Procurement Office procurement trainings. Procure Goods and Services and assist Asset Management Staff with numerous procurement projects assisting in pre-bid meetings and walk through of Assets. Initiate Negotiate and Execute Right of Entries and Revocable Leases for the HCDA Assets. Review park permits for the Kakaako Waterfront, Makai Gateway, Kolowalu and Kewalo Basin Parks. Process accounts payable for Asset Management Division. Set up and break down of the Makai Conference Room for the HCDA and/or community meetings.
Oversee large events at Kakaako Waterfront, Kakaako Makai and Mauka Gateway and Kewalo Basin Parks. Work with concert producers and promoters on pre, during and post assessment of set-up, activities, safety of patrons at the event, concert staff, security, etc. Address illegal activities or set-up in the permitted areas of the event.
SPORTS AUTHORITY WINDWARD MALL
Honolulu, Hawaii 2012-2016
Senior Sales Associate (Promotion)
Cash lead in charge of overlooking other cashiers. Assign tasks, override transactions, as well as help with the register when the times are busy. Balance cash office when opening or closing, verify cash deposits, order change for cash office, balance cashier tills. Greet customers, provide customer service in store as well as over the phone, re-stock shelves. Assist managers with departments with customer service, restocking, and recovery.
STATE OF HAWAll, HAWAll COMMUNITY DEVELOPMENT AUTHORITY
Honolulu, Hawaii 2007 - Promoted 2012
Secretary
Provide Administrative support to the Hawaii Communality Development Authority (HCDA) Asset Management Division. Attend mandatory State Procurement Office procurement trainings. Procure Goods and Services and assist Asset Management Staff with numerous procurement projects assisting in pre-bid meetings and walk through of Assets. Initiate Negotiate and Execute Right of Entries and Revocable Leases for the HCDA Assets. Process park permits for the Kakaako Waterfront, Makai Gateway, Kolowalu and Kewalo Basin Parks. Process accounts payable for Asset Management Division, schedule ongoing procurement training for Asset Management Division. Set up and break down of the Makai Conference Room for the HCDA and/or community meetings. Draft letters and memorandum, filing, handling outgoing and incoming mail, ordering supplies and greeting clients.
Provide Legislative support to the HCDA Legislative Coordinator and Executive Director. Work with the Department of Business, Economic Development and Tourism as well as the Executive Branch regarding Legislation.
Receptionist and support staff for the HCDA agency.
Customer Service: answered busy phones and screened all incoming calls to all staff, assist Executive Secretary in the monthly Authority Meetings, process outgoing and incoming mail.
CITY & COUNTY OF HONOLULU CHARTER COMMISSION
Honolulu, Hawaii 2005-2006
Secretary
Provided Administrative support to the Office of the Honolulu City Charter Commission and to the 13 Commissioners.
Maintained personnel files, accounts payable and accounts receivable, office equipment. Responsible for receiving, maintaining and updating proposed charter amendments to the Honolulu City Charter during the legislative process of the Charter Commission.
Maintained and processed the request for proposals for the Charter Commission public education program for the charter amendments included on the November 2006 ballot.
Responsible for maintaining and organizing incoming correspondence and public
testimony for Charter connection and Committee meetings and providing Commissioner’s with updated information, correspondence and testimony at each meeting.
Attended monthly Charter commission Meetings and provided secretarial support with minutes, handouts and logistics.
Customer Service: answer busy phones and screen all incoming telephone calls for the Executive Administrator of the Charter Commission and greeted clients. Schedule appointments, calendared items and other important events for the Executive Administrator of the Charter Commission.
Communicate with City & State departments.
CITY & COUNTY OF HONOLULU, OFFICE OF THE MANAGING DIRECTOR
Honolulu, Hawaii 2002-2005
Private Secretary to the Deputy Managing Director
Payroll Administrator/Auditor, Network Administrator for networked digital copier and printer system, which included ensuring security access for all employees, administering support, and maintenance.
Strong Customer Service - answer busy phones and screen all incoming telephone calls for the Deputy Managing Director. Schedule appointments, calendar items and other important events for the Deputy Managing Director.
Communicate with City & State departments.
Type letters and memoranda, filing, handling outgoing and incoming mail, ordering supplies and greeting clients.
Assist with projects and major events sponsored by the City & County of Honolulu through the Mayor's and Managing Director's Office.
Assist the Managing Director in his secretary's absence.
Attend monthly and quarterly community vision meetings and provided secretarial support with minutes, handouts and logistics.
CITY & COUNTY OF HONOLULU, OFFICE OF ECONOMIC DEVELOPMENT
Honolulu, Hawaii 2001-2002
Secretary- (Promotion)
Payroll Administrator/Auditor, Network Administrator for networked digital copier and printer system, which included ensuring security access for all employees, administering support, and maintenance.
Strong Customer Services: answer busy phones, screened all incoming telephone calls for the Executive Director and the Director of Waikiki Development. Schedule appointments, calendar items and other important events for both the Executive Director of Office of Economic Development and the Director of Waikiki Development.
Coordinated mass mail outs for City Special Events.
Type letters and memoranda, file, process outgoing and incoming mail, order office supplies, ran errands and greet clients. Attended monthly and quarterly community vision meetings and provided secretarial support with minutes, handouts and logistics.
Provide office administrative support for the Mayor and Managing Director's executive staff.
CITY & COUNTY OF HONOLULU, OFFICE OF THE MANAGING DIRECTOR
Honolulu, Hawaii 2000-2001
Receptionist
Strong Customer Service: answer busy phones; screen all incoming telephone calls for Managing Director & Deputy Managing Director. Process incoming and outgoing mail, filed, and greeted clients.
Provide office administrative support for staff of the Mayor's and Managing Director's Office.
STATE LEGISLATURE SENATOR BRIAN KANNO
Honolulu, Hawaii 1998-1999
Receptionist/Office Assistant
Strong Customer Service: answer busy phones; screen all incoming telephone calls for Senator Brian Kanno. Process incoming and outgoing mail, filed, and greeted clients.
Provide office administrative support for staff of Senator Brian Kanno.
NUUANU YMCA,
Honolulu, Hawaii 1994-1999
A-Plus Registrar
Register and monitor over 1,200 children for the A-Plus program at five different school sites overseen by the Nuuanu YMCA. Process included screening of registration to follow state guidelines, collecting monthly payments, processing payments, typing monthly reports, process invoice to the state for reimbursements.
Type letters, memoranda, update student files, filing, answer busy phones and greet clients.
NUUANU YMCA,
Honolulu, Hawaii 1996-1999
Department Secretary (dual position)
Supervisor of part-time clerical staff.
Maintain personnel files and payroll for departments of 75-100 employees.
Administer printer system which included ensuring security access, providing administration support as well as maintenance services.
Process communication between parents and staff (via Newsletters, Phones).
Coordinate mass mail-outs for ongoing programs for children.
Strong customer service; answer busy phones, type reports, minutes of meetings, letters, memoranda and filed.
Process and record payments for Youth Programs, manage petty cash, purchase orders, ordering and purchasing supplies, handled outgoing and incoming mail.
NUUANU YMCA,
Honolulu, Hawaii 1993-1994
Part-time Youth Department Clerical
Provide clerical support to the Department Secretary/Office Manager of the Youth Department. Type memorandums, letters, proposals, and filing, processing A-Plus payments, answering busy phones and greeting parents and clients.
VOLUNTEER WORK:
HAWAll GOVERNMENT EMPLOYMENT ASSOCIATION
Shop Steward - Bargain Unit 3
Chair for Department of Business, Economic Development and Tourism
Attend monthly meetings
Served on the Membership Committee (2009-2011)
Participate in the Annual Joint Labor Management Training
Participate in the Biennial General Assembly Conference
2008-Present 2009-2012
Provide information of ongoing activities from the HGEA to BU3 members within the HCDA as well as to DBEDT Shop Stewards to disseminate information to all employees.
ALOHA UNITED WAY 2012
State of Hawaii, Department of Economic Development Department Campaign Chair
DBEDT Coordinator for 23 Divisions of the Agency
Fundraise Coordinator for Agency AUW Campaign
Recognized Public Sector Recipient Category for the AUW fundraising 2013
HAWAll GOVERNMENT EMPLOYMENT ASSOCIATION
Shop Steward - Bargain Unit 13
Attend monthly meetings
Served on the Membership Committee (2009-2013)
Participate in the Annual Joint Labor Management Training
Participate in the Biennial General Assembly Conference
2013-Present
Provide information of ongoing activities from the HGEA to BU 13 members within the HCDA as well as to DBEDT Shop Stewards to disseminate information to all employees
REFERENCES:
Ms. Vee Castro Watkins (Professional)
98-677 Kaahele Street
Aiea, Hawaii 9670 l
Ms. Ardis Arakaki (Professional)
P.O. Box 652 Honolulu, HI 96809
Cellular: 808-***-****
Mrs. Brandy Ader (Professional) Program Manager
UH 1TfAP College of Education 1776 University Avenue
Everly Hall 223
Honolulu, Hawaii 96822
Holly Shikada
Former State Attorney General
*************@*****.***
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