Management Manager

Location:

Denver, CO, 80233

Salary:

14.00

Posted:

July 27, 2012

Contact this candidate

Resume:

PLMVirtual Support Services

PATSY L. MAES

***** ***** ***

Denver, CO 80233

720-***-**** (O) 720-***-**** (Fax)

303-***-**** (Business cell)

********@*****.***

EXPERTISE

Word Processing -Document scanning, typing, conversion and formatting, ability to work with any file you provide

Spreadsheets -Design to fit your needs from creating simple lists to inputting and formatting data.

Contact Management and Database Management -Maintain your contact database, update contact information as needed. Data entry processing into excel or MS Access database and/or CRM. Create and maintain databases, ability to use your choice of software

Calendar & Appointment Management - Manage a shared calendar, make and update appointments, reminders via phone, email or SMS text message.

Desktop Publishing -Creation of flyers, business cards, occasion cards, thank you cards, post cards, brochures, menus, or anything you need designed.

PowerPoint Presentations -Creation of a simple presentation to introduce you and/or your business to complex presentations.

Email Marketing/Email Campaign -Send out bulk and/or individual emails, Express Matrix email campaign, reply to emails.

Internet Research - Online research of any topic except those considered illegal or immoral in nature.

Travel Arrangements -Schedule and Book Air, Hotel, Rental Cars and provide a detailed itinerary

Personal Assistant - Calendar/Appointment Management and reminders, gift purchasing, send out personal cards for special occasions, dinner reservations.

Accounts Payable -Receive, code, and process incoming invoices for payment.

General Human Resources -Resume review, applicant screening, job advertisements, benefits management, interview scheduling and management, create and update employee manuals, and personnel file management, policy and procedures manual, employees vacation and sick leave. Also responsible for managing the fingerprinting/background checks procedure for new employees at orientation.

Purchasing -Simple to complex bulk purchasing, purchase orders, quotes/estimates on products or services needed, confirmation of shipments, tracking and follow up as needed.

Insurance Assistance - Sales support, document preparation, claims and information collection, email and contact follow up, scheduling and calendar management, adding and deleting clients requests of vehicle, certificates of liabilities, accepting payments on insurance.

Event Planning -Conference planning and scheduling, event planning and management, general business set up, office moves, etc.

Legal Secretary - Take charge of organizing many office affairs, including organizing dates for hearings, printing and organizing motions for attorneys and E-filing motions with the courts. Routine office work filing, faxing and answering the phones, formatting of pleadings, TOC and TOA. Law Librarian, ordering of publications, legal research using Westlaw, Lexis Nexis.

IT Support –my position exists to." supervise the Text Management Unit personnel in the production of quality documents of varying complexity and/or confidentiality in a timely fashion by using logic and judgment to select and utilize appropriate software, hardware, and format while independently determining from various options and software applications the best means by which to reach the desired end product to meet specific criteria established by each project’s particular forum; determine method by which to create assignments which have no rules imposed; communicate with the appropriate person(s) as needed in order to clarify, update, and complete information necessary to upon which to base operational judgments; furnish knowledge and expertise in the performance of job duties of absent support staff in various sections; provide software support and instructional assistance throughout the Department of Law. Automate or cause to be automated administrative systems such as travel planning, office policies as well as other similar applications as the need for automation arises also support IT Help Desk taking calls and logging in problems.

GOTOMEETING, Setup for meetings

ANYTIMEMEETING Setup for meetings

WORK HISTORY

Virtual Assistant Work from Home

Naomi Sachs-Amrami - Managing Director (NYS International, Inc & FIG) – Virtual Personal Assistant - MS Word, Excel & PowerPoint, travel arrangements booked, occasional Excel spreadsheets reviewed and pivot tables created, content written for websites, and other projects as they come up.

Peak Profits LLC – Cathy Yeager - contacts from a networking group and connect with on LinkedIn, searching for each person by name, selecting to connect with them, customizing the invitation with a pre-written message, and sending the invitation to the LinkedIn member.

Paula D Stoudt American Family Insurance Agent – Insurance Assistant: update policy holder information, receptionist, assist policy holders with payments and information regarding their policy and much more.

Vworker.com:

John Dobbins Attorney at Law – Creation of Bankruptcy Forms and Fillable Forms

GURU.com

Quadra & Coll, LLP – Attorney at Law – Virtual Legal Assistant – research website, e-filing with Contra Costa Court in Orange County California, maintaining virtual filing system, service process, etc.,

Uramark – SEO – Creates campaign for clients using keyword – track competitors actually paying for ad. Working with URL’s and updating and editing links, and communicating using social media events.

VFN Online – Data Entry added and setting up email campaigning using Express Marketer

Hydrostatic Supply – Copy and paste 3,000 records into Excel and created Access Data Base

JACSPORT - Transcription of voice mails and Legal Hearings

07/05 – 03/10 – Colorado Attorney General’s Office / Department of Law

Legal Support Services Manager

Legal Support Services Manager was to provide high level administrative support and program administration of automated administrative systems such as travel management; bill review and fiscal note tracking program; electronic office policy coordination; procurement card administration; case management/docketing quality control, training and administration; budget support; maintenance of voice mail directory and floor plans; oversight of the copy center, fleet administration and maintenance, document retention, court deliveries, furniture and supply procurement activities; tracking of CORA requests and electronic information generation and management.

Orientation of new employees; Experience in recruiting of new employees, interviewing of new employees, testing of potential employees, fingerprinting, background check with the CBI and FBI, Training new employees orientation on the department’s policies and procedures and emergency evacuation, submitting badge request and building access. Write performance plans, sick and vacation plans, creation of training material on power point presentation.

Department of Law’s Policy Coordinator; monitors changes in departmental procedures and ensures that the policy and procedure manual is updated accordingly. Coordinates with Human Resource Director and the department’s Controller regarding new and revised policies in connection with changes to State Personnel and Fiscal Rules. Notifies management of policies changes and needs to be addressed within the department. Review update of the procedure manual with the Chief Deputy Attorney General.

The Legal Support Services Unit; Over-see the activities of the Text Management and General Support Services groups to insure a high level of quality and customer service are provided in the copy center, maintenance of the vehicle fleet, procurement of furniture and office supplies, maintenance of archived materials.

Establishes work schedules, assigns duties, prepares performance plans and evaluations, approves leave and determines training needs

Text Management group (Word Processing Center) and the legal staff of the department, along with the Solicitor General on the development, approval and execution of projects to the U.S. Supreme Court which require specialized layouts to create camera-ready copy for bound publications, insuring that all steps are executed consistent with court specifications.

Also was responsible for oversight training arrangements, and procedure development for the use of new technologies including digital dictation, media duplication, exhibit preparation, color printers. I also worked with court officials as needed to insure that the legal documents filed and filing of those documents with the courts is in accordance with court rules and procedures.

Develops scanning procedures for scanning jobs to be done in TM center, including routing, document capture, referral to e-law specialist for outsource arrangements and Colorado Code of Regulations (CCR) preparation sent to Assistant Attorney General responsible for the CCR Coordinates with the Text Management Unit, legal staff of the Department of Law.

Law Librarian; monitor the law library and renewing legal subscriptions and update services; researching publication and CLE course purchase requests; obtaining necessary purchase approvals; ordering new updates, publications and CLE courses; purging obsolete materials and installing updates.

Management Meetings; attends monthly meetings with Administration Management Team and Executive Management Team to discuss departmental issues and inform members of necessary information.

Meets on a monthly basis with the Office Managers in all Sections to build teamwork and address issues under this position’s purview such as managing archived materials, building security issues, fleet, office supplies, and court run procedures, travel, policies, shipping vendors, etc, so they may be resolved.

Travel Management Program Coordinator; Trains support staff on arranging travel for the DOL Attorneys and Legal Staff. Trains support staff on processing travel and on travel policies.

Develops a travel planning database and reports to management on travel cost. Coordinates with Director of Administration on travel budgets, travel policies and procedures, and updates them as necessary. Processes travel card requests and cancellations, and monitors use of the cards to insure they are used appropriately.

Special Project Coordinator for the Director of Administration on projects that have department-wide impact, such as keyless entry system, fiscal note review program, and travel management program from inception to implementation. Assist the DOL Controller with the procurement card program, from inception to development of policies and procedures governing the program. Develop the department procedures for and implement the keyless entry system, insuring that the system is maintained to maximize the security of Department personnel.”

Provides budget support to the Budget Officer; Fiscal Note preparation, tracking, and required database specifications and reports. Monitors responses to fiscal note requests to insure that all responses are accounted for and fiscal notes are submitted to Legislative Council on a timely basis. Participate on Critical Security Incident Response Team and/or COOP Plan

Space Management, Storage Oversight and Document Management - position is responsible for managing/coordinating the storage and destruction of all departmental records, property, etc., which includes determining space allocation and maintenance of the space; organizing, communicating and implementing (project management) records destruction and other special projects to conserve use of space; creating and maintaining records of space utilization; participates as an integral team member in the implementation of a Document Management System for the department, which includes contracting with a consultant to identify departmental needs, coordinating with all involved parties, the purchase of necessary equipment, developing an implementation plan; training staff.

Building Services Oversight - this position is responsible for managing all building related services, implements and manages contracts for services and independent contractors and vendors and serves as Project Manager for all contracted facility services (e.g., construction, moving projects, etc.). Position identifies building related issues and is responsible for addressing and resolving such issues. Position develops, implements and reports on building tenant satisfaction surveys, troubleshoots building service issues and concerns with service, ensures timeliness and coordination of communications for service interruptions (i.e., power and water outages) between tenants and Capitol Complex, and ensures controlled maintenance needs (HVAC, plumbing, electrical, building structure, parking lots, etc.) are prioritized for budgetary decision making.

Facilities Services - position is responsible for development, implementation, and management of the facility services program. Position establishes departmental surplus property procedures and guidelines regarding procuring surplus property services, locks and keys, office furniture, modules, build outs, recycling and following the Governments Greening policy.

Safety Manager- this position serves as the department’s safety manager and is responsible for policy and procedure development regarding safety protocols and emergency responses. Position serves as the lead coordinator with emergency response personnel, including fire wardens, in training and during actual emergency responses. Position develops and delivers departmental training regarding emergency protocols, maintains records of “building incidents”, manages the safety inspection process and issues instructions to correct unsafe conditions.

Building Security - Responsible for the Department’s building security coordination including coordinating building and floor access, establishing and managing maintenance of the keyless entry systems to the floors, managing key access to office and specialty rooms and ID issuance, and acting as the Department’s liaison. As the Building Warden assuring that there are floor wardens and alternates for each floor, providing point of contact for the Department with police and fire department officials, department investigators and state officials in an emergency. Establishing policies for emergency evacuations, and updating them as needed. Insure that floor plans are maintained so that emergency personnel can quickly locate the whereabouts of any employee in the Department.

Manages the security access system for the department and is responsible for the development and implementation of policies and procedures regarding building security, building access, visitor badges, etc. Issues, updates and suspends building codes for employee access and employee ID cards. Develops, implements and manages “first response” procedures for issues related to employee security and safety. Maintains records of building incidents, serves as the first point of contact for investigations, and coordinates with the (Security) for the building. Position is also responsible for managing the fingerprinting/background check procedure for new employees.

05/03 – 07/05 COLORADO ATTORNEY GENERAL’S OFFICE / DEPARTMENT OF LAW

Integrated Information Supervisor IT Technician II – "This position exists to supervise

the Text Management Unit personnel in the production of quality documents of varying complexity and/or confidentiality in a timely fashion by using logic and judgment to select and utilize appropriate software, hardware, and format while independently determining from various options and software applications the best means by which to reach the desired end product to meet specific criteria established by each project’s particular forum; determine method by which to create assignments which have no rules imposed; communicate with the appropriate person(s) as needed in order to clarify, update, and complete information necessary to upon which to base operational judgments; furnish knowledge and expertise in the performance of job duties of absent support staff in various sections; provide software support and instructional assistance throughout the Department of Law. Automate or cause to be automated administrative systems such as travel planning, fiscal note tracking and electronic office policies as well as other similar applications as the need for automation arises.

This unit provides user-friendly, reliable office automation, legal research and management information so that the department can represent the client agencies and the State of Colorado in legal matters as competently and economically as possible. The position provides system design, programming, implementation, training and technical assistance in all phases of the automated systems operated by the department, also technical support to the Department’s personal computer (PC) and local area network (LAN) users by responding to user problems, troubleshooting, diagnosing, and resolving the situation; creating graphic designs and layouts, creating and maintaining website information for the unit, and maintaining courtroom technology equipment and documenting utilization procedures for equipment and software within the Department of Law and for portable equipment and related software that is provided by the Department for use in the various courts where Departmental staff represent client agencies. This position was created to combine the Text Management Unit with Information System Unit to assist the Department of Law to provide prompt, professional technical support as new technologies or modifications to existing technologies are implemented.

12/99 – 05/03 COLORADO ATTORNEY GENERAL’S OFFICE / DEPARTMENT OF LAW

Office Manager I - this position supervises the Text Management Unit personnel. In producing of quality documents of varying complexity and/or confidentiality in a timely fashion by using logic and judgment to select and utilize appropriate software, hardware and format while determining from various options. We provide a full range of legal secretarial and technical support functions, such as preparing a variety of legal document, (such as US Supreme Court Brief, 10th Circuit Court of Appeals, US District, Colorado Court of Appeals, District Courts) composing correspondence, receiving visitors and callers, maintaining files, and research legal references. We create Power Points Presentation; organization charts excel spreadsheet, and Microsoft Word. Also transcribe the following; Deposition, Personnel Hearing Transcripts, Investigations, Correspondence, Briefs, COPD Hearing Tapes, Administrative Segregation Hearings and Administrative Review Hearings. The unit other job description is doing AG Formal Opinions, AG Informal Opinions, Burning CDs, Case Status Reports, Coding of Briefs for Table of Contents and Table of Authorities, Color Printer, JPEG, PDF and TIFF files, Correcting Formatting Problems With Documents, Creating Forms, Templates, Creating Organizational Charts, Creating Pie Charts and Graphs, Creating Manuals and Brochures, Creating PDQ’s, and Premise, Westlaw.

This position also consist of the following duties Policy Coordinator / Travel Coordinator / Fiscal Notes / Legislative Bill/ Budget support / Phone List / Floor Plans / Organization Charts and support to Information Technology such as help desk, Elite (timekeeping). Assisted Human Resources inputting leave of the department employees’ into the Leave System (attendance).

Administrative Assistant II - Type all correspondence, pleadings, memorandums, related legal documents and reports from handwritten material, and voice (tape transcripts) complying with the with Attorney and count deadlines do legal research for citation for attorneys. Do organization charts, merge documents. Compose routine correspondence, memoranda and simple pleadings and also spreadsheets application, and Access database, e-mail messages to all employees on GroupWise.

EDUCATION

Regis College - BS Computer Information System, 1989

Emily Griffith School - (Effective Writing) – 1983 and Business Communication (2001)

Colorado Supervisory Leadership Certificate

CERTIFICATION

MS Office 2010 - Microsoft Word, Access, Power Point and Excel

Mobile Notary Registered with Secretary of State Office

Certificate of Membership “IVVA” International Virtual Assistants Association (in good standing and adheres to the Code of Ethics)

National Association of Virtual Assistants for Coaches (NAVAC)

Colorado VA’s

VA Networking

Virtual Assistant Forums

BeMyVA

(BNI) Business Networking International

AWARDS

Colorado Attorney General’s John Suthers - Award for Exceptional Performance (2009)

Governor’s Energy Office – Governor’s Greening Government Council - (Achievement - in instrumental in Managing and Implementing the State Agencies in Greening Government (2010)) –

Risk Management Achievement Award (For continuing efforts with the Fire and Life Safety Program (2007))

Colorado Attorney General’s Ken Salazar - Certificate of Excellence (2002)

VIRTUAL OFFICE EQUIPMENT AND HOME OFFICE

Windows Vista Home Premium 2007 Microsoft Corporation

Intel(R) G33/G31 Express Chipset Family Dual CPU E2180 @ 2.00GHz 3.00 GB

Norton Security System - ISP - Century Link - Intranet speed 20mps

HP w2207h Flat Panel Monitor

Web Cam, Skype

Magic Jack

Epson Workforce 325 Printer, copier, scanner and fax machine

Registered with MyFax.com

Registered with phone.com