Administrative Assistant Management
Resume:
Donna L. Ruby
Apt M Cell: 937-***-****
*************@*******.***
Purchase Agent 2/8/2016 – Present
Defense Logistics Agency (DLA) Columbus, OH
Manage and prioritize work on a daily basis utilizing EBS, EProcurement and
Disciplined Production Control (DPC) to ensure prompt award of purchase requests to
ensure they do not become aged and meet all guidelines for Time to Award (TTA).
Communicate both written and orally with vendors in requesting improved deliveries,
requesting informal cost breakdowns for price justification and a variety of other issues.
Negotiate with contractors to ensure competitive and fair pricing, while delivering quality
product.
Interpret and apply current Federal Acquisition Regulations (FAR), Defense Federal
Acquisition Regulations (DFAR) Supplement, Defense Logistics Acquisition Directive
(DLAD), and local agency purchasing regulations, policies and procedures cited in the
(DAG).
Coordinate cross functionally with the materiel planner and the customer account
specialist in regards to adjustment to the quantities to be procured in order to take
advantage of price breaks, issues with the $500 minimum threshold buys and minimum
buy requirements that would impact customer needs and stock levels.
Submit referrals in Records Management to the Product Specialist to determined materiel
technical acceptability.
Performs Pre-Award Acquisition functions including processing purchase request
solicitations and purchase orders, exercising options, and preparing any documents
necessary to facilitate the maintenance of micro-purchase contracts and the award of
purchase orders.
Performs market research, identifies potential suppliers, and creates the solicitation
package.
Researches applicable purchase order clauses and provisions for purchases that
involve special handling such as inspection, acceptance, packaging, shipping, etc.,
and determines the best method of transportation.
Accounting Technician 8/2007 to 2/8/2016
Defense Finance & Accounting Service (DFAS) Columbus, OH
Review accounts to ensure individual transactions agree with supported documentation and that
transactions are processed according to established procedures; analyze and prepare special
reports on the causes of recurring adjustments; recommend corrective procedures; research
current accounts, historical data, and source documents to develop and explain detailed
information not otherwise readily available. Use SRD-1 to generate 1081s and make corrections
to IPAC. Identify and process obligation adjustments and update database as obligation
adjustments are recorded; pre-validation: regularly verify funds availability, notify customer in
accordance with company policies and government regulations. Collect and analyze data to
detect deficient controls, duplicated effort, extravagance, fraud, or non-compliance with laws,
regulations, and management policies. Prepare detailed reports on audit findings.
Key Results:
Applied financial management analysis of automated systems to identify problems and
implemented solutions.
Examined a wide variety of documents, records, related reports and processes to
determine areas for improvement.
Performed quality control examinations of operations, polices, procedures to prevent and
detect deficiencies.
Management Assistant 9/2005 to 8/2007
Azimuth – Government Contractor Wright-Patterson AFB, Fairborn, OH
Assisted supervisor in the creation, compliance, reporting, and implementation of the budget;
ensured timely submission of budget estimates by staff officials and provided support in the
areas of program costs analysis and inventory. Used techniques and methods to measure
effectiveness of programs in terms of budget, personnel, and productivity; ensured budget reports
were submitted promptly and that fund usage met statutory and regulatory requirements.
Maintained records management; equipment accountability; and ordering and receiving office
supplies. Reviewed and consolidated budget estimates, taking into account issues, problems, and
conflicts within the budget program.
Key Results:
Served as office budget authority in managing all funds including labor and non-labor
categories.
Formulated long and short-range budgets/plans and cost estimates to support a variety of
programs.
Recommended transfer/allotment of funds to cover increases in obligations within
established limits.
Developed monthly Status Review report.
Administrative Assistant II 10/2000 to 9/2005
CACI – GOVERNMENT CONTRACT Wright Paterson AFB, Fairborn, OH
Provided direct administrative support to the Senior Scientist, Branch Chief and other members
of the branch. Assignments included scheduling meetings, calendaring and conferences, expense
reports, analysis, document review, civilian timecards, and timely submission of comp
time. Coordinated travel, established and monitored funding accounts, and reimbursable
projects; worked with Senior Scientists in preparing briefings, spreadsheets, and posting journal
entries to research papers. Prepared correspondence, reports, Division File Management plans,
and other similar material from rough drafts; ensured time submission of budget estimates by
staff officials.
Key Results:
Demonstrated the ability to fill in at a moment’s notice, quickly mastering new systems,
processes and workflows.
Researched budget problems and corrected invoicing and journal entry errors that had
previously been missed.
Operated financial computer systems and furnished management with summaries and
reports that were consistently praised for their accuracy, user-friendliness and timeliness.
Contract Assistant 05/1996 to 10/2000
SELECT TECH – Government Contractor Wright Paterson AFB, Fairborn, OH
Managed inventory levels for specific products, coordinating efforts with Purchasing, and
Planning.
Established and maintained the appropriate stocking and manufacturing strategy for all
products taking into account production lead-times.
Coordinated production schedules, forecasts, determining material requirements,
management of finished goods/output and distribution plans.
Communicated with software vendors and consultants, developing system requirements,
reporting requirements, interfacing with other analysts and developers, and
communicating needs of business and technical functions.
Performed limited administrative and technical supply coordination work (e.g., Hand
Receipts. scheduling, inventory management, storage management, cataloging, property
utilization) related to supply activities.
Performed miscellaneous quality assurance duties including inspections, inventory
process checks, inspecting and examining materials and equipment.
EDUCATION:
Franklin University, Columbus OH, currently working a B.A. in Business Administration
Baker Online College, Detroit MI, currently working on a B.A. in Information Systems
Certifications:
Lean 6, currently working on Greenbelt
COMPUTER SKILLS
Knowledge of Microsoft Office Package: Word, Excel, Access, PowerPoint, and Outlook.
Uses word, access, excel spreadsheet and graphics software to accumulate,
manipulate, consolidate, maintain and organize data in order to analyze and provide
information and produce a variety of reports, charts and briefings.
Knowledge of Accounting Systems: Enterprise Business System (EBS), Defense Agencies
Initiative (DAI), Database Management System (DBMS), Washington Headquarters Services
Allotment Accounting Systems (WAAS), FAMIS (Oracle); MIAP (DISA).
Other Systems: Intra-governmental Payments and Collections (IPAC), Automated Business
Services System (ABSS), Defense Travel System (DTS), Electronic Document Access (EDA),
Wide Area Workflow (WAWF).
Honors/Awards
Letter of Appreciation – 1997, 1998, 1999 & 2000
Monetary Reward with Government Contractor - Apr 2007
Individual Cash Award NRB: 7-10-2015, 6-26-2014, 7-5-2012, 6-18-2010, 7-20-2009, 1-28-
Time-Off-Award: 6-13-2013 and 4-07-2015
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