Automation Clerk Administrative Assistant

Ashley N Cottom

**** ******* ***

Apt K

Ellicott City, Maryland 21043 United States

Day Phone: 202-***-****

Email: ******.******@*****.***

Availability: Immediate

Job Type: Permanent, Temporary, Term,

Telework Work Schedule: Full-time, Shift work

Executive Admin Administrative Specialist Administrative Professional

Over 15 years of experience in facilitating support services and office management. Administrative support professional offering versatile office management skills and proficiency in Microsoft Office Programs. Strong planner and problem solver who readily adapts to change, works independently, and exceeds expectations. Able to juggle multiple priorities and meet tight deadlines.

Core competences include:

−Executive Support

−Business Operations

−Business Support/Planning

−Staff Management

−Contract + Procurement Procedures

−Client Services

−Office Management

−Training and Development

−Records Management

Career Experience

Contracts Administrator Analyst

Department of Energy (This is a contract job)

19901 Germantown Road Germantown, MD

05/2021 – July 2022

Hours per week: 40

Duties, Accomplishments and Related Skills:

•Prepared consolidated budget, expenditure, and contractor status reports to show the relationships between acquisition events, milestones, and collective accomplishments of the Coast Guard ship overhaul process.

•Tracks multi-year, multi-million dollar contracts to monitor the status of funds on a weekly, bi-weekly, and monthly basis.

•Developed and implemented an activity tracking system with dates, schedules, and requirements, to assign contract changes to other divisions for feedback.

•Conducted and participated in weekly status briefs for ship overhaul projects; documenting the status of deliverables and analyzing related expenditures, and the preparation of new work item budgets using Excel and Access.

•Reviewed all invoices for accuracy and appropriateness before authorizing payment and contact vendors when necessary to resolve any discrepancies or questions.

•To acquire engineering support staff in support of project extensions: I prepared statements of work, independent cost estimates, acquisition plans, and conducts market research for submission to the Contracting Officer for solicitation and award.

•Generated project plans to identify proposed work, project scope, and project deadlines.

•Provided administrative support by gathering information; preparing correspondence, generating, project reports, tracking work orders, preparing presentations, coordinating staff travel, generating orders, and other various support duties to improve the efficiency of OCIO activities.

•Managed active projects and activities by electronically uploading relevant documents and routing new tasks to contract staff based on the activity needs and the area of contractor specialty. This method of routing tasks ensures that activities are completed in a timely and well documented manner.

Provided continued support and duties of that of the contract administrator position.

Supported CORs by tracking and prioritizing action items needed on pending contract modifications.

Worked with customers, management, and program teams to resolve issues, secure approvals and ensure successful contract execution.

Consulted with management to determine goals and objectives of each contract. Works closely with end-users to gain greater understanding and clarity.

Created and/or customized process designed around the specific requests and collaborates on project development and implementation.

Tracked requisitions and worked with procurement to ensure that appropriate documentation/information is provided to meet contract deadlines; Reporting Bi-Weekly Upcoming Contract Option Periods

Processed CIMC funding actions:

Created Historical Spend Spreadsheets for all ODC Pooled funding.

Verified funding ceilings for each Work Project, communicated changes needed and make changes to lower and/or raise ceiling for incremental funding if needed.

Prepared list of Sequential Order of STRIPES Requisitions for MA and send requisition numbers according to list for MA to Award.

Assisted with the preparation of weekly High Priority Reports for ODCs for distribution to the CO and to Red River.

Created FITARA request forms/memos; secured FITARA approval for order modifications including exercising option years, extensions, and ceiling increases.

Trained Newly Hired IM-13 Contractor Support Staff

Created modification/option period documents for CBOSS task orders.

Provided contracting support and coordinated pre-award contract proposal functions.

Aid in support decisions regarding contract management approach as well as maintain database of contracts and supporting documents.

Assisted with tracking correspondence and memorandums on behalf of the COR’s

Supported post-award subcontract management, ensuring compliance with required performance criteria and creates and implements effective acquisition strategies.

Created requisitions for new funding awarded on contracts through CIMC for approval.

Advised management of potential improvements or new approaches and implement process improvements to maximize productivity.

Supervisor: Kai Madison 202-***-****

Okay to contact this Supervisor: Contact me first

Executive Administrative Assistant

Department of Energy (This is a contract job)

19901 Germantown Road

Germantown, MD

03/2020 – May 2021

Hours per week: 40

Duties, Accomplishments and Related Skills:

Served as backup support specialist handling procurement actions for the Climate and Environmental Science Division

Served as principal support specialist handling procurement actions for the Biological System Sciences Division (BSSD).

Performed administrative tasks associated with BSSD programmatic communications, resource management, research management documentation and filing, and coordination with internal and external clients

Maintained accurate and accessible electronic and hardcopy files, including adding and tracking documents in the SMART system

Scheduled and made internal / external meeting arrangements and/or video conferences on behalf of the Director. Made travel arrangements using Concur

Process Procurement Requests in PAMS. Drafts, prepared, and routed a variety of documents and memos. Responded to inquiries and information requests in an efficient manner.

•Analyzed agency administrative support policies and procedures for correspondence documents, brochure distribution, travel document preparation, and conference support demands to determine staffing needs to provide administrative guidance to interns and clerical staff.

Processed and reviewed incoming FOIA requests, researched, analyzed, and evaluated data for response to information request.

Designed, devised, and implemented fiscal cost/control accounting mechanisms to ensure up to date and accurate real-time expenditures for the Office of Science

Assembled and reviewed proposed FOIA release packages. Consulted with subject matter experts to determine where searches need to be conducted and what search terms should be used.

Placed redactions on requested records consistent with applicable FOIA exemptions and ensure adherence to DOE regulations.

Drafted FOIA letters, including acknowledgement, response and closure. Reviewed redaction work of others to ensure consistency and accuracy of redactions.

Ensured completeness of each FOIA case file to include but are not limited to incoming requests, search documentation, FOIA certifications, responsive records (clean, marked and redacted versions), email communication concerning the requests, response letter to the requestor and any other supporting documentations.

Performed as the office scheduler for tracking projects and events; effectively maintaining calendars and event tracking systems

Provided back up support for other admins as needed.

Supervisor: Jaqueline Tirona 703-***-****

Okay to contact this Supervisor: Contact me first

Executive Administrative Assistant

General Services Administration (This is a contract job)

919 18th Street NW

Washington DC

10/2018-09/2019

Hours per week: 40

Duties, Accomplishments and Related Skills:

Redacted and annotated identified data elements from 450 leases and LA’s making 450 leases and LA documents 508 compliant.

Was responsible for downloading and saving 450 leases and associated Lease Amendments from GREX.

Submitted redacted, annotated, and 508 compliant leases and Las to PBS for review, uploading 450 identified leases to GSA.gov.

Gathered documents identified by GSA from GSA online system G-REX;

Redacted data elements identified pursuant to § 5 U.S.C. 552(b) from GSA lease documents.

Annotated redacted data elements, pursuant to § 5 U.S.C. 552(b); Compressed all redacted and annotated Las associated with an individual lease number into one PDF

Ensured all documents and images uploaded onto GSA.gov by the Contractor are 508 compliant.

Maintained calendar and schedules for the Chief executive to include day to day and long-term management of meetings, projects and priorities.

Facilitated, build and monitored relationships including tracking contacts in database and managing workflow.

Served as the first point of contact for a wide variety of high-level relationships between the Chief Executive and external contacts/vendors.

Scheduled meetings and travel for all employees within my immediate division to include management.

Ensured completeness of each FOIA case file to include but are not limited to incoming requests, search documentation, FOIA certifications, responsive records (clean, marked and redacted versions), email communication concerning the requests, response letter to the requestor and any other supporting documentations.

Program Analyst

Department of Energy (This is a contract job)

1000 Independence Ave NW

Washington DC

012/20017-05/2018

Hours per week: 40

Duties, Accomplishments and Related Skills:

Assisted lead analyst in obtaining all documents and information needed to complete specified case files. Assured accuracy of information and performed analytical computations needed to process data. Maintained internal status information of all forfeited assets. Extracted data from agency database for management and program reports.

Reviewed data of Equitable Sharing Request Forms (DAG-71) to enter into Consolidated Asset Tracking System for participating law enforcement agencies.

Assisted with the collection and analyzing of information from evidence, public or subpoenaed material, intelligence available from law enforcement activity, and various law enforcement databases

Assisted with the collection and analyzing of information from evidence, public or subpoenaed material, intelligence available from law enforcement activity, and various law enforcement databases

Maintained statistical data on cases while analyzing and editing highly technical legal document.

Assisted with the collection and analyzing of information from evidence, public or subpoenaed material, intelligence available from law enforcement activity, and various law enforcement databases

Maintained statistical data on cases while analyzing and editing highly technical legal document.

Completed quarterly asset tickler report for all FIRE assets – procuring information from District and Resident offices within the division.

Solicited information from local and Federal agencies databases – utilized to compose declarations and claims.

oPerformed supplemental legal research to support special agents and legal staff in finding information.

oDrafted legal documents pertaining to federal forfeiture cases.

Data Analyst

Drug Enforcement Administration (This is a contract job)

801 I St NW

Washington DC

06/2009-09/2016

Hours per week: 40

Duties, Accomplishments and Related Skills:

●Assisted lead analyst in obtaining all documents and information needed to complete specified case files. Assured accuracy of information and performed analytical computations needed to process data. Maintained internal status information of all forfeited assets. Extracted data from agency database for management and program reports.

●Solicited information from local and Federal agencies databases – utilized to compose declarations and claims.

●Performed supplemental legal research to support special agents and legal staff in finding information.

●Drafted legal documents pertaining to federal forfeiture cases.

●Reviewed data of Equitable Sharing Request Forms (DAG-71) to enter into Consolidated Asset Tracking System for participating law enforcement agencies.

●Assisted with the collection and analyzing of information from evidence, public or subpoenaed material, intelligence available from law enforcement activity, and various law enforcement databases

●Maintained statistical data on cases while analyzing and editing highly technical legal document.

●Completed quarterly asset tickler report for all FIRE assets – procuring information from District and Resident offices within the division.

●Assisted lead analyst in obtaining all documents and information needed to complete specified case files. Assured accuracy of information and performed analytical computations needed to process data. Maintained internal status information of all forfeited assets. Extracted data from agency database for management and program reports.

●Worked with program staff to coordinate the type of data analysis and product needed to conduct on-site reviews; develops and documents methods for extraction and analysis of data.

●Analyzed data obtained from a variety of sources to evaluate validity and accuracy of data provided and to identify and to project trends.

Additional Career Experience

Program Analyst FEMA – Washington, DC April 2009 – June 2009

Executive Assistant Patent and Trademark Office – Alexandria, VA June 2008 – Jan. 2009

Data Analyst Lockheed Martin – Arlington, VA Apr. 2007 – July 2007

Office Automation Clerk Department of Defense (DoD) – Arlington, VA Dec. 2004 – Dec. 2004

Education Certifications Software

B.S. Information Assurance – Minor: Criminal Justice, University of Maryland University College – no degree

CERTS Google Analytics via Google – 2017, Data Analytics – Mining and Analysis of Big Data via NPTEL – 2017, Understanding Systems Analysis via Global Text Project – 2017, Records and Information Management via DEA – 2016, Computer Security Awareness via DEA – 2015, National Incident Management Systems via FEMA – 2009

Software Microsoft (MS) Visio, MS Project, Quicken, QuickBooks, Adobe Photoshop, MS Access, MS Excel, MS PowerPoint, MS Publisher, Google Analytics, SMART, Concur, PAMS, STRIPES

Contact this candidate