Remote Executive Assistant with 6+ Years Admin Experience

Dorothea Jacobs

Cell: 832-***-**** Email: ***.********@*****.***

Professional Summary

Experienced administrative professional with over 10 years of expertise in government operations, property management, human capital, and customer service. Proven ability to lead cross-functional teams, streamline administrative processes, and deliver exceptional support in high-pressure environments. Skilled in federal regulation interpretation, technical systems, and stakeholder coordination, Microsoft, PowerPoint, Excel and Data Bases.

Core Competencies

• Office & Property Management • Federal Regulations & Compliance • Administrative Operations • Customer Service & Liaison Work • Staff Training & Development • HR & Hiring Processes • Financial & Budget Management • Transportation Coordination • Technical Systems & Data Entry • WebT&A, Time and Attendance

Education

Masters in Administration of Criminal Justice, June 2012

University of Phoenix, Houston, TX

Bachelor of Science in Business/Management, June 2009

University of Phoenix, Houston, TX

Certifications & Professional Training

Notary Public, August 2023

•Certified Contracting Officer Representative (COR), October 2019

• AgLearn Administrator Training, December 2021

• BEI/Structured Facilitator, US Department of Agriculture, October 2015

• All-Hazards Admin/Fin Section Chief, FEMA, August 2013

• ICS 300/400 Advanced ICS Command Incidents, FEMA, March 2011

• Paralegal Certification, Southwestern Professional Institute, February 2000

Independent Contractor – Medical Transportation/Delivery

Sept 2024 – Present

Provide non-emergency transportation for Medicare/Medicaid patients. Confirm rides, assist clients with mobility issues, manage claims in MTM system, and coordinate with dispatch.

I also drive for Walmart/Spark delivering groceries for Walmart customers. I communicate with customers and support personnel via the Spark App if there is an issue with the order. I can view the address of delivery-on-delivery orders and view the shopping list if the customer requests a shopping and delivery order. I have a 97% on time arrival at pickup, 99% completion rating, and a 4.9 customer rating on a 5.0 scale.

Property Management Specialist – USDA (Remote)

Aug 2020 – Dec 2023

I previously oversaw inventory and property across three programs. Created tracking systems, trained staff, processed equipment transfers, and coordinated with APHIS AAMD. Managed General Management inbox and supported fleet vehicle documentation. Trained Accountable Property Officers on federal regulations and policies on property management. Created spreadsheets to assist in tracking and maintenance of all vehicles within the unit. Data enter information regarding vehicles into the spreadsheet to track maintenance, gas and any expenditures on vehicles. Data enter vehicle information into the federal data base system for vehicles; this will track all vehicles nationwide with headquarters. I created a spreadsheet that would track other expenses within the unit, purchase of office supplies, equipment, any travel taken within the year this too would assist to determine the next fiscal year budget.

Customer Service Rep – Modivcare - (Remote)

May 2021 – Aug 2021

Scheduled and coordinated medical transportation for Medicare members. I would take calls from Medicare members who need a ride to their doctor appointments. I would take the call and obtain the information needed to schedule a ride for the member. Member name, address, member number etc. and I would data enter this information into the Modivcare system. The member would in mostly for an “A” trip which meant they only need a ride to the doctor and have a ride home. Other times the member will call in for an “A” and “B” trip and this would be a round trip to and from their doctor appointments. I would need to know if the member can get into a vehicle without assistance because this is information the driver will need to know. I assisted members with ride issues and ensured timely arrivals for appointments.

Office Manager – USDA, Gainesville, FL

Jan 2017 – Aug 2020

• Led all administrative operations across multiple USDA programs in Florida.

• Tracked personnel status, managed onboarding/offboarding, and processed hiring waivers.

• Supervised facility maintenance, janitorial, and landscaping contracts.

• Served as liaison to HR, processed SF-52s (Personnel Action Notice), conducted and reviewed performance evaluations.

• Conducted employee orientation, benefits counseling, and WebT&A system training, data entered leave and work hours for personnel in the unit. Conducted and reviewed leave audits to assure accuracy of leave balances for all personnel. Completed the paperwork for all personnel upon their exit from the agency to obtain their lump sum pay out, leave audit to determine the final leave balance and how much the individual will be paid out. Processed reimbursement request made by personnel.

• Managed bi-annual Leadership Team meetings, including venue negotiation and travel logistics.

• Created and maintained spreadsheets to track property, hiring waivers, and budget expenses.

Program Support Assistant – USDA, Houston, TX

Oct 2008 – Jan 2017

• Coordinated with HR and management for staffing, onboarding, and benefits processing.

• Maintained statewide personnel rosters and monitored hiring pipeline and approvals.

• Supported cooperative agreements including tracking reports and resolving discrepancies.

• Assisted with travel bookings, timekeeping, supply ordering, and equipment management.

• Trained admin staff on policy changes, federal systems, and documentation procedures.

• Participated in legal evidence preparation and facilitated hiring documentation review.

• Managed Combined Federal Campaign and Feds Feed Families initiatives.

Adjudication Supervisor – Harris County Toll Road Authority

Apr 2006 – Oct 2008

Supervised 10 employees in two different locations in Houston TX. I worked three days in one office and two in the other. I supervised employees who reviewed the docket for the Administrative Hearings we held for toll road violators. I trained new and current personnel on toll road compliance guidelines. I would train personnel to review the docket to determine if any person listed on the docket can have their fees waived because they may have a toll account already. To see just how much we may reduce the docket from its original amount of 200 people per docket. Most times we can reduced the docket by maybe almost 1/2 or to 1/3 by waiving fees to the account, reducing the fees and the person can open an account to reduce the fees and have some fees waived. I kept a spreadsheet of the most regular violators of the toll road and the individuals who owed the most in violations. I represented Harris County at these administrative hearings to provide Harris County Toll Road regulations and policies that determined the amount of fees owed for these violations. I would also give guidelines as to how much these fees can be reduced during negotiations in the hearings.

Additional Experience

• Loan Processor – Self-Employed / Innova Mortgage Co. (2004–2006)

• Customer Service Supervisor – Houston Passport Agency / USPS (1983–2004)

• Operations Supervisor – US Navy, Cecil Field FL (1978–1982)

Detail Assignments & Leadership Projects

Served in various temporary assignments supporting emergency operations, staff supervision, training, and administrative coordination across multiple states. Notable deployment to Puerto Rico for Med-Fly eradication effort with NIMT.

References

Available upon request.

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