Administrative Assistant Office

ANIWAY P. MILLARES

Purok Padayao, Poblacion, Santol, La Union, Philippines, 2516

+639**-***-**** **************@*****.***

PROFESSIONAL SUMMARY

A humble and dedicated Administrative Assistant with a warm and friendly demeanor always. Skilled at conflict resolution. Team builder who is definitely attentive to employer’s and clients’ needs. Punctual problem solver and an avid multitasker. Optimistic and always willing to learn. WORK EXPERIENCE

Administrative Assistant III Feb 2015 - Present

Philippine National Police • Santol, La Union, Philippines

• Assist and supervise fellow non-uniformed personnel in the office procedure and in the use of the computerized information system available.

• Prepare, edit and proof read presentations, graphical interpretation, data trend and publications needed

• Prepare crime statistics, graphical reports and interpretations and other data upon request of the local government unit or other partner agencies, as well as for the conference of the Chief of Police.

• Prepare investigation reports as necessary

• Prepare profile of investigators assigned in the municipality and their performance matrix, conviction rate, the investigated and filed cases and other to be submitted to the provincial office.

• Prepare monthly statistical report of crime incidents occurred in the municipality to be submitted to the provincial office on or before the given deadline.

• Encode details of the crime incidents occurred within the municipality

• Enter information into the crime incident recording and analysis system and religiously update these records for any progress of each incident.

• Encode details of cases filed in court into the Case Information Database Management System

• Upload all its attachment like copies of court resolution, pictures of evidences, affidavits and other documents relevant to the case.

• Maintain proper filing of printed copies on all incidents recorded, all cases filed in court and its important attachments, reports submitted to provincial office and other relevant documents for future references.

• Exercise confidentiality and integrity in handling and storage of all crime data.

• Assist walk in clients and identify the reason of their visit and direct them to the right person who can address their concern if necessary.

• Issue police clearance to requesting clients given that they provided all the necessary requirements and educate them for the lacking documents if any.

• Monitor their encoded data in the crime information crime incident recording and analysis system and ensure its accuracy.

• Assist them in encoding cases filed in court into the case information database management system.

• Remind them to encode all incidents in a timely manner and to adhere to the provided guidelines to avoid sanctions and being reprimanded sanctions

• Open and distribute incoming communications or letters, electronic mail and coordinate the flow of information internally and with the other section and organizations concerned.

• Coordinate any received letter or memorandum to immediate superior and discuss matters on how to address it in a timely manner.

• Attend meetings and conferences as per directive of the higher office and may organize meetings or conference upon order of the immediate supervisor.

• Listen to the speaker and gather important information, directives and update relating to our duties if any.

• Relay gathered information to my colleagues

• Educate my colleagues on the possible effects if we fail to adhere the given directives from higher office.

• Upon instruction of the immediate supervisor, prepare agenda and venue for meeting or conference. Coordinate with fellow personnel on what needs to be prepared for the said conference.

• Answer telephone and electronic inquiries and relay telephone calls and messages to the concerned person or section.

• Religiously attend the daily personnel accounting

• Know the latest instructions and directives from the higher headquarters and the Chief of Police.

• Perform other task being directed by the superiors. Administrative Aide I/Clerk Aug 2012 - Feb 2015

Local Government Unit of Santol, La Union • Santol, La Union, Philippines

• Greet clients warmly and ascertain nature concern of regarding their civil registry records

• Answer clients questions and inquires and provide all necessary information needed to ensure first contact resolution.

• Assist clients in processing of registration of live birth, marriage, death and application of marriage license.

• Issue certified copies of documents upon request provided that the client provided the proper identification and documentation to claim the said document.

• Provide outstanding service to the client without sacrificing the established office procedure.

• Sort, classify, index, and file registrable documents

• Organize documents like birth certificate, marriage contracts, death certificate and marriage license; reports, and other documents according to established filing systems.

• Transcribe immediately upon receipt of registrable documents affecting the civil status of a person in the appropriate registry book and in the existing civil registry system.

• Record received document into the designated registry logbook

• Update person’s record in the civil registry system and see to it that the annotation reflects on the client’s record.

• Encode received registrable documents immediately into the civil registry system

• Ensure correctness of every detail and transcribe the same to the designated registry book.

• Assist the civil registrar officer or other department in the local government unit

• Prepare statistical data of recorded registers upon request for analysis and review.

• Open and categorize incoming communications and letters.

• Arrange letters and communications systematically

• Inform the Civil Registrar Officer on the date of meetings if any and record it to the calendar of activities.

• Record any other important activity into the calendar of activities

• Prepare monthly reports like the copies of received application of marriage license, registered birth, marriage and death to be submitted to the Philippine Statistics Authority.

• May locate and retrieve documents from files as requested and maintain records of filed and removed materials.

• Perform other tasks directed by the Civil Registrar Officer. Customer Service Representative Apr 2009 - Feb 2012 SiTEL Baguio City • Loakan Proper Baguio City, Philippines

• Answer inbound calls within guidelines/goals established by the client and the contact center management.

• Consistently achieve call quality score goals to assist in achieving client and customer satisfaction goals.

• Other duties as assigned.

EDUCATION

Bachelor of Science in Information Technology Jun 2003 - Mar 2008 Saint Louis College • San Fernando City, La Union, Philippines SKILLS

• Graduate of Information Technology

• 5 years of experience as an Administrative Assistant

• Advance Skill in MS Office and Adobe Photoshop

• Can work independently with minimum supervision

• Good English communication skills

• Capable of quickly understanding how systems are used in order to provide efficient support

• Knowledgeable in records management life-cycle process including paper and digital born content

• Proven ability to work effectively with diverse personalities in a tactful, decisive, and resourceful manner

Contact this candidate