Administrative Assistant Management Specialist

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

502-***-**** ********@*****.***

AMBER NICOLE GADLAGE

OBJECTIVE

HIGHLY MOTIVATED AND DEDICATED PROFESSIONAL WITH A STRONG WORK ETHIC AND PROVEN ABILITY TO QUICKLY ACQUIRE NEW SKILLS AND DELIVER ACCURATE, TIMELY RESULTS. A NATURAL SELF-STARTER WITH AN ENTHUSIASTIC AND PROACTIVE APPROACH, COMMITTED TO CONTRIBUTING POSITIVELY TO TEAM AND ORGANIZATIONAL GOALS.

EXPERIENCE

Administrative Assistant/Assist Records Coordinator January 2023-Current

United States Attorney’s Office 717 West Broadway Louisville, Ky

In January 2023 after 4 months as a contractor with the U.S. Attorney’s Office, I was offered a full-time position primarily responsible for assisting the Records and Information Management Specialist with ensuring over 6,000 files were properly closed out and shipped to the National Archives and Federal Records Center. The duties included, but were not limited to:

Collect closed files from both criminal and civil divisions

Prepare physical file with proper labeling requirements

Shelve files for future retrieval or transfer

Box closed files for accession and transfer to the Federal Records Center

Pulled closed files from the on-site storage when requested, ensure files are properly charged out, and returned to storage when file is no longer needed

Ran reports and gather information in CaseView as needed to properly process closed files

In addition, I have served as an integral teammate to the Administrative Division, taking over the district’s property program. The property program involves overseeing the life cycle of over 500 pieces of capitalized property, spared out among the 100 employees in four offices throughout the district. I oversee that all capitalized property is accurately identified once it is received, tracked while it is relocated between employees or offices, and is properly disposed of once the item is ready to be retired. I am responsible for ensuring that all property is accurately entered and removed from the Asset Portfolio Management system and all Department of Justice and U.S. Attorney’s policies are followed.

I also provide much needed assistance to the Administrative Division in the flowing areas:

I serve as the Third Party Drafter site administrator, responsible for maintaining all the checks that are issued for services and performing quarterly and yearly audits that are provided to Executive Office for United States Attorney’s as compliance checks.

Experienced Purchasing Professional: Successfully managed purchasing operations, overseeing over $75,000 in expenses for office supplies and services over two years. Developed strong vendor relationships and ensured meticulous documentation for expense justification and approval processes. Maintained accurate financial records and generated comprehensive reports to ensure compliance and cost control. Managed specialized expense accounts including corporate travel and facility-related expenses, performing timely reconciliations within the company's financial management system.

Facilities Coordinator & Access Control Specialist: Provided essential support to facilities management, handling a wide range of building-related issues. Served as a key liaison between the company and external stakeholders, including building owners, maintenance contractors, and vendors. Assisted employees with property concerns and managed the comprehensive key access control system, meticulously tracking all office keys and maintaining an up-to-date key control log.

Assist with other mandatory tasks, such as processing and distributing all incoming correspondence and packages, accurately recording the receipt of any checks received in the office in accordance to the Department of Justice regulations, and providing backup assistance to the office receptionist.

Notable Projects:

Criminal Cases with Defendants on Forfeiture Counts - Ran Case List for each Criminal AUSA in CaseView, then created Excel spreadsheet identifying each active case that contains a defendant listed on a forfeiture count. List given to Records Coordinator so that those cases could be corrected to accurately reflect the current status of each case within CaseView.

Wall-to-Wall Inventory - Did most of the wall-to-wall inventory of our office for the Systems Manager of the USAO in the Western District of Kentucky, verifying barcodes and serial numbers of all government devices.

Essential Records Report – This meant gathering lots of information, from many different individuals in the office. This also ensured the person responsible for the different emergency plans, backups, and other things alike, in place and were up to date. This was to assistant the Records Manager of our office.

Administrative Assistant/Customer Service Rep January 2019-January 2020

Alpine Auto Finance 11700 Commonwealth Dr #602 Louisville, Ky

Proactively reconciled customer accounts and resolved billing discrepancies, enhancing client satisfaction.

Utilized advanced Excel functions to generate and analyze daily financial reports, pinpointing and rectifying data errors.

Processed and applied customer payments accurately through both online portals and manual entry systems.

Tracked and resolved account issues, collaborating with cross-functional teams to ensure data integrity.

Managed repossession activities, serving as a liaison with external recovery companies and maintaining comprehensive records.

Streamlined mail processing, efficiently handling and distributing incoming and outgoing correspondence.

Maintained updated client information, including insurance records, ensuring data accuracy and compliance.

Provided exceptional customer support via phone, effectively addressing inquiries and resolving issues.

Prepared and organized materials for internal and external communications, ensuring professional presentation.

Administrative Assistant/Court Scheduler June 2018-December 2018

Greene and Cooper 2210 Greene Way Louisville, Ky

Detail-Oriented Operations & Support Specialist:

oMaintained meticulous attention to detail while following established policies and procedures for all client accounts and internal documentation.

oSuccessfully reconciled discrepancies with clients, ensuring accurate records and facilitating clear communication.

oContributed to team efficiency through effective task management and workflow optimization.

oProvided comprehensive customer service and support, collaborating with pre-legal and post-judgment teams to resolve client issues.

oMaintained accurate and complete electronic records, ensuring data integrity and ease of access.

Data Management & Quality Assurance:

oValidated the accuracy of entered data by comparing scanned judgments with the CLS system.

oExpertly utilized the CLS system for efficient case management and data tracking.

oAssisted with the preparation of legal documentation for multiple states.

Account & Client Management: Managed client communication, reconciling discrepancies and providing exceptional customer service throughout the pre-legal and post-judgment phases.

Process Improvement & Quality Control: Maintained meticulous adherence to court and office procedures, ensuring accuracy in data entry and documentation. Conducted reviews of scanned judgments to verify data integrity within the CLS system.

Legal Support & Coordination: Streamlined communication with internal and external counsel, coordinated attorney appearances, and documented court proceedings and outcomes.

Administrative Assistant/Legal Collector October 2011-May 2018

Fenton and McGarvey 2401 Stanley Gault Parkway Louisville, Ky

Legal Pleadings & Filing: Expertly drafted and electronically filed a wide range of legal pleadings for diverse jurisdictions, meticulously verifying each document for accuracy against county-specific requirements before routing for attorney signature.

Client Relationship Management: Managed client interactions, including settling accounts and providing clear, concise information regarding case status and receiving documentation. Facilitated seamless communication between clients and the Pre-Legal and Post-Judgment teams

Operational Efficiency & Process Improvement: Instrumental in designing and implementing new processes that significantly enhanced workflow and ensured consistent, efficient operations within the legal department.

Data Integrity & System Proficiency: Maintained high levels of data accuracy through diligent entry into electronic databases like CLS and leveraging advanced Excel functions for reporting and analysis.

File Management & Court Liaison: Oversaw the precise closure and reopening of client files, ensuring adherence to specific client stipulations. Coordinated with courts and managed necessary documentation for seamless court filings and proceedings.

Comprehensive Administrative Support: Managed all aspects of mailroom operations, from daily pickup and sorting to applying postage, handling outgoing correspondence, and preparing critical overnight packages, ensuring efficient and timely delivery.

EDUCATION

August 2008- December2010 Jefferson Community and Technical College Louisville, KY

May 2023-May 2024 Southern New Hampshire University Louisville, KY

References:

Christopher Francis- 502-***-****

Kathryn Holderman- 803-***-****

Bianca Hadley- 502-***-****

Rachel Thomas- 502-***-****

Molly Riley- 502-***-****

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