Specialist Ii Administrative

LMC

LISA M.

COLEMAN

About

Accomplished Financial Professional skilled in

finance, operations, government contracting,

vendor relations, and reporting. Well-versed in

accounting principles, audit polices, analytical

approaches, budget forecasting, financial

accountability, and public relations.

Experience

Administrative Specialist II

Department of Natural Resources-Maryland State

Park 11/2022- PRESENT

Fiscal Services Administrator II

Dept of Public Safety & Correctional Services –

03/2022 to 08/2022

Director of Finance/Fiscal Officer

Calvert County Health Department

05/2021- 10/2021

Director of Finance and

Administration

Cheltenham Township Library System

12/2020 to 05/2021

Budget Officer II

City of Philadelphia City Commissioners

08/2019 to 01/2021

Budget Officer

Philadelphia International Airport-Commerce

08/2018 to 08/2019

Education

Master of Science in Accounting and

Financial Mgt on a CPA track

Keller Graduate School

2009 - 2013

Bachelor of Science in Finance

Temple University

1994 - 2004

Associates of Applied Science in

Accounting

Community College of Philadelphia

1991 - 1993

Lisa M. Coleman ********@****.*** ********@*****.*** 215-***-**** Skills

• Process, Approve Confirming Orders,

Office Automation, Contract Requisitions,

SOPs, and Purchase Orders in FAMIS.

• Verify, approve, and review Invoices,

POs, Contracts in the following systems:

FAMIS, ADPICS, PHLContracts, Excel,

and Access. These systems account for

the process of tracking payments,

expenditures, payroll, encumbrances,

and vouchers/invoices.

• Maintain Access and Excel spreadsheets

for various historical records such as

Operating Budget Tracking Report by

Vendor, running total of daily balances

and each Class Code.

• Partnered with our IT Dept in the

implementation of our new City-Wide

state system. Process will streamline

system operations in a more efficient,

effective, and user-friendly ability in our

2yr plan.

• Superior Attention to Detail Expert, multi-

tasker, and responsible organizer.

Computer Skills

Advanced skills in (State of Maryland)

FMIS, RSTARS, BARS, ADPICS (Advanced

Purchasing Inventory Control Systems), EXCEL,

MS Word, Access, PowerPoint, Web focus,

Payroll and other systems.

Advanced skills in (City of Philadelphia)

FAMIS (financial Accounting Management

Information Systems), ADPICS, BARS, Web

Focus, SAP (Enterprise Resource Planning

(ERP) and Data Management Programs), ACIS

(Automated Contract Information Systems), FMS

(Financial Management Systems), ISIS, Microsoft

Programs, and other Employers systems as well.

Associations/Certifications

Government Finance Officers Association

WTS (Advancing Women in Transportation

Keller Graduate School

Graduate Certificate in Accounting

in CPA EXAM PREPARATION

NOTE: FMIS (MD) & FAMIS (PA) ARE THE

SAME SYSTEMS WITH MINOR DIFFERENCES.

EXPERIENCE

Department of Natural Resources-Maryland State Park 11/02/2023- Current Administrative Specialist II 40hrs/wk. Obtain training that is consistent with rules, regulations, and standards following the State of Maryland Department of Natural Resources laws. Performs a variety of administrative and technical support functions to include processing all CPC’s logs, sending all payables to my region’s fiscal Officer for further review and processing. Perform Donations reconciliations for Preparation of recurring monthly Deposits. My position involves the interpretation and application of administrative plans and knowledge of budgetary and personnel regulations and procedures to aid in planning and helping program administration support. Administration procedures include Human Resources preparation duties that facilitate and prepare hiring documentation, performing seasonal recruitment interviews, providing information regarding next steps in onboarding process with DNR Human Resources Department that will include compensation and benefits, training and development, and employee relations and returning management for all seasonal hiring quarterly processes.

Provides administrative support related to budget development and management, personnel, procurement of goods and services, contract processing, facilities management, Seasonal Hiring, and other administrative functions.

Performs skilled word processing, data entry, and transcription using independent judgment and discretion in preparing correspondence and reports.

Research records within areas of responsibility to prepare and provide follow-up information to visitors, Vendors, and staff inquiries.

Gathers, assembles, updates, and distributes a variety of department-specific information, documents, forms, records, and data as needed to keep current data and reports. Assists in providing telephone and/or counter support to the visitors, vendors, and staff; responds to inquiries by explaining procedures; provides general information; distributes forms and other documents as requested; provides detailed review of forms to assure completeness; refers callers/visitors to appropriate department; takes and relays accurate messages; transfers callers to voicemail when necessary. Responds to the visitors, vendors and staff inquiries about department and/or City policies, procedures, and timelines; explains and applies policies and procedures as needed to assure timeline compliance; monitors timelines; resolves problems of a moderate complexity within areas of responsibility. Types, originates, formats, proofreads, and distributes a wide variety of reports, letters, and memoranda, including agenda items, bid documents, regulatory submittals, and documents associated with departmental projects; types from rough drafts, verbal instructions, or transcribing machine recordings; checks drafts for punctuation, spelling, and grammar; makes or suggests corrections to drafts. Consulted with program heads and administrative officials on policies, trends, and interpretation of data and program needs. Performs other related duties.

Dept of Public Safety & Correctional Services

Fiscal Services Administrator II- 03/23/2022 to 08/29/2022-Resigned 40hrs/wk Budget Preparation

Assisted the Director in establishing guidelines and procedures for the preparation of the several agency units budget requests and providing instruction, training and help to the fiscal officers and other personnel who are responsible for the preparation of the agencies’ budget requests. Specifically, responsible for distribution of the Operating Budget Instructions and other necessary information/instructions to the fiscal officers and other personnel within this department who oversee the preparation of specific agencies’ budgets.

Budget Review and Submission

Initially received the budget request forms and related computer spreadsheets submitted by each unit, and is responsible for verifying the accuracy, completeness, and consistency of information and presentation of the submitted budget request.

Upon completion of the final review and verification that all required corrections have been made, I submitted the budget requests (i.e., budget files, budget request forms) to DBM, and ensuring that copies have been retained for internal use and returned to the submitting agency. Budget Analysis and Support

After submission of the budget requests, I would respond to inquiries from the DBM’s budget analyst and from the Department of Fiscal Service’s administrative analyst, for clarification and/or additional information concerning the budget requests/allowances.

Assists the Director in analyzing budgetary information and/or historical expenditure data, as required by the Deputy Secretary and the Secretary to defend the budget request to the Governor and to defend the budget allowance at the Legislative Budget Committee hearings. Appropriation Control

After passage of the budget bill by the legislature, I assisted the Director in the preparation of letters notifying each agency of its appropriation and the number of authorized positions for the next fiscal year. Established and maintained the appropriation control ledger, a linked Excel file which shows the appropriation by agency and program, by object and by fund.

Budget Amendment Processing

Assisted the Director in the preparation and review of any required amendments to the appropriation, to ensure that the amendment is prepared in accordance with DBM requirements, is accurate, and adequate explanation/justification for the amendment is provided. Ensured that appropriate tracking and monitoring of budget amendment status is maintained through follow up and feedback with DBM, Department personnel, and other State agencies as required. Ensured that approved budget amendments are posted to agency budgets in RSTARS. Budget Expenditure Control

Assisted the Director with the preparation and/or review, and analysis of monthly expenditure projections submitted by the agencies of this department. Specifically, provided guidance, instruction, and assistance to agency fiscal officers or other personnel responsible for the preparation of projections. Primarily provided to new fiscal officers or other staff who lack experience in the preparation of projections. Agency Budget Monitoring and Closing

Also, functioned as Fiscal Officer and monitors expenditures of an assigned agency or agencies. Reviewed, approved, and analyzed periodic and special reports to meet funding source requirements. Completed monthly expenditure and budget projections. Reviewed and recommended approval/disapproval of invoices. Implemented the Division’s cost reduction strategies, particularly related to the ordering, storing, and dispensing of commodities and equipment. Met with and provided guidance to the managing director. Other Duties

Monitored, processed, and submitted WRBC Grant (War Room) in GOOCP website and exported data from FMIS system. Used FMIS BARS, ADPICS, RSTARS system for various functions from journal entries to PO approvals, and research.

Human Resources duties include recruitment, administration, compensation and benefits, training and development, and employee relations and returning management for all. Process Payroll for the US Marshalls for Extraditions of Prisoners and Schedule Flights, Hotels, and issue Food Allowances through approval of Certification pertaining to all levels of Approval. Supervised Budget operations for following departments-Deputy Secretary of Operations, Central Home Detention Unit, 4 Divisions of Parole and Probation (DPP West, DPP East, DPP Central, and DPP Support Services.

Prepared, analyzed, and interpreted financial, statistical, and narrative reports of fiscal services, activities, and projects; Processed Requisitions, Invoices, J/E’s, Purchase Order Approvals in ADPICS, Death Certificates.

Developed, implemented, and managed new and revised fiscal policies, procedures, standards, Hiring for each of my Budgeted departments for their Temporary, Seasonal, and Permanent employees. DD22’s is processed to add positions, titles, FTE, Compensation, and Justification notes for all employees. Prepares the Department’s annual estimated revenue report, for submission to the Bureau of Revenue Estimates. Prepares the Department’s biannual report on fees collected for submission to the Comptroller. Prepared the Department’s indirect cost proposal. Monitored the biweekly overtime report, as well as the monthly vacancy report. Performed other tasks such as accumulating, summarizing and analyzing information as requested by the Director of Budget Management, Director of Financial Services, and/or the Deputy Secretary of Administration.

This included summary and analysis of budgetary and/or historical accounting data for specific categories of expenditures or for certain agencies/institutions within the Department. Calculation of specific cost ratios (e.g., based upon average daily population, or number of employees), estimation of funding required to implement new policies, procedures, activities, etc.

Processed Journal entries as needed to make transfers, corrections, reclassifications, and accruals. Audit Compliance

Assured legislative audit compliance in all fiscal areas. Assisted with audit compliance issues. Calvert County Health Department

Director of Finance/Fiscal Officer- 05/19/2021 to 10/21/2021

(Official Title Administrative Program Manager I) 40hrs/wk Budget Preparation

Assisted the Deputy Health Officer in establishing guidelines and procedures for the preparation of the several agency units budget requests and providing instruction, training and assistance to the fiscal officers and other personnel who are responsible for the preparation of the agencies’ budget requests. Specifically, responsible for distribution of the Operating Budget Instructions and other necessary information/instructions to the Program Managers and Health Coordinators within this department who were responsible for the preparation of specific program budgets. Fiscal Management –

Overseen, monitored, modified, reviewed fiscal processes and procedures to ensure completion of all fiscal services for the Calvert County Health Department. This included:

• Monitored General, State, core health service, categorical grants, and county funds.

• Formulated and monitored $16,803,409 budget.

• Prepared and submitted budget modifications.

• Supervised accounts receivable, accounts payable, and financial analysis.

• Procurement

• Contracts

• Support grant development activities of agency programs

• Financial and statistical reporting, internally and externally

• Advised program managers of budget financial monthly status

• Used FMIS, ADPICS, and PAC TRAC, and Webfocus systems

• Clinic cost and Medicaid cost reports that included Fee structuring

• Participated in Financial and legislative audits

• Followed Agency-wide internal controls

• Modified and implemented internal accounting procedures

• Inventory-management of off-site storage resources

• Prepared, and processed Fiscal year end closeout procedures with DBM

• Prepared Monthly Reconciliations of petty cash

• Participated in document storage and record retention policy compliance Administrative Management

Provided administrative direction of day-to-day administrative responsibilities (for Human Resources Dept, Physical Plant Facility functions, Timekeeping/Payroll Vital Records Department, Telecommunications, Fleet Vehicle and Maintenance Program and Front Desk). Reporting to Health Officer, Deputy Health Officer, and Division/Program Directors to plan, implement, and assess new initiatives and services.

Human Resources duties include recruitment, administration, compensation and benefits, training and development, and employee relations and returning management for all. Oversee, monitor, and supervise the Management Information Systems Department:

• Agency-wide LAN consisting of 250 workstations and 217 users.

• Maintenance and repair of hardware/software as well as various databases created upon request and planning for current and future computer technological needs.

• Maintained websites, E-Government and HIPAA Initiatives.

• Ensuring online accounting availability to every workstation and applicable employee.

• Monitoring computer access, online and email activity as per IRMA policy.

• Expanding the use of electronic health records and electronic storage agency-wide Automation whenever and wherever feasible, including:

• Continue to improve/refine the on-gong development and design the PAT TRAC accounting and patient tracking software to provide staff and programs with the most benefit from its use.

(PAT TRAC is an agency-wide computer system that includes patient tracking, patient billing, all statistical data, accounting, and databases)

• Assist staff in making the adjustment to the automation of customer /client service documentation and data. Fiscal and MIS staff will continue to expand on this approach to data management and work toward a higher level of comfort and satisfaction for external customers as we work to improve our website and make it interactive in all agency divisions.

• Oversee operational functions, office management and facilities maintenance to ensure effective, high quality work environment and efficient daily operations of physical plant and equipment. Participate in system-wide planning, policy drafting and procedure development hire, train, and manage administrative employees, conduct performance reviews.

• Research, manage and coordinate all employee benefits, including plan changes, co-pays, enrollments, and regulatory compliance. Work closely and transparently with all external partners, including third-party vendors and consultants. Cheltenham Township Library System

Director of Finance and Administration

12/2020 to 05/07/2021 37.5hr/wk

Financial Management

• Provided overall financial oversight, management, and monitoring, including development and implementation of sound fiscal management practices and internal controls.

• Coordinated and lead annual audit process, consult with external auditors, board of directors; assess any changes necessary.

• Overseen the annual budgeting process under the direction of the President and CEO, review and administer all financial plans and budgets; oversee capital projects and budgets.

• Forecasted financial needs and innovations; watch financial progress and changes. Managed and oversee accounting processes, including bookkeeping, payroll management, invoicing, grant tracking, planned giving, and organizational cash flow.

• Implemented a robust financial management and contracts management reporting system; create and implement a financial policy and procedure manual.

• Ensured that financial data and cash flow are steady and support operational requirements.

• Overseen risk management, including identification, evaluation, prioritization, and correction of risks. Consulted with township, school district and other finance offices.

• Analyzed and present financial reports in an exact and timely manner; keep senior leadership abreast of organization’s financial status.

Administrative Management-Human Resources

• Overseen operational functions, office management and facilities maintenance to ensure effective, high quality work environment and efficient daily operations of physical plant and equipment.

• Participated in system-wide planning, policy drafting and procedure development.

• Hired, trained, and managed administrative employees; conduct performance reviews.

• Researched, managed, and coordinated all employee benefits, including plan changes, co-pays, enrollments, and regulatory compliance. Act in the absence of the President and CEO. Worked closely and transparently with all external partners, including third-party vendors and consultants.

• Overseen risk management and legal activities, including local, state, and federal agreements, business insurance, contracts, memorandums of agreement, leases, and other legal documents and agreements. Ensured compliance with all applicable laws and regulations, privacy, and data security laws.

City of Philadelphia

Budget Officer II 08/2019 to 01/2021

Philadelphia City Commissioners Office-Board of Elections- Voter Registration and Administration 40hrs/wk

• Oversees and process the Budget for the City Commissioners Office.

• Oversees and process Elections and Voter Registration for 66 Wards in the City of Philadelphia.

• Implements a 5-year plan for the Target Budget with the Budget Director Office.

• Collaborates with Departmental Administrators, City Officials, and Departmental Executives according to the pre-determined priorities and departmental policies and to explain financial goals, issues, and make recommendations. Provide reports of fiscal operations and functions to the City Commissioners on a Monthly basis.

• Process all administrative and technical work from planning, developing, analyzing, and supporting a budget program for City Commissioners Office, which specializes in various number of functions. Performs under the general supervision of a Commissioner or Deputy.

• Supervises a professional staff engaged in processing buying requisitions, invoices, and election payrolls, maintaining records, clerical procedures.

• Human Resources Duties-Overseen operational functions, office management and facilities maintenance to ensure effective, high quality work environment and efficient daily operations of each unit.

• Participated in system-wide planning, policy drafting and procedure development.

• Hired, trained, and managed administrative employees; conduct performance reviews. Answering telephones, typing, and assigned duties as needed and for the resolution of the overall objective of the Fiscal Unit.

• Showing effective working relationships with departmental administrators, city officials, and representatives from outside agencies, are significant aspects of the work.

• Elicits budget requests from departmental administrators; explains procedures to be followed in developing budget requests, provides current cost data for inclusion in requests.

• Supervises and participates in the review of budget requests for accuracy, completeness, and conformance to instructions; evaluates the operational efficiency of requested programs to ensure that all program needs have been included; recommends changes in program requests to assure program success; writes justifications to clarify the need for, and the benefits to be derived from, requested programs.

• Discusses sources of outside funding with program personnel; negotiates with grantor agencies to set up reporting requirements, levels of funding, procedures for reimbursement and schedules of eligible costs; confers with representatives of the central accounting and budgeting agencies to establish mechanism for receiving and expending grants revenue.

• Meets with administrators to discuss budget proposals and to show the priority of different requests; recommends the deletion, inclusion, or modification of different requests; participates in determining the strategy to be employed in requesting programs, such as implementing a program in phases over budget years.

• Attends budget review hearings; makes presentations explaining and justifying budget requests; distributes decreases in budget requests according to pre-determined priorities and departmental policy.

• Receives projects to be requested in the capital program; elicits the priority for each project and the proposed construction schedule from departmental administrators; prepares capital budget request sheets by distributing cost data provided by architects and engineers according to established procedures; estimates increased operating expenses to be incurred by opening new and expanded facilities.

• Review requisitions for conformance to the budget; notifies administrators of requisitions for non- budgeted items; recommends the transfer of monies to cover non-budget items.

• Checks expenditures and encumbrances to identify potential overdrafts and surpluses; structures encumbrance documents to retain a sufficient balance of unencumbered funds to absorb emergency expenditures.

• Reviews contract applications from delegate agencies taking part in programs administered by the city; evaluates contract applications for conformance to program guidelines; evaluates reasonableness of items requested and cost data provided; recommends changes and contract applications to delegate agencies to cover additional costs under program guidelines.

• Prepares periodic reports on budget transactions including reports on the status of budgetary accounts, grants, and expenditures made by contracted agencies; prepares or directs the preparation of financial and other reports required by funding and monitoring agencies. Budget Officer 08/2018 to 08/2019

Philadelphia International Airport-Commerce 40hrs/wk

• Oversees and process 3 major Budgets-The Mayor's for Aviation, The Airlines Rates & Charges for Aviation, and the Philadelphia International Airport.

• The Philadelphia International Airport consists of 30 unit from Engineering to Diversity & Inclusion.

• Supervise a professional staff that consists of Two Administrative Specialist 2, Fiscal Analyst, and a Clerk 3 that helps in maintaining accounts of budgeted allotments, processing purchasing requisitions, invoices, and other fiscal documents, maintaining records, and typing and assembling the budget data; prepares a variety of periodic and special reports showing the status of budgetary allotments and forecast of expenditures. As a Fiscal unit, we are tasked with the goal and functions of fiscal planning, task oriented, and resolution of the overall goal of the Budget Unit.

• Process all administrative and technical work from planning, developing, analyzing, and supporting a budget program for the Commerce department in the Division of Aviation, which specializes in various number of functions.

• Work is performed under the general supervision of an administrative superior.

• Elicits budget requests from departmental administrators; explains procedures to be followed in developing budget requests, provides current cost data for inclusion in requests.

• Supervises and participates in the review of budget requests for accuracy, completeness, and conformance to instructions; evaluates the operational efficiency of requested programs to ensure that all program needs have been included; recommends changes in program requests to assure program success; writes justifications to clarify the need for, and the benefits to be derived from, requested programs.

• Discusses sources of outside funding with program personnel; negotiates with grantor agencies to set up reporting requirements, levels of funding, procedures for reimbursement and schedules of eligible costs; confers with representatives of the central accounting and budgeting agencies to establish mechanism for receiving and expending grants revenue.

• Meets with departmental administrators to discuss budget proposals and to set up the priority of different requests; recommends the deletion, inclusion, or modification of different requests; participates in determining the strategy to be employed in requesting programs, such as implementing a program in phases over budget years.

• Attends budget review hearings; makes presentations explaining and justifying budget requests; distributes decreases in budget requests according to pre-determined priorities and departmental policy.

• Receives projects to be requested in the capital program; elicits the priority for each project and the proposed construction schedule from departmental administrators; prepares capital budget request sheets by distributing cost data provided by architects and engineers according to established procedures; estimates increased operating expenses to be incurred by opening new and expanded facilities.

• Reviews requisitions for conformance to the budget; notifies administrators of requisitions for non- budgeted items; recommends the transfer of monies to cover non-budget items.

• Checks expenditures and encumbrances to identify potential overdrafts and surpluses, structures encumbrance documents to keep a sufficient balance of unencumbered funds to absorb emergency expenditures.

• Reviews contract applications from delegate agencies participating in programs administered by the city; evaluates contract applications for conformance to program guidelines; evaluates reasonableness of items requested and cost data provided; recommends changes and contract. Applications to delegate agencies to cover additional costs under program guidelines; supervises the monitoring of expenditures made by delegate agencies to ensure adequate documentation and conformance to contract stipulation; approves and disapproves reimbursement of expenditures.

• Prepares periodic reports on budget transactions including reports on the status of budgetary accounts, on the status of capital projects and on expenditures made by contract agencies; prepares or directs the preparation of financial and other reports required by funding and monitoring agencies, or as needed.

Contract Auditor II 10/2016-08/13/2018 40hrs/wk

Office of the Deputy Managing Director Health and Human Services Cabinet

• Perform auditing work conducting audits of private and quasi-public agencies contracted to perform services for or under the authority of the City.

• Supervises, assists and direct lower-level audit staff; approves internal control questionnaires and flow charting of existing procedures for staff; prepares, modifies, and finalizes, upon consultation with an Audit Manager for audit programs and operational review guidelines for staff; determines appropriate E.D.P equipment to be used in audit report processing; designs audit programs for staff.

• Work includes performing desk reviews, Rate Reviews, Bank Reconciliations, Field Audits, Budget Reviews, Revenue Confirmations, and RFPs.

• Performs contract review and analysis of subrecipient agency service costs, and aids federal, state, and local agencies in investigating fraud and abuse cases involving subrecipient and other contracted agencies.

• Reviews agency revenues and expenditures; examines cash receipts and payment invoices, including payroll; ensures that revenues generated, and expenditures incurred were properly reported and are following contract guidelines and procedures. Calculates unit cost per service rendered, using contract costs principles and guidelines, and engage in developing or revising rate for contracted services.

• Engages in pre-qualification review/certification of contract proposal or a review of subrecipient and another contracted agency budget. Make suggestions to revisions of the contract language to departmental administrators.

• Performs audit of gross revenues

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