Data Entry Clerk
Resume:
Dorothea Jacobs
Cell: 832-***-**** Email: ***.********@*****.***
Areas of Expertise
Office Manager Applying/Interpreting Federal Regulations
Administrative Support Adjudication Supervisor/Paralegal
Grants Evaluator Financial Management
Personnel Record Management Human Capital Management
Property Management Customer Service/Congressional Liaison
AgLearn Administrator, E-Training Technical Proficiency
Dispatcher National Incident Management Team (NIMT)
Medical Transportation Deputy Chief Administrative Finance
Education:
Masters in Administration of Criminal Justice, June 2012 University of Phoenix, Houston TX
Bachelor in Science of Business/Management, June 2009 University of Phoenix, Houston TX
Professional Development
Independent Contractor, driving Medicare members to their doctor appointments, Sep 2024
Fleet Charge Card Training, January 2021
Dispatcher, Modivcare, May 2021
Personal Property Management, November 2021
AgLearn Administrator Training Managing Administrator, E-Training December 2021
Certified Contracting Officer Representative (COR), October 2019
Notary Public, Aug 2017, Secretary of the State of Florida
BEI/Structured Facilitator, Oct 2015, US Department of Agriculture
Administrative Processing Training, July 2015, US Department of Agriculture
All-Hazards Admin/Fin Section Chief Training, August 2013, FEMA, US Dept. of Homeland Security
The 360 Degree Leadership Course, Oct 2012, US Department of Agriculture
ICS 300/400 Advanced ICS Command Incidents March 2011, FEMA, US Dept. of Homeland Security
Basic Leadership Development Program, April 2010, US Dept. of Agriculture
Paralegal Certification – February 2000, Southwestern Professional Institute
Key Achievements
I currently serve as an Independent Contractor driving Medicare/Medicaid members to their doctor appointments via Veyo Company. Some trips are round trip and others are to just drop off the members to their appointments. I call each member 24 hours before their ride to confirm that I will be the person who be picking them up and taking them to their appointments. I do this for each member listed on my schedule. To view my schedule I log into a system used by Veyo, Medical Transportation Management (MTM). Within this system I can see what members I will pick up or drop off each day. Some members require assistance to the car because they maybe wheelchair bound or use a cane to get around. I also come in contact with the dispatchers as well, calling in needing assistance with my pick up or if the member has been picked up. Because there are times when I arrive to pick up the member and they may not be answering the phone for some reason. In this event I will call dispatch to have to them try and reach out to the member and at times they will have notes pertaining to the member calling them and cancelling or the member was not picked up to get to their appointment and not there for me to pick up to take home. Or if there is an issue with scheduling the members ride. I have also provided assistance in these situations as well. Within the MTM system I am also able to submit any claims I have from the trips I have each day. I turn in my trips on a daily basis to keep up with it and to assure I have all claims for the week submitted in time for processing for the following weeks’ pay roll.
Served as a Customer Service Rep with Modivcare where I was trained to take calls from Medicare members who needed a ride to their doctor appointments. Some trips require an “A” leg and a “B” leg for a trip which will give the member a round trip if this is required by the member. I was trained on how to schedule an “A” and “B” leg within a trip or if the member may only need a one way trip. This could be the “A” leg or the “B” leg depending where the pick will occur during the member’s trip. Because some trips could go up to at least a “C” leg or a “D” leg it depends on what the member will need for their trip on each particular day. As a Customer Service Rep I will set up these appointments for the members. I also assisted the members calling in needing an assistance with a ride, if the ride did not show up or if they are waiting on the ride and want to know the status of the ride. I assisted members to assure they are picked up and arrive at their appointments on time and picked up as scheduled.
I previously manage the accountable property for three programs.
I created a spreadsheet to track our accountable property.
Track personnel security clearances.
Track and record FIT testing for personnel.
We also have a property inventory app created by our SharePoint person.
I also updated a previous SOP to outline what type of property we will
track as accountable property for each program.
I send out quarterly emails to our staff within all three programs along with their immediate
supervisors for any updates on their property inventory.
If an employee leaves the agency or takes another position with a different program, I communicate to that employee the exit process of their inventory upon their departure. This process also includes individuals who retire. I need to know where the inventory will be kept and who will be the POC for this property in the event of any questions.
I provide guidance to our staff as to if any property can be excessed or need to be destroyed guidance on how to fill out the AD-112.
Sometimes when a new employee comes onboard from another program, they would like to keep their current property such as laptops or cell phones. I provide guidance on how to fill out and obtain the correct signatures for the AD-107 to transfer this property.
I review and confirm the APHIS AAMD Personal Property Services inquiries on property updates.
Because we have two HUB offices, I have traveled along with my supervisor to inventory property on site for accuracy as to what each location may have on hand as property inventory.
To assist in the data entry of property serial numbers and other identifying numbers I request that each person send in a photo of the property in their possession to decrease any data entry errors.
I train new employees on WebT&A process.
I manage our General Management email box on inquiries coming in from the three programs we support. These inquiries can range from new employees coming onboard and need equipment. Removing an employee from an email group to inquiring about how or where to order business cards.
Although I am not the Fleet Coordinator, I do assist with tracking our fleet of vehicles from updating tags, renewing plates, and tracking the Telematic Devices.
I assist the Management Team and Admin staff in understanding various hiring strategies.
I allocate line expenses made from purchases from the purchase card.
I was responsible for the coordination of the overall administrative, governmental and management processes throughout the State of Florida. I communicate updates or changes within the administrative duties to the admin staff.
Provide information and assistance on changes in work performance.
Provided assistance to other admin staff in the SPHD office and other offices in Florida on policy and regulations. I provided the communication of policy and regulations to admin staff via email or phone conference call if required.
Train admin personnel on new systems as they occur or assist with updates to existing system to ensure each person is acknowledgeable in using the system.
I data entered large expenses needed for the state of Florida and for Raleigh NC via the Integrated Automated System (IAS) for purchases over $3,500.
I communicate and assist with other offices in Florida for janitorial contracts or other contracts, ensure the accuracy of these contracts and to monitor.
I assisted in the cooperative agreement process through the approval stage and the duration of the agreement. I normally communicate with the cooperator if anything additional is needed to complete the process of the approval of the cooperative agreement. If I notice differences with the financial report from what they may have or to what we may have in our records, I will communicate to the cooperator about these differences. Then request for these differences to be corrected. I maintain all files for the agreements and obtain all reports upon scheduled reporting periods.
I was the liaison between cooperator and agreement specialist.
I compiled data on equipment and accountable items to create a spreadsheet to track and control the inventory for Smuggling Interdiction Trade Compliance (SITC) Office in Texas which is in excess of $269,892.70. I also currently have created a spreadsheet to track the property inventory for three programs Emergency Management Response System (EMSSD), Investigative Enforcement Services (IES), and Division of Agricultural Select Agents and Toxins (DASAT).
I interpret and apply federal regulations to be able to inform and assist other employees regarding
the operation of government systems.
I have traveled to conduct training to new admin personnel in Florida and provide refreshers training as needed.
Met with the Florida Leadership Team (FLT) to provide staffing updates for hiring to backfill vacancies within Florida and to discuss administrative and area updates.
Assisted the Management Team in completing the Hiring Waiver and SF-52 to hire a new employee.
Managed the Human Capital throughout the state of Florida via staffing roster and communication with the management team.
I created a spreadsheet to track expenses throughout the year to ensure compliance within the yearly budget.
I communicated with the management team of what expenses will be needed for the upcoming fiscal year budget
I reviewed reports for the expenditures made by the office and to ensure the expenses are correct.
I oversaw the maintenance of the office as far as cleaning and landscaping contract.
Assisted other administrative staff and new employees with benefit inquiries.
Reviewed resumes, school transcripts and other documentation for classification and approval of a candidate to a position.
I organized our bi-annual Leadership Team meeting, research for location of meeting, negotiate pricing to ensure the government rate is available and amenities needed for the meeting.
I assisted with travel needs within the Florida from personnel throughout the state.
I assisted with Travel arrangements.
I assisted with WebT&A issues as they occur.
As the senior administrative person in Florida, it was my responsibility to make sure all other admin personnel are well trained and have all they need to perform their duties.
I was the liaison for resource management team and the Minneapolis HR personnel on staffing inquiries, hiring process and other personnel issues.
Reviewed all the performance reviews for all personnel in Florida for accuracy.
Ensured all offices in Florida complete deadlines tasked to our State. At times, various reports or personnel accountability may be required and as a State we must meet this deadline; my responsibility is to make sure that we do. I delegate the assistance from other admin staff to assure we meet the deadline for them to provide information from their office. Recently we were task to provide information as to if we were to incur any expenses from the previous year to the next year in the amount of $25,000 and over. In order to meet the deadline, it required the cooperation of everyone. I communicated with the staff and we were successful in meeting the deadline.
Initiates SF-52s for personnel actions and ensure the accuracy of SF-52s from admin personnel.
I attended monthly meeting with the Resource Management staff, which allowed me to disseminate updates/changes in policy and guidelines that affect the daily function of our duties. During this meeting, we discussed any questions from previous communication on travel updates, training for seasonal personnel, and reassigning of an officers’ shield once he or she has left the agency. The RMS staff passes on information to the field personnel as updates go into effect or respond to questions from other field personnel. These meetings keep us updated with the policies, regulations, and guidelines in performing these RM functions.
Conducted the orientation process for new employees; assist in filling out the proper forms for benefits, direct deposit, obtaining access to computer systems, and obtaining badges for access to the office and other facilities.
Assisted with the security awareness training to gain access to computer systems; assist with answering any questions the new employee may have involving their new employment.
Assisted in obtaining previously employer HR contact to verify release date if the employee is coming from a non-government agency.
In my previous employment as a supervisor, I determined the qualifications of a new hire. These guidelines were in line with the OPM regulations. I reviewed resume(s) to determine if the interviewee’s resume represented the qualifications, we were seeking to perform the duties required for the position. Since my employment with USDA, I have had experience assisting my supervisor in the qualifications and determining grade level of applicants as they applied for positions with our office. My BEI Facilitator’s training has provided me with more guidelines on how to determine grade level and the qualifications of an applicant. To assist more with the Hiring Official as they may have questions during the BEI process. I have also assisted in the qualifications and determining the experience of new NIMT member for qualifications of a position on the team.
I analyzed HR regulations and policies to assist employees in the leave donation program and advance sick/annual leave inquiries.
I maintained and track all personnel in the State of Florida via the Staffing Roster.
I obtained a hiring waiver from the supervisor when a vacancy comes within one of our offices. I process this hiring waiver to the RMS staff for processing.
I recently created a spreadsheet to track our hiring waivers more efficiently.
I served as Combined Federal Campaign (CFC) Coordinator and have collected funds in the amount of $8,054.
I served as Feds Feed Families Food Drive Coordinator.
I worked on a legal team to gather documents for legal record on a case with US Department of Agriculture.
I created an Administrative Training Guide for new hires to capture required training and daily tasks.
Researched history of expenditures on ink cartridge purchasing and identified alternatives which resulted in a savings of $5,000 annually.
Successfully served as timekeeper for 12 employees in two locations (Houston and Dallas).
Completed training to be able to identify authentic and legal birth documents.
Participated in the “Outreach Ace Day Career Day” at Texas A&M.
Employment
Currently working as an Independent Contractor driving Medicare members to their doctor appointments. Sept 2024 – Currently
United States Department of Agriculture – Remote Position - Veterinary Services – Property Management Specialist - Aug 2020 – Dec 2023
Modivcare, worked as a dispatcher to schedule rides for Medicare members to doctor appointments. Scheduled rides to and from their appointments.
United States Department of Agriculture – Office Manager - Gainesville FL – Jan 2017 – Aug 2020
United States Department of Agriculture – Program Support Assistant – Houston TX, Oct 08 – Jan 2017
Harris County Toll Road Authority – Adjudication Supervisor – Houston TX, Apr 06 – Oct 08
Self-Employed – Loan Processor – Houston TX, May 05 – Feb 06
Innova Mortgage Company LLC – Loan Processor – Houston TX, Sept 04 – May 05
Houston Passport Agency – Customer Service/Processing Supervisor – Houston TX, Apr 00 – Aug 04
US Postal Service – Customer Service Supervisor – Sugar Land TX, Jul 83 – Aug 99
Internal Revenue Service – Computer Input – Houston TX, Sept 82 – Jun 83
US Navy – Operations Supervisor – Cecil Field FL, Sept 78 – Sept 82
Detail Opportunities:
Detail – Administrative Support, where we assisted in the administration of the COVID-19 vaccine. I worked in several areas of the facility airport, client check in and guiding clients through the facility to obtain their vaccine. To assist clients in setting or resetting appointments for their second vaccine to setting up appointments for walk ins. FEMA 04/06/2021-05/06/2021
Detail – Supervisory Staff Assistant, where I monitored the duties of the admin staff. Worked closely with the counterpart Supervisor Staff Assistant in Fort Collins as we conversed admin staff duties. This would consist of possible backup duties or assistance where needed. I monitored the administrative staff daily duties assisted with inquiries as needed. Assisted in updating the Fort Collins/Raleigh Field Office Directory. Assisted with WebT&A issues as they came about. Initiated the process for one staff member in obtaining a purchase card to assist with making small purchases. Created a training document for personnel to use when accessing WebT&A from their supporting personnel. Facilitated a BEI Interview to hire the new Critical Issues Specialist (CIS). 05/26/2019-07/11/2019
Detail – Resource Management Specialist promotion to GS-07 for 120 days. I perform the duties of updating personnel information on the Position Office Listing (POL) and Position Descriptions (PDs) to track accountability of each employee. In updating this spreadsheet, it will assist in the hiring needs of each section or unit within USDA. I post TDY announcements from other offices within USDA. I am performing duties similar to a Human Resource position. 02/07/16-05/2016
I am a Member of the National Incident Management Team (NIMT). The team was called out for a Med-Fly incident in Puerto Rico. As an incident management team, we came in to assist the local personnel to eradicate the Med-Fly outbreak. As the Admin/Fin Chief, my duties were to apply federal regulation, policy and procedures in time and attendance for incident personnel and others. I took care of all procurement duties and I tracked the incident budget to make sure that the incident spending did not over exceed the allowance. I communicated with the local personnel to make sure the operation stayed within the guidelines of USDA. The deployment was for one month, but we were asked by the State Plant Health Director (SPHD) to extend for an additional two weeks. This is not normally done, however, the SPHD was so pleased with the work we had performed that she requested we extended instead of sending in another team. This was the first time the island ever had an outbreak of any kind. 04/07/2015 -05/26/2015
Detail – Office Manager/Procurement Agent for two months where I performed the duties of paying the bills, ordering of supplies, data enter time and attendance for office personnel at Moore Air Base in Edinburg TX. 12/18/2015-02/2015
Detail – I participated in emergency team to put together an evidence record. This included going through emails of employees of USDA and compiling the evidence. Keep the confidentially of the evidence discovered and the discussion between the parties involved. (07/01/2010-08/2010) This was evidence to be sent to Office of Government Council (OGC).
Other detail assignments:
Lockport NY 08/18-09/18 and continue to support remotely through 12/18
Fort Collins CO (4) different assignments as Admin Support Assistant
Raleigh NC (2) different assignments as Admin Support Assistant/Tabletop Training
Mission TX (1) Incident Management Team
Edinburg TX (2) different assignment as Office Manager/Procurement Agent/Admin Support Assistant
McAllen TX (1) Incident Management Team
I have accepted assignments to Fort Collins, CO on a promotional assignment as a GS-07 and as a GS-06 on several occasions. Our Admin staff is limited so the offers of detail assignments are throughout the year. It provides me an opportunity to go to other offices and see how they operate while learning new skills in my present position and expand to other duties.
Membership Affiliations
Member of National Incident Management Team (NIMT) – Dec 2010 to 2018
Position – Deputy Chief Admin/Finance
Member of Veteran’s Employment Organization – VEO
Member of University of Phoenix Houston Chapter Alumni
Member of INFRAGARD Houston Chapter – FBI Affiliate
Florida Civil Rights Committee – Federal Women’s Program/Secretary
References: Joyce Lester, friend, 832-***-****
Phyllis Evans, friend, 713-***-****
Cori Mayhue, friend/coworker, 919-***-****
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