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Part-time Administrative assistant

Location:
West Des Moines, IA
Salary:
14.00 Part-time
Posted:
December 29, 2020

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Resume:

Grace Carol Marino

Summary:

Detail oriented administrative professional with ten years’ experience in various disciplines and industries.

Experienced with Human Resources support in a unionized environment for three years with the State of Iowa.

Experienced with staffing support and general HR onboarding duties including screening resumes, coordinating interviews, organizing and processing new hire paperwork, maintaining and entering employee data, answering inquiries on job status and assists with general questions/concerns.

Provide insight to organizational/program policies, processes and procedures, monitors and solves problems related to implementation.

Monitors progress in completing program goals/objectives, identifies/investigates operational problems and recommends corrective action (e.g., changes in forms, shifts, work distribution and organizational structure).

Advises manager/administrator on personnel matters relating to promotions, demotions, contract provisions, grievances, appeals and employee benefits, serves as the contact person for purchasing, project coordination, personnel and information management system issues.

Ability to work well under time constraints and maintain a high level of confidentiality.

Proficient with word processing, databases and spreadsheets.

Well versed in all the Microsoft Suite family.

Education & Certification:

Associates – Secretarial Science/Certificate Word Processing 1984 Jefferson College

Administrative Professionals/Time Management 2010

National Career Readiness Certificate 2015

Skills:

10+ years of experience of working as an Administrative Assistant.

Experienced in travel management, scheduling, meeting arrangement and employee management.

Experienced with AR/AP management, spreadsheet management and vendor management.

Proficient with MS Office Suite and Excel.

Local candidate.

Good communication and interpersonal skills.

Professional Experience:

Apex Scientific Sep 2018 to Dec 2018

Eurofins Scientific – Administrative Assistant (Contract)

Ordered all office supplies, including coffee, soda and water.

Meet & greet all visitors, issue visitor badges and sign in visitors.

Answer and transfer all calls to appropriate parties.

Maintained databases, report data and create reports on a scheduled basis and as requested. Green Plains Renewables, Urbandale, IA Oct 2017 to Sep 2018 Administrative Assistant III

Maintain databases, report data and create reports on a scheduled basis and as requested.

Schedule conferences/meetings, prepares agenda, collect and mail out pre-conference/meeting materials, takes and distributes minutes and sends out post-conference/meeting materials.

Maintain spreadsheets for several divisions.

Responsible for all IDOT vehicle functions and driver maintenance.

Perform all administrative support duties; AP/AR, switchboard, walk-ins, all corporate requests and issue purchase orders for all items.

Update all schedules, hotels and travel and maintain project records including the quality of all materials inspected and expenditures, prepare vouchers and other reports. PSC/AEVENIA, Johnston, IA Dec 2016 to Oct 2017

Project Coordinator/Administrative Specialist

Setup new customers and new vendors.

Coded all invoices with proper information for payment.

Provided administrative support to departmental staff including responding to phone inquiries, handling correspondence, travel arrangements and special meeting needs.

Performed all AR/AP functions.

Processed and maintained information using software specific to the function of the department or position, including licensing, dispatching, database maintenance and report generation.

Maintained databases, report data and create reports on a scheduled basis and as requested.

Gathered, composed, tracked, tabulated and organized information that may be critical or sensitive.

Ordered all office supplies, including coffee, soda and water.

Control all bonds, payment bonds as well as construction bonds until the job is completed.

Prepared all bids and ship all bids. Double check all paperwork from the estimating division. Rose International, Chesterfield, MO Apr 2015 to Dec 2016 Exelon Wind and Solar Generation - Administrative Assistant III (Contract)

Scheduled conferences/meetings, prepares agenda, collects and mails out pre-conference/meeting materials, takes and distributes minutes and sends out post-conference/meeting materials.

Provided efficient telecommunications services and exercises diplomacy, resourcefulness and tact.

Worked and communicated with internal and external clients and customers to meet their needs in a polite, courteous and cooperative manner. Committed to quality service.

Customer Service Representative assisted Landowners with questions, concerns and general assistance.

Managed the customer resolution area for the real estate division.

Maintained spreadsheets for several divisions.

Reviewed project billing in accordance with budget levels.

Assured change orders appropriate with project management approval.

Removed meters and assure other project close out items.

Planed and provided catering for all business breakfasts, lunches and dinners.

Made travel arrangements, prepared and processed vouchers for payment of travel and other expenses. Rose International, Chesterfield, MO Jul 2014 to Feb 2015 AON Insurance Services, Des Moines, IA

Administrative Assistant II (Contract)

Conducted environmental studies and surveys to gain further information on a particular problem or issue and/or to plan for future environmental needs.

Programed, IUST (Iowa Underground Storage Tank Program) in Conjunction with Iowa DNR was funded with Legislative funds.

Prepared written, statistical and/or oral reports using a variety of computer software or programming to disseminate or explain information to agency staff, various government or industry officials, or the general public. Palmer Group Employment Services (Contractor)

Short-Term Contracts, Des Moines, IA Jul 2013 to Jul 2014 3E - Administrative Assistant/Receptionist (Contract)

Performed public contact work in greeting, screening and routing callers and visitors, performs clerical and related tasks as required.

Provided efficient telecommunications services and exercises diplomacy, resourcefulness and tact.

Performed incidental clerical work such as filing, sorting mail, issuing parking certificates, filling out forms and similar tasks.

Marsh

CSRI Call Center Representative (Contract)

Performed inbound/outbound call center responsibilities.

Enrolled several Companies for Dental and Vision Insurance Enrollment.

Companies Include: Publix, Sears, Ford Retirees, Identity Theft, Johns Hopkins. Professional Property Management

Administrative Assistant-Receptionist (Contract)

Under general supervision, performs public contact work in greeting, screening and routing callers and visitors, performs clerical and related tasks as required.

Provided efficient telecommunications services and exercises diplomacy, resourcefulness and tact.

Performed incidental clerical work such as filing, sorting mail, issuing parking certificates, filling out forms and similar tasks.

Power Engineers

CenturyLink, Des Moines, IA Aug 2012 to Jan 2013

Engineering Assistant (Contract)

Performed a variety of activities in assisting in an office engaged in engineering activities, performs related work as required.

Maintained project records including the quality of all materials inspected and expenditures, prepares vouchers and other reports.

Data entry in multiple engineering programs.

Provided Customer Service within the departments. Johnson Employment Group

Johnson Controls, Des Moines, IA May 2011 to Oct 2011 Administrative Assistant II (Contract)

Scheduled conferences/meetings, prepared agenda, collected and mailed out pre-conference/meeting materials, take and distribute minutes and send out post-conference/meeting materials Schedules conferences/meetings, prepare agenda, collect and mails out pre-conference materials with invitations.

Typed correspondence and composed routine letters, notices and other materials takes and distributes minutes and sends out meeting minutes to attendees.

State of Iowa/DAS, Des Moines, IA Sep 2007 to Feb 2011 Secretary I Facilities Maintenance

Performed administrative support duties and served as the personal secretary to the administrative head of Facilities Maintenance Center (FMC) Department, DAS. Performed related work as required.

Maintained project records including the quality of all materials inspected and expenditures, prepared vouchers and other reports.

Prepared project billing using budgets previously approved by the Iowa Legislature using established methods, Change Orders, etc.

Provided staffing support and general HR onboarding duties including screening resumes, coordinating interviews, organizing and processing new hire paperwork, maintaining and entering employee data, answering inquiries on job status and assists with general questions/concerns.

Coordinated weekly meetings with project managers, utilizing agendas, punch lists, vendor attendance, etc.

Provided Customer Service to all departments on Capitol Complex. Entered and assigned Customer Service Tickets to appropriate team. Escalate tickets dependent on situation. Called customer for final assessment. Close ticket.

Assisted in the preparation of all records and reports, maintains an up-to-date account of completed an in- progress construction project.

Screened incoming correspondence, telephone calls and personal visitors, answers questions from legislators, the news media and the general public or refers to the proper agency staff person for a response

Scheduled conferences/meetings, prepares agenda, collects and mails out pre-conference/meeting materials, takes and distributes minutes and sends out post-conference/meeting materials.

Typed correspondence and composes routine letters, notices and other materials.

Made travel arrangements, prepares and processes vouchers for payment of travel and other expenses.

Provided catering for annual Holiday Party.

Peterbilt of Des Moines, Altoona, IA Jan 2005 to Jun 2007 Cashier/Sales Coordinator

Knowledge of motor vehicle laws, rules and regulations governing safe operation of heavy transport equipment.

Ability to read and write the English language, follow oral/written instructions and keep basic records and reports.

Accepted cash, credit and other means of payment for service performed on trucks.

Worked and communicates with internal and external clients and customers to meet their needs in a polite, courteous and cooperative manner. Committed to quality service.

Worked with Paccar finance for liens, finance and payoffs.

Ability to navigate Polk County and State of Iowa for transfer of plates, titles and correction of VINS.



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