Management Administrative Assistant
Resume:
SUSAN E. PONTANI
Manassas, VA 20112
*****.*******@*****.***
EXPERIENCE
Department of Defense December 2010-Present
Administrative Support Specialist
Responsible for all administrative and clerical duties in support of the Product Director (PD), Transportation Information Systems (PD TIS) and primary staff,. Uses of a wide range of clerical and technical management skills to relieve government supervisor and primary staff of administrative burdens including planning, and coordinating necessary for a smooth operation.
Possesses extensive knowledge of basic objectives and policies governing various management operations to collect and analyze data from records and compiles standard/routine reports, briefings, command orders/directives for management use. Presents information based on previous models, ensures accuracy of information, includes proofreading, assisting with the preparation of final reports, formatting and typing a variety of documents.
Oversees assignment of all Commercial-Off-the-Shelf (COTS) software licenses to assure compliance with licensing agreements. Conducted research project regarding distribution of software licenses with Management teams to facilitate review and analysis of status software licenses distributed within the organization. Use data gathering methods to collect current license information and prepare a weekly report for management in a clear and concise manner. Developed and maintain SOP for software license distribution to mitigate associated risks. Voting member of ITOPS CCB and member Software CCB to ensure software license involvement is addressed.
Assesses reporting directives to determine necessary action and prepares additional guidance for action or signature as necessary. Establish suspense controls and coordinates necessary actions to successfully complete tasks. Used knowledge of records management regulations to develop database to accurately record receipt and track staff action items and tasks. Reviews submissions for completeness, adequacy and accuracy of information or data and compliance with the reporting requirements; prepares final reports or responses for management. Responsible for word processing, presentation graphics, and spreadsheets to enter, correct and retrieve factual information, compile reports. Use SharePoint to produce workflow of documentation submitted to primary government staff for review.
L3 Communications, Inc, Springfield, VA March 2007- October 2010
Executive Assistant.
Responsible for all administrative and clerical duties in support of the Product Director (PD) Transportation Information Systems (PD TIS) and primary staff. Uses extensive knowledge of the organizational and functional responsibilities and operations of PD TIS to assist government supervisor and primary staff by relieving them of normal day-to-day administrative burdens including planning, coordinating, and controlling all program office administrative functions necessary for a smooth operation. Applies knowledge of command structures and procedures, and administrative policies, regulations, and precedents that apply to administrative programs associated with PD TIS mission goals and objectives.
Receives and reviews all correspondence and reports requirements. Studies and assesses reporting directives, determines necessary action and prepares additional guidance for action or signature as necessary. Uses knowledge of Army records management regulations to promptly and accurately receive, record, and track staff action items and tasks for both internal and PEO EIS Staff Action Control Officer (SACO) by maintaining appropriate computer records in standard database software package from initiation to completion. Proofread submissions for completeness, adequacy and accuracy of information or data and compliance with the reporting requirements
Possesses extensive knowledge of basic objectives and policies governing various management operations, data gathering methods, word processing, presentation graphics, spreadsheets, and/or other computer software packages to develop a variety of correspondence such as reports, briefings, command orders/directives for management use. Accurately reviews and summarizes information from various files and documents and determines which issues should be brought to the PD TIS or Division Chiefs’ attention.
Establishes suspense controls and coordinates necessary actions to successfully complete tasks. Developed internal task request form and process to resolve internal tasking issues. Receives, records, and tracks staff action items and tasks for both internal and PEO EIS Staff Action Control Officer (SACO) tracking system from initiation to completion. Reviews submissions for completeness, adequacy of information or data and compliance with the reporting requirements; prepares responses for management from material provided by higher level employees.
Uses range of clerical and technical management skills, rules, guidelines, regulations and precedents to process incoming personnel to ensure email account, electronic equipment, and telephone are established efficiently.
Uses Defense Travel System (DTS) to make necessary arrangements for government supervisors’ travel, including itinerary, flight and hotel reservations, and preparing travel vouchers. Submits accurate and timely country clearance requests via Aircraft and Personnel Automated Clearance System (APACS) for government, military, and contractors. Requests Letters of Authorization for contractor travel from government Contracting Officer using Synchronized Predeployment and Operational Tracker (SPOT) system.
Carteret Mortgage Corporation, Centreville, VA January 2001-March 2007
Post Closing Auditor.
Responsible for financial, federal, and state regulatory compliance audits of home loans initiated by corporate loan officers in 49 states and the District of Columbia.
Extensive knowledge of management analysis technical rules, guidelines and regulations. Accurately summarized information from files and documents to validate loan package contents, verify required authentication and signatures, and certify that financial balances are calculated per the required regulatory disclosure statutes. Determined which items should be brought to supervisor’s attention as opposed to those that should be sent directly to other appropriate personnel for action.
Promptly and accurately followed procedure for document control. Received and reviewed correspondence and reports requirements management, determined necessary action and personally prepared responses and reports using word processing, presentation graphics, spreadsheets, and/or other computer software packages in order to provide factual information to management.
Routinely used standard database software package to enter and certify appropriate financial and loan information for payroll.
Administrative Assistant: Licensing Department.
Supervised a staff of five personnel responsible for licensing of over 2000 loan officers and multiple branch offices throughout the United States to ensure compliance with state mortgage loan originators licensing regulations. Acted as the single point of contact for all states regarding licensing issues.
Received and reviewed all licensing correspondence and reports requirements. Accurately reviewed and summarized information from various files and documents. Studied reporting directives, determined necessary action, and personally prepared responses and reports, or initiated preparation by activities concerned to include timely completion and submission of license applications, license updates/changes, renewals, and final license terminations.
Conducted research of basic objectives and policies governing various management operations to collect data from records and develop information reports for management to design, develop, and maintain a license database in MS Access. Extracted data from licensing database and updated applicable content on corporate web-site. Developed licensing and certification work flow charts and other graphics in support of management reports and tracking for Federal and State requirements.
Post Closing Coordinator/Human Resource Administrator.
Responsible for all administrative and clerical duties in support of mortgage loan lenders and Loan Officers to coordinate identification and location of missing lender required loan documentation.
Studied reporting directives and determined necessary action, and personally drafted responses and reports or initiated preparation by activities concerned.
Initial corporate coordinator for all employee benefits to include company sponsored employee health plan, 401K retirement plan, flexible spending accounts, and employee pre-paid legal plans.
Extensive knowledge of personnel records management regulations required to monitor the management of records in the organization.
Advantage Physical Medicine, Daniel Perri, MD, Middletown, NY December 1998-May 2000
Office Manager.
Responsible for all administrative and clerical duties in support of a busy Physical Medicine and Rehabilitation medical practice that included physician care and on site physical therapy.
Duties included relieving physician and primary physical therapy staff of normal day-to-day administrative activities which included planning, coordinating, and controlling all administrative functions necessary for the smooth operation of the medical practice. Administrative duties included scheduling all appointments for physician office visits and physical therapy sessions. Additional duties included knowledge of healthcare systems including managed care, workman’s compensation, and obtaining patient insurance verification and referral authorization for all specialty medical care out patient services and physical therapy treatments. Responsible for maintenance of comprehensive patient medical records management in support of both physicians and physical therapists.
Dominion Urology, Vienna, VA September 1992-June 1994
Medical Office Assistant.
Responsible for all administrative and clerical duties in support of organization and preparation of daily patient record management for 5 physicians and 2 office locations. Prepared examination rooms with necessary equipment required for specific out patient procedures and assisted physicians in exam rooms with minor procedures.
Supported front office as required with all duties to include reception, physician and patient assistance, and locating patient medical records.
EDUCATION
Defense Acquisition University 2010-2012
LOG 204
IRM 101
Northern Virginia Community College 2003
Coastal Carolina Community College 1997
Texas A&M University 1975-1979
Richland Junior College 1974-1975
Stephen F. Austin University 1973
CERTIFICATIONS
DAWIA Level 1 Program Management
DAWIA Level II Program Management-all course work completed. Certification pending completion of experience requirement
HARDWARE AND SOFTWARE SKILLS
MS Office – Word, Excel, Access, Outlook, PowerPoint, Project, Sharepoint
Team Track
Remedy (Incident Reporting Module)
Defense Travel System (DTS)
Aircraft and Personnel Automated Clearance System (APACS)
Synchronized Personnel and Operations Tracker (SPOT)
SECURITY CLEARANCE
Final SECRET, DIS 08112007
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