Administrative Officer
Resume:
Cothesia O. Mitchell Duckett
Suitland, MD
*******@*****.***
SECURITY CLEARANCE: Secret (Updated March 2013)
SUMMARY OF QUALIFICATIONS: Administrative professional with over 3 years with the Department of State (DOS) and more than 10 years of experience in supporting diverse Department of Defense (DOD) regulatory operations, implementing special projects and security programs using up-to-date information management programs and equipment. Mission focused, motivated, self-starter, able to work independently or with a team to achieve program success. Demonstrated ability to learn new skills and adapt to changing procedures in order to succeed and get the job done. Systems trained in with Department of State (DoS): Knowledge Lake, SharePoint, TATEL, GEMS, Ariba, NetPlus, MetaStorm administrator, E2, MyServices and eCC. PROFESSIONAL EXPERIENCE:
Department of State, Office Management Specialist Sep 2019 - Present 2201 C Street, NW, Washington, DC 20520.
● Provide executive support for Office Director(s) & Division Chief(s), prioritizing and deconflicting their engagements consistent with office priorities. Support director(s) initiatives and direct participation by INR/TIO & INR/PSC staff as needed. Special projects, as requested by supervisor(s), are carried out promptly and accurately.
● Time and attendance are submitted bi-weekly through Web-TATEL, and I maintain Timekeeping records for four offices.
● Serves as the Office Travel Arranger and liaisons with INR/TIO & INR/PSC to ensure all office travel arrangements and payments documents are processed accurately within the appropriate time frame.
● Accurately plan and complete other administrative tasks, including managing the office’s meetings and calendar and arranging interviews, and onboarding new personnel for the office.
● Escort guests and ensuring proper security procedures.
● Serve as primary POC for all office personnel for all administrative matters before referring to INR/EX.
● Assist with entering inventory into the ILMS Database.
● Experience in serving as a proxy for all supported office supervisors in ePerformance tracks timeliness and completes e-performance tasks in the allocated time frame.
● Support offices and customers on conference room scheduling for various uses.
● Continue to pursue training and professional development related to office administration and management skills, including enrolling in at least one formal training course offered by the Department. I have already completed 32 training from FSI.
● Maintain the calendar for Principal Deputy Chief Information Officer and 3 Deputy Chief Information Officers
● Meet with Chief Information Officer & Principal Deputy Chief Information Officer bi- weekly to organize calendar and schedule
● Manage & Decipher Weekly Activity Report (WAR) for 18 people and convert into summary for upper management. (using the AI tool)
● Time and Attendance for three offices
● Maintain supplies and inventory records
● Organize quarterly team meetings and office morale functions for two offices
● Records Management
Veteran Enterprise Solutions Inc., Program Administrator Jan 2017 – Sept 2019 6507 Wynema Court, 2nd FL., Alexandria, VA 22315
Miracle Systems, Administrator Aug 2015 – Jan 2017 1555 Wilson Blvd, Ste. 600; Arlington, VA 22209
Department of State, Bureau of European and Eurasian Affairs and International Organization Affairs, Program Administrator
● Assign work orders in the MetaStorm system.
● Monitor Telephone bill (landline) and Cable bill (BNET) for both Bureau of European and Eurasian Affairs (EUR) and International Organization Affairs (IO).
● Update the SharePoint site with daily changes within the office of General Services Division (GSD).
● Maintain Subscriptions (magazines & newspapers) for the two Bureaus.
● Monitor, maintain, and submit T&A for both Contractors and Civil Service employees
● Assist Administrators on the Contract team with invoices, spreadsheets and other task.
● Assist with Maintaining the Conference Room calendars.
● Update the phone list and call trees as necessary.
● Enter/Update data entry in Knowledge Lake.
● Work on Special Projects assigned by various co-workers.
● Trained in Emergency Notifications
● Maintain Spreadsheets updated with invoice information
● Assist with E2 forms and resets
● Assist GSO’s with special projects to include unsupervised escorting Secretary III, Allied Technical Services Group Jan – Jul 2015 8082 Willow Oaks Corporate Dr. Ste. 630; Fairfax, VA 22031 Office Management Specialist
● Front Desk Receptionist: meet, greet and assist visitors/employees who enter the office for various reasons.
● Maintain Conference Room calendars.
● Update phone list and call trees as necessary.
● Enter/Update data entry in Knowledge Lake.
● Work on Special Projects assigned by various co-workers.
● Trained in Emergency Notifications
Document Specialist, MVS Consulting, Inc. Aug – Oct 2014 1150 18th Street NM, Washington, DC
● Converted paper documents into electronic files. Scanned documents into a specific company filing program.
● File records chronologically by using both alpha and numerical names. Boxed paper files to be archived.
Senior Administrative Assistant/Export Control Specialist, Mega-Tech Corporation 701 West Broad Street, Falls Church, VA 22046
Defense Technology Security Administration (DTSA), Alexandria, VA Jul 2003 – Mar 2014 I was accountable for executing all administrative and information management activities within the Licensing Directorate (LD) of the Defense Technology Security Administration (DTSA). This includes personal support for the Licensing Director as well as managing competing support requests from senior civilian and military personnel.
● Maintenance of office library, including cataloging, distribution and record keeping
● Assuring office is fully operational and stocked with necessary tools for functionality.
● Manage all issues related to telephones, computers, printers, software, copiers and fax machines to ensure a steady workflow. Order monthly office supplies to ensure all stationary needs are met.
● Personnel management, including suspense reminders and financial records.
● Assist with planning and execution for all directorate events, including social welfare and morale activities.
● Assist visitor clientele with entry into the office and support via telephone. Handle facility visitation certifications via Joint Personnel Adjudication System (JPAS).
● Perform filing, data management, drafting and editing short office memos.
● Prepare, create, review, finalize, and monitor all official correspondences for Licensing Directorate and Licensing Analysts through the Security Control and Coordination Portal
(SACCP).
● Maintain accountability of secure communications equipment.
● Handle secure memos/facsimile, phones; secure the safe which house key for facsimile on a daily basis.
● Scan, copy, and file documents and licensing records for all Licensing Analysts as well as senior officials in DTSA with appropriate unclassified and classified cover. Created new cases daily in the USXPORTS database (the electronic filing system for export licenses) as well as Commodity Jurisdiction Determination Applications. Communicate with various DOD Agencies as well as the Department of State through Groove referencing Commodity Jurisdiction Determinations. Input Missile Technology Export Control
(MTEC) positions in the USXPORTS database.
● Prepared and updated Standard Operating Procedures for LD. Maintain the weekly and monthly LD Graphic Presentation of Case Processing, as well as yearly data reports.
● Attends and participates in meetings to advise on status of training, workload, advance planning of projects, and to submit recommendations for improvement in productive capability and processes.
● Prepare Security Certifications for staff that visits of other Cleared Government facilities. Checked clearances in the JPAS system for staff visiting other agencies and sent the clearance certification to the location prior to arrival. Submit outside the Continental United States (OCONUS) clearances thru Aircraft and Personnel Automated Clearance System (APACS).
● Provide immediate IT and administrative support for 30 senior Licensing Analysts in the Licensing Directorate (LD).
● Update and maintain all training and travel spreadsheets.
● Ensure all newly-assigned office personnel were properly trained and situated.
● Schedule meetings and conferences for internal /external visitors. Education:
Bowie High School June 1985
Some College (Attended Jefferson Business College, it closed before completion 1985-87)
• StateChat (2025)
• ILMS (2025)
• Excell 365 (2025)
• Administrative Support: Interacting Effectively w/Colleagues (2025)
• The Definitive Executive Assistant and Managerial Handbook: A Professional Guide to Leadership for all PAs, Senior Secretaries, Office Managers and Executive Assistants (2025)
• The High Potential's Advantage: Get Noticed, Impress Your Bosses, and Become a Top Leader (2025)
• Administrative Support: A Positive Professional Image (2024)
• Administrative Support: Developing You Essential Skills (2024)
• Administrative Support: Working in Partnership w/Your Boss (2024)
• Tags & Terms (2024)
• Customer Focus (2024)
• Simplified Acquisitions Procedures (2024)
• Art of Staying Focused (2023)
• Maximize Your Productivity by Managing Time and Task (2023)
• Purchase Card Cardholder and Approving Official (2023)
• Organize Your Physical and Digital Workspace (2023)
• Travel Arranger & Policies (2020)
On-The-Job Training
● MyServices & eCC training
● Typing @ 55 WPM
● SCI Management Course
● SCI Security Management Course
● Information Assurance Training
● DoD Government Purchase Card
● DoD Travel Card, Cardholder Training Course
● Micro-Purchase Procedures
● Defense Travel System Training
● Official Passport Training
● DOD Security Official Course (SCI-SSO)
● Physical Inventory Management: Production, Planning and Control for Supply, Physical Inventory Management, Parts Management in Depot Maintenance Depot Transportation Management.
● TATEL
● KnowledgeLake
● E2
● MetaStorm
● Reserve!t
Security Clearance: Top Secret w/CI-Poly.
References: Upon Request
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