Administrative Assistant - Data Entry and Transcription Expert
Resume:
Constance Cooper
Administrative assistant, word processing, data entry, transcription, data mining,
digitization (sort, prep, scan, index). (An IN-DEPTH COVER LETTER can be found under
"Additional Information," below.)
Potomac Falls, VA 20165
*******@*******.***
Professional Summary
My background consists of the following:
• Sixteen years of office experience: Secretary/Administrative Assistant. Production Typist (word processing). Data Entry. Scanning/Digitization (sort, prep, scan, file electronically). Data Mining. Receptionist. Telephone Operator.
• Freelance Writer (8 published articles).
• A few years as a Driver (includes Medical Courier).
• Three years as the 24/7 caretaker of elderly parent recuperating from broken hip; prior to that, ten years as the primary social outlet for same elderly parent.
• One year as assistant manager for a horticultural company.
• A few years, part-time, conducting my own business as a "Distributor" for Amway Corporation (sales, some sponsoring).
• BACHELOR OF SCIENCE (Virginia Polytechnic Institute and State University). A COVER LETTER is included near the end of this resume under "Additional Information." Authorized to work in the US for any employer
Work Experience
Office Administrator
Homewatch CareGivers (OPL Services, Inc.)-Sterling, VA August 2025 to Present
Follow up on no-show notifications which come in simultaneously via texts (on Texting.Biz) and emails
(sent by Kantime) by doublechecking caregiver calendar, calling the caregiver, and calling the client. Occasionally send mass texts ("campaigns") to all caregivers to urgently fill a shift. Keep client informed. Journal everything in caregiver's and client's Kantime file, and email info to office staff. Take client leads live. Each lead comes in by simultaneous text, email, and telephone call. While reading the email, simultaneously accept the initiation of an outgoing telephone call to prospective client. Review and find out details of prospective client's needs, explain our services, schedule appointment. Use ClientTether to record all information from the telephone call and to send a personalized email to prospective client.
Answer telephone calls and texts from caregivers and clients. Answer scheduling questions, clock a caregiver in or out if they cannot do it. Answer questions about caregivers's paychecks by comparing their time entry record (in Kantime) to their paystubs (in Paylocity). Deposit incoming checks remotely and log each check in log. Scan incoming insurance payment information and checks to billing service. Print and mail paper invoices. Mail Long Term Care Claims. Scan incoming pay garnishments to Paylocity for processing and into caregiver's electronic file. Track "Expiration Items" on a weekly basis for all employees. Items which must be up to date include drug screening (saliva test, which I administer in the office), driver's license, and auto insurance. Ask each employee (via text, email, and telephone call) for their renewed information or to come in for the drug test. In addition I instigate (via Kantime) the annual background check (from ClearStar) for each employee
(when due) and review the results to be sure compatible with the rules for employment. Occasionally look up Certified Nursing Assistant (CNA) certification dates. Scan all records (background check report, drug screening documentation, and photos of renewed driver's license or auto insurance) into employee Scan123 file. Update employee personnel file with resultant new expiration dates. Weekly Orientations of New Hires: Print out various documents needed for each new hire and include a drug test kit for each. Greet new hires as they arrive, text/call if they are late, and inform Recruiter of late arrivals. Take photo of each new hire and obtain driver's license, auto insurance, social security card, and, if applicable, green card or passport, as well as any certifications (such as CNA). Scan, download, and ultimately upload into Scan123 all documents. Integrate the photo of new hire into badge template; print and assemble photo badge. Perform E-Verify for each new hire and complete page 2 of I-9 forms. In Kantime: confirm whether or not certain steps in the hiring process have been completed and enter the expiration dates for their auto insurance, driver's license, 90 day review, annual review, and drug test. Handle employee awards (three types):
(1) Certificate of Appreciation (a.k.a. "Excellence" award). Two or three chosen weekly by Operations Manager. Create certificate, log out $20 gift card, mail to employees.
(2) Caregiver of the Month. $100 gift card (or addition to paycheck), create certificate, take photo of employee (or use photo on file), order small nameplate stating month and employee's name (to be added to the year's plaque on office wall), create writeup about employee. Email writeup and photo to individual who creates newsletter and social media for the company.
(3) Award for caregiver who reported to work on time every day the previous month (one employee chosen at random from many): certificate and $50 gift card. Print, assemble, maintain supply of New Client Evaluation Packets (for client managers to pick up on their way to meet a prospective client).
Track the birthdays and deaths of all clients, caregivers, and office staff; have the office staff sign appropriate cards (birthday or condolence) for each; mail the cards. Attend/participate in three types of meetings (described below). All meetings are conducted by Owner and attended by the Operations Manager, the three client managers, the nurse (usually remotely), the Recruiter (remotely), and myself. Two of the meetings are also attended by the Co-Owner. At the end of each meeting each person says what might be on their mind and what they have on their calendar for the day. The three meetings are as follows:
(1) Daily 9:30 a.m. staff meeting.
(2) Weekly staff meeting, during which Owner gives a PowerPoint presentation of the progress of the business during the past week (weekly performance metrics). This meeting is also attended by Co-Owner.
(3) Monthly in-person staff meeting with luncheon, during which Owner gives powerpoint presentation showing progress of business for past month. This meeting also attended by Co-Owner. Order the lunches for this meeting (email each attendee and use their emailed specifications to place an order online at a selected restaurant). If any staff member(s) had or will have a birthday during that particular month, obtain a gluten-free birthday dessert to commemorate the birthday(s). Create monthly update of the number of hours of care received by Veterans Administration clients during previous month, add brief notes if necessary, email same to the V.A. by the 5th of each month. Maintain and organize supplies: office, kitchen, latex gloves (from Amazon); branded items (from Collaterate.com); uniforms (from BUYmax); drug tests (from Micro Distributing); nameplates and plaques for awards (from Trophies to Go).
Owner hosts a twice-a-month Local Leaders meeting in conference room at 8:30 AM--no duties associated except to have the office open and, if Owner not present, make coffee. Communicate with staff via Teams and email.
Set up Lyft rides for caregivers.
Prescreen applicants for employment over the phone if Recruiter cannot take the call, and scan info to Recruiter.
Maintain binders containing the paper contracts for all clients, whether active or inactive. Weekly, create contact list of all active clients and active caregivers for self, as this info changes weekly Cover phones, front desk, during the business day. Arrive a few minutes before 8:00 AM to ensure relief of the on-call who stops at 8:00 AM. (Remaining staff arrives at 9:00 AM.) Unlock entry door, cabinets/ drawers; turn on lights. Read unread emails and new incoming text messages. This franchise may soon be sold or closed.
Digitization Specialist (Prep, Scan, Index)
VASTEC, Inc.-Alexandria, VA
February 2021 to October 2021
(A Reference--A Project Manager is one of my references.) Scanned, proofed, and indexed boxes of files containing sensitive documents pertaining to Government and military personnel.
Scanned primarily mental health records pertaining to officers in the military. Also scanned travel/ transportation logistics for high-ranking Government and military personnel, as well as a few library books from the library of a military base. "Project" names included Andrews Air Force Base, Wright Patterson Air Force Base, DODHRA or Pentagon, and Wage.
For a few days until a large scanner was available, used a small, lightweight, upright scanner. Then, and for the majority of the time, I used a flatbed scanner, Model No. 6770. After scanning, proofed each scanned page via the computer screen (computer connected to scanner). Named (indexed) the electronic file (i.e., the conversion of the paper file), and saved it in its proper place in the electronic filing system.
At the end of each day, initiated the Optical Character Recognition (OCR) process for all files I had scanned that day. (The computerized OCR-ing process would continue, on its own, into the night, until completed.) Each morning, moved what had been "OCR'd" to my own "Completed" electronic folder. Once an entire box of files had been completed: stamped the box "Scanned" and put it in the appropriate stack of completed boxes, identified (by signs on the wall) as to Project name and Batch number (within that Project).
The individual who was the Project Manager for most of the time I was there is one of my references. Office Support (Administrative Assistant, Word Processor, Receptionist, Data Entry, etc.)
Temporary Agencies-McLean, VA
December 1980 to July 2009
Fifteen years of office support, accumulated 1980-2009. (However another year has been accumulated more recently, not itemized below, for a total of sixteen years). HARDWARE AND SOFTWARE USED INCLUDED, AMONG OTHERS:
• Word, WordPerfect, NBI, Lexitron, and other word processors.
• Company-specific software for: accounting (at Booz-Allen & Hamilton); procurement (at TRW); customer service (at The Hecht Company); and SAP and ISSAIC (at SAIC).
• Data entry software (Access, AS 400, vTech, Lotus 1-2-3, Excel, Lingo Provisioning).
• Time entry software (Timeslips by Sage, and Rainmaker).
• Transcription equipment.
• Receptionist telephone systems.
• Email (Outlook).
DUTIES PERTAINED TO THE POSITIONS OF:
• Administrative Assistant
• Legal Secretary (for example, "Legal Secretary" at a small firm in McLean, Virginia, August 2001-July 2002, and "Legal Secretary/Floater" at a large firm in Bethesda, Maryland, July 2006-January 2007)
• Word Processing Specialist (for example, production typist of proposals for Government contractors SDC and Mitre)
• Data Entry Specialist (such as for a hospital's donations database)
• Receptionist
• Switchboard Operator
DUTIES INCLUDED:
• Secretarial -- for executives and departments within companies; and for partners and associates within law firms.
• Assignments were for defense contractors, law firms, and other companies.
• Was granted Government security clearances (used on assignments at, for example, Mitre, TRW, BDM, and SDC).
• Learned on the job how to use various computer hardware and software, as well as telephone
(secretarial and reception) systems.
• Followed oral and written instructions, operating guidelines, policies, procedures, regulations.
• Used transcription machines such as Dictaphone and Sanyo, or typed from handwritten originals.
• Typed correspondence, pleadings, proposals, technical documents, tables.
• Proofed the grammar and logic of all types of text, including technical text.
• Data entry (alpha and 10-key numeric) into, for example, Excel, Access, Lingo Provisioning.
• Entered attorney time into "Timeslips by Sage" and "Rainmaker."
• As receptionist, answered multiple incoming lines and transferred to multiple extensions. For example: I answered 12 incoming lines and transferred to 60 extensions at Booz-Allen & Hamilton; and 20 incoming lines to 25 extensions at R. Merriman & Associates.
• Greeted, signed in, and badged visitors.
• Performed all secretarial duties. Created/maintained files, calendars, meeting and travel arrangements, expense reports.
• Transcribed taped court proceedings following rules set forth in numerous booklets and handouts.
• Transcribed taped interviews of drivers describing auto accidents (ten-week assignment, State Farm Claims Service Center).
• Tested computer-related telephone devices to ensure indicators (VOIP, etc.) and telephoning capability operated correctly. (An unusual assignment.)
• Telephoned vendors and departments within TRW to resolve TRW's purchase orders that were a few years old and still open. (An unusual assignment.)
• Assisted in writing descriptions of functions of departments within PBS for a manager’s annual budget review presentation. (An unusual assignment.)
• Re-classified SAIC employees’ resumes to the highest pay level for each, per number years of experience. (An unusual assignment.)
(I have letters of reference and commendations as a result of the above office employment.) Education
Horticulture (includes the first 1.25 years in Architecture) (Bachelor of Science)
Virginia Polytechnic Institute and State University-Blacksburg, VA Skills
Microsoft Word Data Mining Typing speed of 80-100 words per minute with excellent accuracy. Appointment scheduling Phone answering Office supply management Grammar Experience Time management Customer service Proofreading Written communication Multi-line Phone Systems Clear verbal communication Microsoft Teams File organization Transcription Interpersonal communication Technical Proficiency Meeting scheduling Scanning Dependability 10 key typing Client services Courier Administrative experience - Administrative experience (16-20 years) Direct client contact Client communication Customer communication Providing product information Legal administrative assistant experience Phone etiquette Slack Organizational skills Customer inquiry handling Invoice processing Faxing Detail/accuracy oriented Greeting customers Microsoft Office Administrative experience within government industry Microsoft Outlook Data collection Phone reception Photocopying Caregiver (for elderly parent) Data Entry Alpha Numeric: my “Keystrokes Accuracy Percentage” was 99.8% per a “Data Entry Alpha Numeric” test in August 2019. Data entry (13,407 keystrokes per hour with 100% accuracy, per a
"ProveIt" test, 1/24/2018) Filing Administrative experience within technology industry Mail processing Time entry, into "Timeslips by Sage" and "Rainmaker" Multitasking Administrative Assistant & Clerical Confidential information handling Data entry Correspondence management Front desk Interpersonal skills C-Suite experience Communication skills (oral and written, including eight published articles) Order assistance Attention to detail Typing Windows Record keeping Word Processing Microsoft Excel Client meetings
Awards
Accelerated English Composition Program
9th and 10th grade, Langley High School, McLean, VA. National Honor Society; National Junior Honor Society; and Honor Roll Inducted end of Junior year, high school; inducted end of Freshman year, high school; 7th-12 grade
(respectively).
COMMENDATIONS:
“Of invaluable assistance…sound intelligence…good work ethic…would highly recommend.” (Crawford
& Company, a temp assignment through Adecco, 10/21/05)
“Excellent” in all categories, and would “recommend…without reservation.” (Manpower, 3/2004)
“Dependable…diligent…skilled…dedicated.” (Adecco, 8/10/01)
“Exceeded expectations…dedication to hard work…commitment to excellence.” (Adecco, 7/21/99)
“Highest possible rating…very reliable…good office skills.” (Manpower, 11/4/94)
“Performance befitting a Norrell employee.” (Norrell, 6/22/84) Certifications and Licenses
Driver's License
Additional Information
IN-DEPTH COVER LETTER
Dear Sir or Madam:
Please consider me for your employment opportunity. My experience is primarily in the office world (16 years). Duties have included those of:
• Administrative Assistant (Secretary).
• Word Processor (Typist).
• Data entry into: (A) Excel spreadsheets. (B) Company-specific databases. (C) Time entry software.
• Data Analyst (data mining).
• Digitization of documents (sort, prep, scan, index).
• Telephone Operator.
• Receptionist.
• Freelance Writer.
Background: I have a Bachelor of Science from Virginia Polytechnic Institute & State University (VPI). After a year as a manager in my field, I decided to change course and thus became a secretary (and, for a short while, a freelance writer).
Experience, skills, and traits include:
• Experienced with office equipment and software such as word processors, time and data entry software, transcription machines, telephone systems, fax machines, and copiers.
• Fast, accurate typist (80-100 wpm).
• Detail, accuracy oriented.
• Proficient with production typing (word processing). For example: proposal typing for Government contractors SDC and Mitre.
• Proficient with transcription of correspondence, legal pleadings, recordings of courtroom proceedings, and recordings of interviews with insurance claimants.
• Communication ability (eight published local-interest articles).
• Organized.
• Reliable, on time, dependable.
• Able to work on my own (including remotely).
• Trustworthy. For example, I have: (A) Scanned the mental health records of members of the military.
(B) Input (into Excel spreadsheets) names, addresses, phone numbers, social security numbers, and medical and financial information. (C) Scanned personal tax information. (D) Typed proposals classified as “Secret” and “Confidential” for Government contractors while on assignments through temp agencies. Many temp assignments were for Government contractors and required my having clearance. First I acquired Confidential and then, as required for other assignments, Secret. (I still have copies of a few of the documents I signed, such as "DLA Form 482, Security Briefing….”) Commendations I have received (noted more fully in the "Awards" section of my Indeed resume) highlight helpful personal characteristics:
• “Dedication to hard work”
• “Commitment to excellence”
• “Sound intelligence”
• “Skilled”
• “Diligent”
• “Dependable,” “very reliable”
Thank you for considering me for your opportunity and I look forward to hearing from you. Sincerely yours,
(Ms.) Constance V. Cooper
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