Administrative Assistant Data Entry

SUMMARY SKILLS:

Data Entry/Database Maintenance

Great Plains

MS Office 2007/2010

Intermediate Adobe Acrobat

Install Software program and some hardware

Google Drive

Epic (entry level)

Emphasys / Elite Program

SMART Data program

Purchasing Management & Inventory Management

MST Program (Modern Software Technology)

Financial Management Information Systems (FMIS)

PROFESSIONAL EXPERIENCE:

DHCD/Division of Credit Assurance

March 2022- April 2024

Management Associate

Director’s Administrative Assistant

This position functions as the administrative assistant to an Executive Service-level and interprets administrative decisions to division staff, and transmits instruction with the authority of the director, manages operational details such as keeping appointment schedules, making travel arrangements and preparing and handling reports, letters and memos; drafts correspondence for the Director and Deputy Director's signature and prepares routine correspondence for signature without close supervision, manages calendars for the Director and Duputy Director’s, coordinate meetings, appointments, make and makes travel arrangements including registration for conferences, transportation and hotel reservations for the Director and Deputy Director(s), obtain the necessary travel approval and cash advances, if required. Prepare expense account forms for the Director. The Assistant also provides support for the preparation of items to be heard at the Board of Public Works. This employee is divisional liaison to the Department of information Technology (I.T.); maintains divisional inventory of all furniture, fixtures and equipment; assist with document preparation, data entry, file management, and assists in training of new support staff employees. Handle large volume of telephone calls, providing requested information and, when Director/Deputy Directors are unavailable, forwarding calls to appropriate person for action. Assist Deputy Director/ Director of Policy and Administration in preparation of documents for submission to the Maryland Board of Public Works. Assists with preparation of items to be heard at the Board of Public Works and assists with preparation of responses to questions as needed. Pick up and distribute mail to the various sections and prioritize incoming mail for Director as to content and deadline for response, greet visitors.

DHCD/Office of Public Information

February 2018-March 2022

Administrative Specialist II

Provide Administrative support to the Directors of Marketing, Research, Communications and Outreach, providing information management support and representing the Director’s to others, arranging meetings, appointments, data entry, assist with document preparation and schedule conference calls when needed, schedule traveling arrangement, assist with exhibit events for outreach and attend outreach event as exhibitor, processing Sponsorship application for funding request and create PO's for payment, submit PO’s to budget, create word documents for Sponsorship summary, update bulk mailing report via excel, processing invoices for payment, manage billing and tracking payments to vendors with procurement and accounting in coordination with the Budget and Finance Division to ensure State requirements, ordering office supplies and equipment’s for each division, prepare monthly CPC report, making approved purchases and travel arrangement, processing requisitions for purchase orders and invoices for trade shows/conferences, advertising and promotional products, manages and maintains marketing production supplies to ensure in-house printing, mail out bulk orders such as collateral and marketing materials, welcome visitors, handle all inbound calls.

DHCD/Division of Neighborhood Revitalization

March 2016 – February 2018

Administrative Aide

Provides full range of administrative support to the Director, Assistant Directors, Project managers, and Programs Officers, prepare and maintain excel spreadsheets, serve as office receptionist, welcome visitors, coordinating with other departments, prepare travel itinerary, prepares travel vouchers for payment as needed, petty cash receipts, update database, update excel log sheet, compose monthly reports, managing incoming calls and forward to appropriate department or staff, provide information and assistance to existing and potential program participants, manage calendars and schedule meeting, maintain google conference room calendars, create correspondence, memorandums, and other documents from copy, handwritten, electronic rough drafts, ensures all needed supplies are ordered and stocked, obtain signatures from Assistant Secretary or Deputy Director.

State of Maryland- Department of Housing and Community Development (DHCD)/Office of Secretary

July 2015 – March 2016

Office Secretary II

Daily log of incoming mail, contracts, grants, and correspondence in department database, manage the reception area, prepare and mail out welcome letter for Fair Practice, enter vendors payment into FMIS, process Fair Practice payment request, assist on special project with the Research Department, handling incoming calls from Governor Office and internal and external calls, manage calendars, create memo's, word doc., schedule appointments, order office supplies and manage inventory for both department (secretary office and fair practice), other duties assigned.

Temporary Agency Assignments

Staff Quest, Inc.

State of Maryland- DHCD (Office of the Secretary/ Office of Fair Practices)

January 2015 – July 2015

Provided administrative support to the Office of the Secretary/ Office of Fair Practices, Enter data, log incoming mail, contracts, grant, and correspondence in department data basic, manage the reception area, manage calendars, make appointments, order office supplies and manage inventory for both department.

Temporary Agency Assignments

Morgan State University (Office for Academic Affairs)

September 2014 – January 2015

Provided administrative support to the Academic portfolio team; inputting mail into the department mail log and accepting all new employee/faculty/student paperwork and updating information in data basic, manage all activities for the main reception area for the department.

Housing Authority of Baltimore City / Housing Choice Voucher Program (HVCP)

August 2013- July 2014

Senior Administrative Assistant

Maintain scheduling of Associate Deputy Director (calendar, meeting, conferences, and community events). Preparing reports, create data spreadsheets, daily, draft correspondence, Maintain databases and departmental software, including creating schedules, updating logs, and drafting future schedules for departmental staff, communicate with offices of elected officials on behalf of the Associate Deputy Director. Ensure inspections are schedule in a timely manner; investigate concerns pertaining to tenants and Landlord or property management, schedule training, travel requirements, expense report, and hotel reservation, screen and triages incoming calls, direct calls to appropriate personnel, greet visitors and direct them to appropriate personnel, provide customer service as it relates to the applicants and participants of our Housing Choice programs and public housing, perform investigations as necessary and within departmental outlined processes. Draft certificates for correspondences of subpoena records request from Office of Legal Affairs, schedule files review with tenants and Advocates. Retain personnel files for over 100 staff members; perform quality control of division time sheets, personal leave, family medical leave and occurrence balances. Create ereq for purchasing order, maintain inventory of all equipment’s and supplies, filing, scanning, faxing, maintenance office equipment and managing repair orders.

Housing Authority of Baltimore City / Choice Voucher Program (HVCP)

November 2010- August 2013

Administrative Assistant

Schedule Advocates review files, handle termination hearing scheduling, mail out termination letter to tenants and property management, maintain databases and departmental software, including creating schedules, updating logs, and drafting future schedules for departmental staff; research regulations for HCVP by reviewing the federal regulations and HUD PIH Notices, maintain scheduling and calendar for Department Administrator. Create compliance reports, update database, filing, scanning and faxing documents and other general office tasks, screen and triages incoming calls, direct calls to appropriate personnel.

Housing Authority of Baltimore City / Choice Voucher Program (HVCP)

July 2010- November 2010

Office Assistant

Process and maintain a log of all informal review and hearing request, schedule file review, prepare hearing request letters, contact tenant, lawyers and landlord of hearing dates and copy documents for termination hearing, data entry and other duties as assigned.

Housing Commission of Anne Arundel County August 2009- July 2010

Administrative Assistant / Data Processing Clerk

Maintain accurate data entry into Data Base, create monthly report, provide internal and external service to customers, handling incoming calls, manage calendars for Housing managers, process incoming and outgoing mail, prepare correspondence, prepare documents for annual re-certifications and lease up, research documents necessary to verify all information to determine continued eligibility, ensuring adequate information is received in a timely fashion., basic troubleshooting for database. Assist applicants external and internal with completion of applications, maintains files systems.

EDUCATION:

Diploma, (general studies) - Lake Clifton Senior High School – Baltimore, MD

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