Specialist Operations Executive Assistant

Doris Ann Halpin-Reyes

Qualities: Dynamic professional with over 20 years of administrative, operations and management experience.

Problem solver, organizer, project manager and people advocate.

Spanish speaking/reading, writing - moderate.

Ability to take quick action while understanding the details and impacts of decisions.

Excel at problem solving, and attention to detail to complete projects on time and within budget restrictions.

Excellent skills in customer service and communicating orally and in writing with all levels such as: Administrators, Agency Directors, Legislators, legislative staff members, the Governor’s office, the White House, Dignitaries, press, and the public.

Skilled in making independent judgement and decisions to ensure best course of action is taken. Skills: Recruitment & Development Contract Administration Human Resource Project Management Session and interim legislative tracking Facilitate Training(s) Payroll Microsoft Office Proficient Data Analysis & Compilation Travel Logistics and Coordination Business Management Administrative Specialist Operations Management Office and Employee Management Executive Assistant Collaboration Operations & Policy Analyst Leadership Time Management Adaptability Inventory Control

Experience:

Director’s Office & Field Operations – AS2 4/2021 - present OHA/PHD/Covid-19 Recovery & Response Unit (CRRU), Portland Oregon

Assist in the collection, display, and reporting of data in both narrative and quantitative formats.

Field Operations Logistic Coordination.

Onboarding and management of field operations temp employees.

Project Management and tracking.

Contract request initiation, tracking and administration.

Conduct administrative research, analysis, and/or evaluation to explain outcomes.

Interpret laws, rules and policies as needed to accurately report information to management, staff, and external partners.

Operations and Policy Analyses

Establish, maintain and update CRRU program policies and procedures that provide controls on daily operational activities for a staff of approximately 320 FTE. Utilization of program policies and procedure to ensure CRRU is in compliance with federal, state and OHA requirements.

Develop presentations, evaluations, and other materials for communicating program goals and objectives.

Process staff travel and expense reimbursements in adherence to OHA policies and procedures.

Provide training, information, advice, and direction to agency staff (at times management) to assist them in achieving compliance, resolving problems, or determining an appropriate course of action regarding HR policies. Train new staff on agency policies and procedures, including new employee orientation. Homeownership Division Executive Assistant (ESS2) 12/2019 - 1/2021 Oregon Housing and Community Services, Salem Oregon

Assist the Director of Homeownership in research, report writing and special project management.

Compose letters, memos, reports, and other projects through independent research on behalf of the Director of Homeownership.

Process public record requests for Homeownership Team. Doris.Halpin@outlook.

503-***-**** Salem, Oregon

97302

DHR

Assisting with the rule-making process.

Establishing and maintaining a tickler system for follow-up on projects and deadlines, recall materials. Executive Assistant & Executive Office Manager 6/2017 – 6/2019 Oregon Secretary of State, Salem Oregon

All administrative functions of the Executive State Capitol Office.

Manage Secretary Richardson’s, the Deputy Secretary’s, and other executive team members schedules to ensure the day runs smoothly.

Manage and arrange all travel for Secretary Richardson, in and out of state and Canada.

Responsible for processing and safeguarding of all legislative bills for the state of Oregon.

Representative of the Secretary and the office of the Secretary of State agency.

Serve as a liaison and facilitate inquiries from staff, the governor’s office, the legislature, constituent groups, dignitaries’, the White House, and the general public on behalf of the Secretary & office of the Secretary of State.

Respond on behalf of the secretary of state to in person, phone and written correspondence including via email and US Mail and inquiries from constituents regarding Secretary of State special projects, complaints, issues, and concerns.

Assist with planning and development of agency practices and policies as well as follow-up on actions items.

Prepare confidential and sensitive documents for Secretary Richardson, and the Deputy Secretary.

Conduct research, compile data, and develop reports on special or confidential projects and report findings.

Policy and Procedure Committee - Co-Chair elect.

Public Records Analyst -responsible for receiving, processing, responding, & tracking public records requests).

Participated in the Oregon Buys pilot program and the beginning stages of the implementation of Workday.

Welcome and assist members of the Senate, House, & the public who visit Secretary of State’s Capitol office. Assistant to Hwy Administrator & Gov. Relations Manager (ESS2) 1/2016 – 5/2017 Oregon Department of Transportation, Salem Oregon

All administrative functions including providing confidential administrative, technical, and executive Support to the Hwy Administrator, Government Relations Manager and Government Relations Section.

Track & follow-up on assignments and projects; research, summarize and assemble meeting materials; serve as liaison with both internal and external customers.

Coordinate manager schedules and activities; anticipate manager’s needs, organize complex meetings; review and coordinate incoming and outgoing mail, handle as appropriate; schedule and coordinate travel; project management; create and maintain files of correspondence, reports, and guidelines. Assistant to the Deputy Superintendent & CFO/COO (ESS2) 2/2009 – 1/2016 Oregon State Hospital, Salem Oregon

All office management and administrative functions for the Deputy Superintendent & CFO and hospital operations manager.

Represented OSH, hospital liaison, and responsible for working with the new hospital Replacement Project during the first phase of construction of the new hospital, closing the Portland hospital and preparing for the construction of the Junction City hospital and development of the plan to vacate the North buildings.

Schedule meetings, coordinate projects, act as liaison with union leadership and executive management.

Museum Project Manager and hospital liaison.

Responsible for managing very complex and confidential projects within the hospital.

Processing and follow-up on all complaints and enquiries received in the Admin/Superintendents office.

Responsible for confidentially receiving, starting the investigation process, creating appropriate letters and responses to patient abuse claims.

Work with external stakeholders such as other mental health agencies and government entities regarding hospital and patient needs.

Plan and coordinate space needs analyses for the organization, Position Management and tracking of employee’s status for budget and recruitment purposes.

OSH Travel Coordinator for both the Salem and Junction City Campuses.

Interpreter Services liaison & project manager.

PEMB– Operations Manager (Job rotation) 12/2013 – 7/2014 Oregon Health Authority, Salem Oregon

Directly supported work activities for 150+ temporary employees.

Support efficient and effective Service Center operations through collaborating with the Service Center management team to ensure personnel can meet the needs of our customers within the scope of our business.

Promote learning, understanding and application of Cover Oregon’s Customer Service principles to all aspects of the work environment.

Coach employees for continuous improvement in performance of customer service functions.

Ensure Service Center personnel are performing their work in accordance with established policies, procedures, and metrics.

Work in a team environment with quality assurance to develop and maintain performance metrics that are focused on providing excellent customer service.

Function as a liaison with other organizational areas to resolve issues affecting Service Center personnel relating to staffing, work processes and production capacity. Human Resources Analyst I (Job rotation) 12/2011- 6/2012 Oregon State Hospital, Salem Oregon

Duties included all aspects of recruitment utilizing NEO.gov the state's recruitment web-based program to create job announcements, screen applicants, and determine questions for hiring criteria evaluation.

Verified credentials of applicants, reviewed applications, performed reference checks.

Actively assisted hiring managers to develop effective recruitment strategies to hire the right people into the correct position at the proper time; and to ensure a diversified applicant pool is available.

Responsible for developing recruitment for external, internal, and lateral positions, sourcing strategies plans.

Reviewed, analyzing, and explained classification and compensation, collaborate and work across multi functional teams to develop workforce strategies.

Knowledge of laws, rules, and regulations concerning recruitment, selection and hiring practices. Additional career highlights:

District Home Delivery Manager, The Union Newspaper, Grass Valley CA 4/2003 - 8/2005

• Direct customer contact with new starts, complaints, and follow-up to any issue and or concern, provided excellent customer service. Oversaw the printing and distribution of approximately 17,000 newspapers to customers, 6 days a week, in a timely, and quality manner. Responsible for special events and winning two awards from the California Newspaper Association. Responsible for all the recruitment, interviewing, hiring, contracting, and training of 8 employees and 42+ independent contractors. Responsible for tracking budget for monthly supplies, subscription specials, staffing purposes and carrier contracting. Responsible for disciplinary actions as appropriate and termination if needed/required. Participated in committees including the Quality Improvement and Safety Committees. Maintained inventory, daily banking, and daily reports. Owner/Operations Manager, Halpin Hands Daycare 03/1997 – 03/2019

• All aspects of running a small business, including but not limited to recruiting, interviewing, hiring and supervision of five plus employees. Development of Policy’s & Procedures. Developed and or Managed nutritional needs, provided pre-school curriculum, activities, transportation, and healthcare needs. Financial management including Accounts Receivable and Payable, Payroll, Budgeting, Contracts. Marketing including advertising to acquire new clients. For information on hours worked please see application. Education:

AAS Business Management, University of Phoenix

BA of Science, Business Administrative w/emphasis on Operations – in process (132 credits completed)

References gladly shared upon request

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