JOB ANNOUNCEMENT:            CCC-2008-0012

KSA

Ability to organize the workflow of clerical and administrative support functions.

With over 7 years experience as acting Warden s Secretary and Full-Charge Unit Secretary with Metropolitan Correction Center, I have provided quality clerical/administrative support to 14 staff members including Unit Managers, Case Managers, Correctional Counselors, Associate Wardens and Wardens, and a Case Management Coordinator.  This has required that I apply advanced strategic planning, prioritization and organization skills toward efficiently coordinating and facilitating workflow in a fast-paced, time-sensitive professional setting.  These responsibilities have often been in self-directed environments where I have been relied upon to effectively organize workflow, including 18 months as the sole Unit Secretary.  During this time, I have consistently proven my self highly effective in delivering comprehensive support.

For example, in September of 2001, I was selected to assume responsibility for reconciling the monthly budget and submitting a comprehensive report to the business office within 10 working days; this was a task routinely managed by Department Heads and Facility Administrators.  As I d never reconciled a budget, this was a challenging assignment made even more difficult by stringent time restraints.  To achieve this, I developed and executed a well thought-out strategic plan. First, I took the initiative to study and learn the Fund Control program, an accounting software tool used for tracking Federal Bureau of Prisons credit card purchases; I invested several hours in mastering the application, capitalizing on the opportunity to thoroughly understand the system, and voluntarily contributed my time to achieve this before and after normal work hours. 

After developing proficiency in using the program, I then compiled all purchase order forms, bank statements and packing slips associated with 5 separate credit card holders within the Department.  Applying my strong analytical skills and attention to detail, I comprehensively audited the documents for accuracy and validity, focusing on reviewing for duplications, missing dates, appropriate signatures, and mathematical errors.  Upon completing the audit, I was able to determine that documentation was not being properly completed and that there were numerous duplicate purchases of multiple items.

To address this unanticipated problem, I resourcefully inventoried all office supplies in stock for the entire Department; this required a commitment to quality performance, as stock was not effectively organized and items were found in closets, drawers and cabinets that had been inactive and abandoned.  I thoroughly documented all items on hand, organized the supplies and streamlined operations by creating a centralized location for all stock.

I then took all data acquired through reviews of documentation and auditing of inventory and consolidated it into a quality detailed report clearly demonstrating the Department s inventory and operating expenses.  After approval of the final budget report, I then submitted it to the business office before the 10-day guideline, not only achieving but surpassing expectations.

In recognition of my superior performance, my supervisor subsequently put me in charge of the monthly budget reconciliations, and I have now been managing this task for over 3 years. As a result of my work, duplications have been eliminated, generating an approximate 30% savings in Department spending.  This has led to my supervisor routinely receiving outstanding evaluations and commendations from her superiors for accuracy and timeliness in monthly budget reporting.  I also received an Employee of the Month award in recognition of my efforts, May 2002.

Clearly demonstrating my talents in effectively managing workflow, I consistently receive Outstanding Performance Evaluations and have received numerous additional awards over the course of my career with the Department.  These have included: Quality Step Increase June 2006, Quality Step Increase June 2005, Employee of the Year June 2005, Special Act Award June 2004, Employee of the Month March 2004, Quality Step Increase June 2003, Special Act Award April 2003.

Further illustrating my abilities, I have successfully boosted efficiencies and productivity by creating personal computer database applications using Institution programs to improve electronic filing systems and overall operational organization.  I also believe that my ongoing responsibility for simultaneously managing multiple tasks strongly exhibits advanced organization, prioritization and strategic planning abilities.  Earlier in my career, I was employed as a Medical Secretary/Receptionist, providing superior administrative support to medical staff affiliated with Michigan City Health Care.  Again, I was working in a self-directed, time-sensitive professional environment, where the ability to proficiently coordinate multiple tasks was vital to ensuring delivery of quality support.