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Administrative Assistant

Guntersville, AL

Work Experience

Administrative Assistant

City of Guntersville,

Sep 2008Current

for Mayor's Office, Recycling Coordinator, Information Technology (IT) Coordinator, Grant Coordinator, City Liaison to County Emergency Management Agency 
Excels in multiple roles in the City Hall General Department. 
Responsible for coordinating the City of Guntersville's Recycling Program. Designs and implements innovative plans to expand the type of recycling material collected and manages an aggressive education and outreach effort in the City to increase the amount of recycling collected. Diligent efforts produced a $20,000 increase in revenue received from recycling in Fiscal Year 2011 and a $30,000 decrease in landfill charges paid in Fiscal Year 2011. Researches, writes and submits applications for available grants to further enhance the grant program. Personally manages and reports implementation of recycling grants, to include $65,000 in grant funding awarded to the City in 2011 from the Alabama Department of Environmental Management (ADEM), Alabama Recycling Fund. Manages and tracks training requirements of recycling and landfill employees and schedules training. Maintains employees training records and submits required documentation to ensure compliance with ADEM standards. Serves on the Alabama Recycling Coalition Board and facilitates grant writing workshops and assists with statewide education efforts. Coordinates City of Guntersville cleanup efforts while serving as the Keep America Beautiful Affiliate Coordinator. Researches, writes, implements and reports grants associated with Keep America Beautiful. Responsible for the City receiving $35,000 in grant funding over the past three years from Keep America Beautiful, Inc. Additionally, responsible for the city receiving over $10,000 in award funds from Keep America Beautiful, Inc. for exceptional project implementation and superior reporting of project implementation and documentation. Serves on the National Keep America Beautiful Insight Team Board. Serves as the City Information Technology Coordinator, insures equipment is properly maintained, updates software and oversees service calls and equipment purchases. Trouble shoots information technology issues, handles minor issues personally before coordinating service with contractor. Coordinated with the contracted firm in the revamping of the City website, creating an accurate, attractive, and user friendly result. Updates the information displayed on the city website by properly screening data, insuring accuracy and timely placement. Serves as the City representative to the Marshall County Emergency Management Agency. Coordinates with the county's Emergency Management Agency and the Federal Emergency Management Agency (FEMA) representative from time of impact in the event of a disaster through project work order closeout. Responsible for tracking, preparing and submitting all reimbursement documentation to the FEMA project officer in the event of a disaster. Solely responsible for the preparation and submission of the City's reimbursement claim to FEMA during recovery efforts from the tornados of April 2011. Responsible for coordinating storm debris removal with the United States Army Corps of Engineers and FEMA, a multi-million dollar project. Responsible for managing the utilization of $97,000 of Department of Labor Emergency Grant Funds. Reported to Alabama Department Economic and Community Affairs (ADECA) on the use of temporary hires utilized during storm recovery efforts. Submitted bi-weekly reports detailing the time and attendance records, equipment purchased and identifying additional needs and preparing amendments to the grant as necessary. Serves as the Grant Coordinator for the City and submits electronic applications through for City Departments as needed. Researches weekly grant opportunities and disburses information to Department Heads. Routinely assists the Fire and Police Departments in preparing grant applications. Serves as recording secretary for both the Industrial Development Board and the Dog Park Committee. As secretary records and prepares minutes, prepares agendas and coordinates meetings. Prepares office correspondence and contributes to daily office administrative functions, to include record keeping, time and attendance reporting, filing, answering phones, preparing presentations both electronically using PowerPoint and print, and other duties as assigned. Dependable team player that is often called upon to work special projects due to demonstrated leadership, time management and public relations skills.

Parking Officer

City of Guntersville,

Apr 2007Sep 2008

Enforced parking laws.

Assistant IRB Coordinator/Book Keeper

Clearview Cancer Institute,

Aug 2006Apr 2007

Provided support to research manager and regulatory coordinator. Maintained regulatory binders to ensure all documentation was filed in chronological order, updated delegation of authority binders as needed, ensured updated CVs and licenses were on file for all physicians and care extenders, accurately split regulatory binders as needed and prepared proper memorandum. Submitted Global Serious Adverse Events (SAE) to local Institutional Review Board, distributed incoming daily mail and package deliveries, filing and clerical duties associated with the receipt, retention, maintenance, copying, disposition and control of medical records. Filed a variety of medical record material, ensuring date filed was properly identified.

Medical Support Assistant, GS

US Army, Army Madigan Army Medical Center, Fort Lewis, WA

May 2005Jul 2006

Provided outstanding customer service and staff service. Performed filing and clerical duties associated with the receipt, retention, maintenance, copying, disposition and control of outpatient medical records. Maintained files in accordance with terminal digit filing system on active military, dependents, etc. Filed a variety of outpatient medical record material, ensuring data filed was properly identified. Returned loose medical documents to various medical clinics for additional information so documents could be filed or forwarded to the proper installation. Sorted and filed laboratory slips, consultation reports, forms and other material. Reviewed records for proper sequence of documents, filed loose documents, corrected misfiles, ensured all documents were together by register numbers when records were pulled for treatment or administrative purposed. Prepared charge-out record on all files removed showing appropriate office, physician or clinic to which file was charged. Conducted extensive searches for records when initial search had been unproductive. Searched all appropriate clinic files, contacted clinic specialists in order to determine whereabouts of required medical record or documents. Processed records of dependents to accompany active duty personnel on Permanent Change of Station movement. Completed and processed receipt for Outpatient medical records (DA Form 3705). Made medical warning tags.

Administrative Assistant, GS

US Army,

Jul 2004Apr 2005

Performed a combination of clerical, typing, office automation, records review and control functions as required in maintaining and sustaining the military police administrative operation process and the expeditious flow and processing of military police reports and other related documentation. Received visitors and telephone calls, ascertaining the nature of business, answered inquiries and furnished information on routine matters and/or directed callers to the appropriate personnel. Utilized personal and networking computer systems to create, update, structure, format, sequence, re-arrange, store, recall and to control data, records, and information. Used word processing systems to create general textual and tabular material; data base programs to store, sort and retrieve material of statistical nature; electronic mail to send and receive messages; communication systems to pre-clear departing military and civilian personnel. Maintained office files for Military Police Reports, items of correspondence, general office reports, regulations, manuals, and bulletins. Received Military Police Reports from the Military Police Desk and Criminal Investigation Division, logging and updating cases in the case control log. Photocopied case file and enclosures in the number of copies required by case type and distribution scheme.

Operations Clerk, GS

U. S. Army, MWR,

Apr 2002Jul 2004

Worked as the Operations Clerk for Child and Youth Services; ensured that all documents, records and reports were completed and filed in a timely manner and in compliance with AR 608-10 standards and SOP guidance; received payments of clientele at the center; made necessary deposits to the bank; served as fire marshal for the building; ensured that security needs were met by screening visitors to the facility and making certain proper identification before moving past the reception area; assigned and approved petty cash expenditures; served as key-control officer; maintained files on children in facility including health and registration records; attended training appropriate to duties and appropriate to childcare; retained records of inspections; served as receptionist; answered telephone; maintained center bulletin boards; shared responsibilities for assisting caregivers with other administrative staff; safeguarded child emergency information in the event of a disaster requiring evacuation of the building. As a special project; reorganized, updated, and maintained the waiting list for child care in the community. Coordinated with Family Child Care, School Age Services and Child Development Centers to place all children of dual status parents and single parents on the waiting list for more than thirty days in care within seven working days. Developed a tracking system for the waiting list which resulted in a thirty percent reduction in waiting for excess demand care. As a temporary duty, served as the Administrative Assistant to the Chief of Child and Youth Services.


U. S. Army, Active Duty, Hunter Army Airfield, GA

May 2000Apr 2001

Served as Personnel Administrator (PAC NCO) Responsible for identifying the need for and establishing new customer service procedures, which enhanced administrative effectiveness by fifteen percent. Supervised four employees to ensure tasks were completed, counseled on career enhancement and trained to perform duties. Identified personnel eligible for promotion, training, awards and screened submitted recommendations. Assisted in establishing accurate promotion packets for eligible employees and ensured timely updates. Prepared and proofread all office correspondence, to include TDY orders and messages, for proper format and accuracy. Provided technical guidance to typists and clerical personnel. Prepared monthly personnel accountability reports. Personally maintained files for 100 personnel. Handled incoming mail and messages. Maintained publications. Sole individual responsible for processing personnel and finance documents for 100 personnel. Served as SIDPER-3 supervisor and trained subordinates and supervisors on creating and maintaining monthly accountability reports using the system.

Administrative Sergeant

U. S. Army,

Jul 1998Apr 2000

Managed the travel budget, document control and logistical requirements for twenty field grade officers. Prepared all office correspondence, scheduled daily planners, prepared charts, graphics and rosters for VIP meetings and organized all materials for the meetings. Organized office social functions. Designed a new system that allowed the coordination time for monthly business trips to decrease by sixty percent. Named Joint Command Southeast (NATO Headquarters) Soldier of the Year.

Personnel Sergeant

U. S. Army, Active Duty, Fort Campbell, KY

Jul 1995Jun 1998

Responsible for the management of the meal card program, Soldier Readiness Packets, NCOER/OER reporting and leave accountability. All areas of responsibility received the highest rating (green) during Command Inspection Program inspections. Served as secretary and driver to the Battalion Commander. Maintained all office files. Typed routine correspondence, messages, reports, and forms. Handled incoming messages. Served as mail room clerk, responsible for distributing and forwarding mail for 300 patrons. Ordered, inventoried and maintained publications. Named Battalion Solider of the Month, Soldier of the Quarter and Solider of the Year.


U. S. Army,

Jun 1994Jun 1995

Typed all routine correspondence, messages, reports and forms. Served as a receptionist. Collected, consolidated and processed monthly reports. Ordered, inventoried and maintained all office supplies. Maintained personnel files for twenty office employees.


High School Diploma

Nandua High School, Onley, VA


Outstanding Proficiency in Microscoft Office Suite (Word, Excel, Power Point, Outlook)
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