Tachia Williams Mays

*** *. ******* ****

DeSoto, TX 75115

469-***-**** adyiwl@r.postjobfree.com

PROFESSIONAL SUMMARY:

Dynamic and motivated professional with a proven record of accomplishment of managing projects from conception to completion and generating and building relationships. Skilled in demonstrating outstanding communication skills and critical decisions during challenges. Adaptable and transformational leader with an ability to work independently, creating effective presentations, and developing opportunities that further establish organizational goals.

CORE KNOWLEDGE & SKILLS:

Business correspondence

Financial management / budget

Time management

Event planning

Meeting and travel logistics

Confidential

Information Microsoft Office

Scheduling

Presentation development

SKILLS: PeopleSoft, 10027-10 Key Sight & Touch, Outlook, MS Word, Power Point, Excel, Access, Teams,

Kronos, Epic, Co Path, Print Shop Deluxe, Movie Maker, One Note, Ando Media, V Creative, Google Apps, B2G Now, Concur, Anthony Travel, SKYPE for Business, Salesforce, ADP, Agenda Quick, Laserfiche

EDUCATION

Argosy University – MBA-Business Administration

University of TX at Arlington, Arlington, TX – BA in Journalism / Public Relations

EMPLOYMENT HISTORY:

City of DeSoto

Assistant City Secretary 06/2022 – Current

Receives official documents, prepares notices, and prepares council agendas and special council meeting agendas

Assist with the office operational functions of the City Secretary in the absence of the City Secretary

Serve as the subject matter expert and authority over the management and delegation of the Public Information/Open Records Requests process citywide, to ensure the city’s compliance in accordance with the Texas Public Information Act

Communicate and respond directly to the department heads, city manager, chamber and other outside entities with highly complex questions and responses that involve problem assessment, problem solving, frequently changing dynamics and situations, and solution finding of high profile open records requests to ensure citywide, departmental, state law, and Attorney General compliance.

Co-Administrator for the city-wide agenda management program Agenda Quick. One of two people who leads, trains, assimilates, and manages the agenda packet management software for the city manager, city attorney, city secretary, department heads, mayor and city council. Extract all submitted items from all city departments using the database, coordinates the order of the items for placement on the agenda, proofreads the items and provides direction and corrections to department heads and the executive team, and compiles the agenda with all the agenda item summary’s, maps, exhibits, cost estimates, legal reviews, attachments, etc. for use at the city council work session and city council meetings by the mayor and city council.

Develops and administers, alongside the City Secretary, the divisional budget of approximately $300,000.

Prepare invoices and financial statements / coded invoices

Prepare and process expense reports for councilmembers

Coordinate major or complex programs, activities, plan and coordinate department functions and events

Coordinate budgets for activity, program following the accounting policies and procedures

Prepare special meeting minutes template and finalize minutes post special meeting

Train city department liaisons and department heads on open records and compliance with the Texas Public Information Act

Compile manual and electronic council candidate packets for potential DeSoto city council candidates; assist in responding to questions from council candidates and assist in accepting and qualifying candidate petition filings for the DeSoto city council election process

Handle and troubleshoot citizen, resident, internal and external complaints, conflict and dissention in the absence of the City Secretary and monitors and handles such occurrences daily for the City Secretary by phone and by email.

Plan special events for the city, staff or department

Respond to overflow calls from the Mayor and Council’s telephone line

Execute documents in the City Secretary’s absence and fill in for other duties, as requested

Perform supervisory functions in the absence of the City Secretary, only when so delegated by the City Secretary.

Administrative Assistant to the City Secretary 11/2021 – 06/2022

Provides support to the department by responding to inquiries; answering complaints; directing and processing requests to personnel; scheduling and maintaining calendars; making travel arrangements; composing, forwarding and retaining documents and certifications; identifying and analyzing issues; preparing and submitting agenda items; and preparing and submitting special reports, and related documents

Provide access of City documents and records to citizens as requested and in compliance with the Texas Public Information Act (Open Records)

Assist with the administration of the city-wide records management program; maintain, dispose and preserve official city documents and records in accordance with legal requirements

Assist with the administration of all municipal elections in accordance with Texas Election Code

Plan special events for the city, staff or department

Facilitate the resolution of problems experienced, and address citizen complaints and other issues.

Work directly with the City Secretary in the assistance to council members and department heads, acting as a point of contact for city council members and assisting with city council requests.

Prepares and maintains documents by composing correspondence; completing reports; gathering and preparing materials; processing information; filing; and entering data

Maintains supplies by reviewing inventories; requesting and ordering supplies and materials; and preparing payment authorizations

Organizes and schedules meetings by completing agenda packets, posting notices and advertisements, and preparing meeting rooms

Complete special projects as directed by supervisor

Copart

Office Manager 03/2021 – 10/2021

Hired, trained, developed and motivated staff members

Managed day to day operations of all positions managed

Ensured all office positions meet company standards

Ensured performance is within company standards

Provided direction to team regarding administrative duties and goals

Employee schedules, time and attendance management in ADP

Ability to complete all job tasks for positions supervised

Lead team to meet or exceed facility goals

Conducted performance reviews according to company schedules

Planned and lead meetings per company standards

Handled employee/customer service issues

Scheduled documents destruction

State Farm Insurance Company 11/2019 – 03/2021

Retention Specialist I / Diversity & Inclusion Specialist

Provided first contact technical support for hardware, software, procedures, password resets, etc. via the telephone, email, and/or the internet/intranet

Used knowledge –base and documentation systems to troubleshoot, resolve, document, and/or research incidents

Followed and supports workforce management, service management, and incident handling procedures and philosophy to resolve business partner’s problems

Served as liaison to the Diversity and Inclusion Committee. Collaborate with the committee Chair and help the committee in meeting objectives.

Developed and implement tightly integrated diversity and inclusion best practice solutions that drive inclusive behaviors and business practices at all levels in support of our mission.

Assisted with the planning and execution of diversity, equality, and inclusion initiatives, programs, meetings, and focus groups.

City of DeSoto, City Manager’s Office 06/2020 – 10/2020

CDBG-CV (Community Development Block Grant) Program Coordinator (Contractor)

Acted as City liaison for HUD programs and activities to the community

Prepared and maintain a variety of records, reports and files related to assigned activities; submits documents to appropriate City personnel, department or organization as needed.

Provided continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality customer service.

Read, interpreted, applied and explained rules, regulations, policies and procedures to ensure compliance with Federal, State, and local requirements and regulations.

Used tact, initiative, prudence and independent judgment within general policy, procedural and legal guidelines.

Established, maintained and fostered positive and effective working relationships with those contacted in the course of work.

Managed projects to maintain statutory and regulatory compliance including procurement, contract management, and fund management and reporting.

Understood and complied with all rules, policies and regulations

UT Southwestern Medical Center 08/2016 – 03/2019

Executive Administrative Assistant

Managed project timelines and deadlines while communicating project statuses effectively

Ensured day-to-day office operations, creates/maintains supervisor’s calendars of appointments and planned for committee meetings, department/staff meetings

Executed 95% of travel logistics and calendars, appointments, meetings and conference calls, provided agenda and support materials for scheduled appointments for executives and senior management

Prepared and processed all correspondence. Proofread all duplicates and distributes all such correspondence, reports, presentations

Contributed to departmental goals by maintaining ongoing working knowledge of department's budget, policies, and procedures

Processed expense reports, check requests, requisitions, invoices and financial statements

Coordinated major or complex programs, activities, plans and coordinates department functions and events

HUB Program Coordinator

Monitored and ensured successful delivery of diverse supplier metrics against contractual obligations

Provided instructions to bidders on HUB plan submission requirements of state guidelines

Evaluated 90% of HUB Subcontracting plans of the RFP, RFQ & RFI and determines level of acceptability

Worked closely with Strategic Sourcing on creating, negotiating & executing commercial terms/contracts with Clients approved suppliers

Increased participation of 95% HUB presence at pre-bid conferences, seminars

Managed the second-tier program including defining and managing prime supplier’s participation tracking and reporting

Coordinated UTSW’s participation in promotional events, trade shows and diverse business development events

Adhered to state legislation for HUB programs

Coordinated SD/HUB product development & compliance

Assisted with the submission of necessary SD/HUB reports to Texas Procurement and Support Services (TPASS)

Benchmarked best practices in advance strategies such as mentor / protégé’ program

Supported purchasing and sourcing activities for all spend areas in achieving significant cost reductions

Supplanted with year-over-year productivity improvements in the total cost of goods and services procure

Diversity & Inclusion Admin / Admin Asst.

Supported the AVP of Diversity & Inclusion's administrative needs including maintaining calendars and scheduling meetings with the Office of the President, The Executive Council, and various University leaders

Maintained the filing and record keeping system for the Office of Diversity and Inclusion including all training materials, articles, resources for training use, and personnel files

Coordinated and oversaw events and meetings held by the Diversity & Inclusion Director, including invitation and RSVP lists; catering and staffing; guest relations (including travel and lodging arrangements) and general hospitality

Processed expense reports, check requests, requisitions, employee time in Kronos, invoices and financial statements

Assisted with the submission of necessary SD/HUB reports to Texas Procurement and Support Services (TPASS)

Coordinated UTSW’s participation in promotional events, trade shows and diverse business development events

Coordinated major or complex programs, activities, plan and coordinate department functions and events

Coordinated budgets for activity, program following the accounting policies and procedures

Managed the second-tier program including defining and managing prime supplier’s participation tracking and reporting

Prepared confidential information for high-level staff handling ADA issues across the institution

Prepared files for the EEOC Complaints

Managed data intake process for ADA cases

PDQ / Ad-A-Staff Temporaries 07/2015- 07/2016

Human Resources Assistant / Executive Assistant

Compiled and maintained confidential information for upper level executives

Prepared invoices and financial statements / coded invoices

Processed background checks, medical insurance

Managed presentations for daily meeting with upper level management

Managed calendars and scheduled meetings for several senior executive managers

Scheduled travel arrangements for senior management

Processed leave of absence for employees and apply reason under the policy of the company

Resolved small to moderately complex problems with general supervision

Assisted with special projects for the plant manager of the company, worked on small project for the company

Expensed tracker for HR budget

Ensured excellent customer service as the first- level for clients, employees, department leaders and managers

Miscellaneous responsibilities such as ordering and setting up food and beverages for larger group/team meetings

Coordinated various corporate office functions and events

Lofton Staffing Services 10/2012-04/2013

Administrative Assistant / Human Resources Assistant

Maintained confidentiality of information for the company and the employees

Scheduled travel arrangements for senior management

Planned company events for the employees

Scheduled and assisted with company tours

Processed timesheets for contract employees

Responsible for offering support to middle level and executive level managers

Maintained supplies by checking stock to determine inventory levels; anticipating requirements

Maintained office schedule of coordinators and delivery personnel.

Gathered, compiled and reported information relevant to the company.

Managed several different and often conflicting objectives, projects or activities at one time

Service Broadcasting LLC 04/2004-03/2012

Continuity Director /Back-up A/R Admin

Provided to support to the C-Level executive within the company

Generated daily, weekly, monthly and yearly budget reports to sales/ business staff of projected / actual revenue

Scheduled meetings with clients

Maintained confidentiality information for clients and employees

Resolved small to moderately complex problems with minimal supervision

Assisted the business department with month/year end close reports

Posted customer payments by recording cash, checks and credit card transactions

Updated receivables by totaling unpaid invoices

Summarized receivables by maintaining invoice accounts

Coordinated monthly transferred to account receivable account; verified totals and prepared reports

Processed commercial orders in the system

Prepared and edited presentations

Trained, supervised and coordinated the market research teams, volunteers and interns

Coordinated various corporate office functions and events

Managed calendars and scheduled meetings several senior executive managers

Scheduled travel arrangements for senior management

Served as the project manager on several important projects for the radio stations

Office Manager of Corporate Sales 05/2003-04/2004

• Provided high-level executive support to VP of Corporate Sales

Scheduled travel arrangements for senior management

Resolved escalated client complaint calls, making necessary corrections to commercial orders

Assisted with PowerPoint presentations for clients

Maintained a schedule of appointments and made travel arrangements for the staff

Assisted with purchase orders, payment authorizations, and processed deposits

Processed vacation requests, benefit requests, sick time, reimbursement & mileage forms for sales staff

Established / maintained strong relationships with executive mgmt. and station owner to ensure consistency for the client

Oversaw staffing and performance evaluation in order to achieve optimum team effectiveness

Adjusted discrepancies on client invoices

Established employment development programs providing new employees opportunities to enhance their skill sets, resolved client complaints and created training aids to increase employee sufficiency

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