Administrative Assistant with 15+ Years Experience
Resume:
PORTIA E. LEE
Hampton, VA *3669
757-***-**** (CELL)
SECRETARY 111/JOURNEYMAN
STATE DEPARTMENT – Washington, DC.
ALLNATIVE GROUP (CONTRACTOR)
March 2020 to August 2022
Prepares materials needed for Supervisor for conferences, correspondence, appointments, meetings, telephone calls, etc. and informs the supervisor on matters to be considered.
Prepared meetings and interviews in Microsoft teams.
Read publication, regulations, and directives and acts or refers those that are important to the supervisor and staff
Prepares special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence, other offices, etc., under general directions
Advises secretaries in subordinate offices on new procedures
Request information needed from the subordinate offices on new procedures
Handled a wide variety of situations and conflicts involving the clerical or administrative functions of the office which often cannot be brought to the attention of the executive.
Update the duty Roster for H Staffing and of sign duties for the staff.
Due time and attendance for the office in WEBTATEL.
Receive and escort guests, and answer telephonic and email inquiries promptly and professionally, and interface with DOS management, Executive Directors and high-level contractor personnel, high-ranking outside officials, members of Congress, presidents and national unions or large national or international firms, etc., in unique situations.
ADMINISTRATIVE ASSISTANT
NAVFAC HEADQUARTERS - Washington, DC
May 2018 to NOV 2019
Provide support to Navy Expeditionary Programs Office
Responsible for Check-in/Check-out New and departing employees
Personnel support for Defense Travel System (DTS)
Maintain and Manage Office Appointments and conference room calendars
Manage incoming and outgoing correspondence
Minor property management liaison support with CIO for IT issues within NEPO
Assist NEPO employees with parking passes
Retrieved classified documents from the NAVFAC classified network and managed the NEPO Safe.
Put in STS tickets for issues with Computer and request software for the staff that need special software that they need for their job performance
Prepare and format out going correspondence that has be signed my staff.
Maintain and Manage Product Documents in TRIM
Prepared and tracked requisitions for office supplies, maintenance, and equipment
LEGAL ASSISTANT
Falls Church
October 2016 to May 2018
Provided support as Office Manager/Legal Assistant at the Department of the Navy, BUME Legal.
Was responsible for administration of litigation matters including case file.
Management preparation of docket tracking systems.
The maintenance of administrative files logged in the appointment set for dockets and counsel.
Monitoring the quality of work in compliance with legal requirements.
Responsible for meeting all deadlines by administratively managing the human technical, clerical resources of the office.
Established all files and records of the General Litigation Division.
Were responsible for opening and sorting the mail, reviewing submitted documents for Claims.
Entered new claims into the database and established case files upon receipt.
Gathered information pertinent to the Appeals Process for assigned Attorney's and Paralegal's.
Coordinated meetings, conferences, and travel arrangements.
Coordinated scheduling monthly calendars for division attorneys.
Set up and maintained filing systems; timekeeper for three civilian personnel.
MANAGEMENT SPECIALIST
VASTEC, Inc - Alexandria, VA
March 2015 to November 2016
Duties: Accomplishments and Related Skills
Prepare documents for scanning
Create index for company files indicating information, such as firm name and Address product category and index code to identify material
Sizes documents into scanning size and format per project requirements
Meets customer satisfaction by consistently prepping, scanning, inspecting,
Compiling, and assembling projects accurately in a timely manner while maintaining Standards Sizes documents into scanning size and format per project requirements
Satisfied customers by consistently prepping, scanning, inspecting, compiling, and assembling projects accurately in a timely manner while maintaining standards.
Document Scanner
Apex-Lockheed Martin Fall Church
December 2013 to March 2015
Provide Administrative Support for the US Army, Department Personnel Management Office (DPMO).
Create and maintain the database for the soldiers that were enlisted in both WWI and WWII. Ensure accurate data entry of confidential records, newly recovered enlisted military and civilian personnel who died outside of the United States and have been returned home and laid to rest on US soil.
Assemble document packages which includes indexing, tabbing, numbering, and labeling for image scanning of declassified files making them available for posting online for US citizens based on the bill passed by the US Congress Freedom of Information Act (FOIA).
Prepared follow-up weekly reports based on established procedures in retrieving, tracking, and copying case file materials to track the progress and number of records that have been uploaded to the database based on the terms of the existing contract for year ending 2014.
Proofing editing and correcting Othered text files to allow easy access database searches. Point of Contact for Civilian and Government personnel per contract statement of work (SOW)
Administrative Assistant
Contemporary Agency Staffing, Inc. – Fort Washington, MD
November 1997 to December 2013
Duties, Accomplishments and Related Skills:
Provided administrative and secretarial support to Library of Congress (Fed link Department)
Served as receptionist; answered telephones, assisted customers, vendors, and agency staff.
Handled documents copying, faxing, and vendor orders. Maintained, vendor log and all department files.
Administrative Assistant
Contemporary Agency Staffing, Inc - Washington, DC
March 2010 to December 2011
Provided support as Administrative Assistant to the Corp Chief Office at BUMED.
Kept schedules updated for meets, conferences, updated the calendars for Corp Chief and staff. Arranged and confirmed military and civilian appointments and events.
Prepared and managed high-level, highly confidential correspondence, reports, and documents.
Acted as liaison between internal and external contacts, by providing telephone support for assigned Corp Chief Office.
Organized and coordinated meetings, conferences, travel arrangements for Corp Chief and staff.
Prepared, reconciled, and uploaded final expense vouchers into Defense Travel System, submitted for approval.
Entered staff time and attendance into SCADA system.
Prepared and tracked requisitions for office supplies, maintenance, and equipment.
Maintained current officer's contact directory as well as Staff Officers and Division personnel files.
Secretary
Contemporary Agency Staffing, Inc - Norfolk, VA
March 2008 to March 2010
Provided administrative support to Director of Joint Forces Command, Department of Directive SystemC-4, J6
Maintained the schedules and calendars for Joint Forces Command Suite. Arranged and confirmed military and civilian appointments and events. Computerized the Colonel's and the Conference Calendar.
Coordinated with all staff to track and organize Command-wide functions.
Acted as liaison between internal and external contacts by providing telephone support for assigned for the Command Suite
Prepared and managed high-level, highly confidential correspondence, reports, and documents.
Organized and coordinated meetings, conferences, travel arrangements for Command Suite.
Coordinates with subordinate supervisors to ensure that key staff members are present at meetings and briefs the participants before meetings occur.
Prepared, reconciled, and uploaded final expense vouchers into Defense Travel System, submitted for approval.
Entered staff time and attendance into SCADA system.
Prepared and tracked requisitions for office supplies, maintenance, and equipment.
Maintained current Officer's contact directory as well as Staff Officers and Division personnel files.
Secretary
Naval School of Health Sciences (NSHS) - Portsmouth, VA
March 2005 to March 2009
Provided administrative support as Secretary to the Captain, of Naval School of Health Sciences (NSHS).
Acted as liaison between internal and external contacts by providing telephone support to NSHS Chiefs and staff.
Greeted visitors and candidates for interviews establishing nature of call or visit.
Maintained schedules and calendars for Command Suite including Master Chief, Captain, and Executive Officer staff. Arranged and confirmed military and civilian appointments and events.
Prepared for CO/XO or CMC signatures and managed high-level, highly confidential correspondence, reports, and documents; included gathering materials for meetings as well as presentations.
Organized and coordinated meetings, VTC conferences, travel arrangements for NSHS Chiefs and staff; as well as prepared minutes of CO's meeting and Officers FITREP
Prepared, reconciled, and uploaded final expense vouchers into Defense Travel System, submitted for approval.
Prepared and tracked requisitions for office supplies, maintenance, and equipment. Maintained current contact directory and personnel files for all staff officers and civilians.
Legal Assistant
Office of the Judge Advocate General Office
March 2001 to March 2005
Provided support as Office Manager/Legal Assistant at the Department of the Navy, Office of the Judge Advocate Office, Litigation Division.
Responsible for administration of litigation matters including case file management and preparation of docket/tracking systems; directing and overseeing the maintenance of administrative files, logs, and appointment dockets for counsel; Monitoring the quality of work in compliance with legal requirements.
Responsible for meeting all deadlines by administratively managing the human, technical, and clerical resources of the office.
Supervised the establishment and maintenance of all files and records of the General Litigation Division.
Responsible for opening and sorting the mail, reviewing submitted documents for claims.
Entered new claims into the database and established case files upon receipt of the claim.
Gathered information pertinent to Appeals Process for assigned Attorneys and paralegals.
Organized and coordinated meetings, conferences, and travel arrangements. Maintained schedules and monthly calendars for division attorneys.
Set up and maintained filing systems; timekeeper for three civilian personnel.
Supported Office Manager Legal Assistant at the Office of the Judge Advocate Office, Litigation Division.
Responsible for administration of litigation matters including case file management preparation of docket tracking systems; directing overseeing the maintenance of administrative files, logs, and appointment dockets for counsel.
Monitored the quality of work in compliance with legal requirements.
Were responsible for meeting all deadlines, by administratively managing the human, technical, and clerical resources of the office.
Handled all files and records of the General Litigation Division. Responsible for opening sorting the mail, reviewing submitted documents for claims.
Entered new claims into the database. Established case files upon receipt of the claim.
Gathered information pertinent to Appeals Process for assigned Attorneys and paralegals. Organized coordinated meetings, conferences, travel arrangements. Maintained schedules monthly calendars for division attorneys. Set up and maintained filing systems; timekeeper for three civilian personnel.
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