Jule Mercer

Full Time - 40 hours per Week

Administrative Support to Division Manager

Provided comprehensive administrative support to the Division Manager, including arranging travel and managing travel authorizations and vouchers through Concur. Assisted in calendar management, scheduling meetings, and served as a primary point of contact for inquiries regarding the Division Manager's availability. Attended meetings, facilitated their organization, and documented key notes for meeting minutes. Actively coordinated communication efforts, helping to arrange meetings and relay messages for seamless operations.

Acquisitions

Facilitated minor and major acquisitions, ensuring adherence to government policies and regulations. Conducted thorough market research, obtained vendor quotes, and evaluated options to identify the best fit while adhering to established guidelines. Managed vendor correspondence, fostering effective communication and ensuring timely responses. Reviewed acquisitions upon receipt, cross-referencing items with shipping slips and acquisition documents, and maintained comprehensive records by filing associated documents.

Correspondence

Managed correspondence process, ensuring accuracy and timeliness. Reviewed drafts for policy adherence and accuracy. Tracked correspondence through review and mailing processes. Sent updates on time-sensitive correspondence as needed. Maintained up-to-date templates for efficient processing.

Concur Travel System (Concur)

Effectively managed Concur Travel System for travel authorization and voucher processing, ensuring policy compliance and traveler support. Reviewed submitted travel authorizations and vouchers for policy adherence and accuracy, staying updated on Concur and travel policy changes. Provided guidance to staff on navigation, policy interpretation, and best practices. Ensured timely processing of authorizations and vouchers to minimize disruptions. Arrange travel, create authorization and create vouchers on behalf of others.

Day to Day Administrative Operations

Efficiently managed day-to-day administrative tasks, supporting smooth operations and effective communication. Coordinated various activities, offering timely assistance to staff. Managed mail handling procedures, ensuring timely delivery and organization. Attended meetings to capture key points and type meeting minutes for review and distribution. Coordinated meeting logistics for effective communication. Provided technology support and general assistance to staff. Contributed to a positive work environment by completing assigned tasks diligently.

Employee Resources

Managed the basic onboarding integration of new employees by preparing their workspace, assisted in facilitating a smooth departure during employee exits and coordinating data wiping for laptops. Acted as Timekeeper by ensuring all timesheets were validated for pay period end, reviewing timesheets for policy compliance, and providing guidance and support to employees, promoting accountability and adherence to deadlines.

Key Responsibilities:

• Ensured readiness of cubicles, equipment, and computers for new employees prior to onboarding. Distributed necessary documents, such as computer assignment forms and benefit information. Provided comprehensive guidance on various topics to facilitate new employees' integration and success. Assisted in setting up technological equipment to ensure employees were equipped for their roles.
• Prepared essential documents and inventory listings for employee exits. Facilitated the exit process by collecting returned equipment and completing required paperwork for Human Resources. Ensured timely completion of administrative tasks related to employee exits. Conducted necessary procedures such as destruction of deactivated travel cards and collecting PIV cards for turn in. Cleaned and organized the departing employee's workspace to facilitate its future use.
• Reviewed and validated timesheets to ensure policy compliance, offering assistance to address employee queries. Acted as a primary contact for timekeeping and QuickTime concerns, providing guidance and resources. Oversaw QuickTime processing for employee exits, ensuring accurate pay period recording and payroll compliance.

Property Management

Proficiently managed property assets, ensuring accurate tracking, assignment, and maintenance in compliance with organizational policies and procedures. Coordinated aspects of property management, from acquisition receiving to inventory tracking, excessing, and annual inventorying. Ensuring all associated records with property management were filed and tracking logs of equipment were updated with any changes.

Key Responsibilities:

• Conducted receiving, asset tag assignment, computer imaging, and distribution for new computers, ensuring compliance with government policies. Provided required documentation to the Office of Property Management for asset tag assignment. Coordinated with the Office of Information Management Technology (OIMT) for computer imaging and setup. Implemented standardized forms for efficient and consistent computer allocation to employees.
• Managed diverse asset inventory, ensuring compliance with organizational policies. Maintained efficient tracking system for assets, including remote-use equipment. Proactively monitored office supply levels, replenishing as necessary for staff productivity. Collaborated with OIMT to track maintenance and repairs, ensuring timely resolution. Coordinated laptop processing for exiting employees, prioritizing data security.
• Managed excessing of inventory, ensuring policy compliance. Coordinated all process stages, maintaining detailed records and meeting deadlines. Conducted inventory assessments to identify excess items. Submitted excessing forms to OIMT and coordinated equipment drop-off.
• Managed annual fiscal year inventory for computers and equipment, ensuring accuracy and compliance. Coordinated all process stages, maintaining detailed records and addressing discrepancies. Created and distributed necessary forms for inventorying. Collaborated with employees for inventory checks and documentation. Identified and corrected discrepancies in equipment information.

Purchase Request Management

Managed the purchase request (PR) process, ensuring accuracy, efficiency, and compliance. Maintained PR records to ensure proper documentation. Entered PRs into FBMS promptly upon receipt of notification emails, ensuring timely processing. Tracked PRs through approval and awarding process, maintaining detailed records. Followed up with Contracting Officers for PR status updates and solicitation dates. Tracked PRs at Fiscal Year End for re-entry into the next Fiscal Year. Organized files associated with carry over PRs for accurate records. Ensured tracking of carry over PRs included re-entry in the new Fiscal Year.

Records Management

Managed records and ensured compliance and accessibility throughout the lifecycle of records. Supported staff in records management and retrieval of needed records. Created and organized physical and electronic files. Oversaw end-of-life records, facilitating transfer or destruction as per policy. Coordinated record transfers to other agencies.

Vehicle Utilization

Effectively managed vehicle utilization, ensuring accuracy, compliance, and maintenance to support operations. Coordinated all aspects of vehicle usage, serving as a primary point of contact for inquiries. Maintained accurate records of vehicle activity and expenses. Monitored Utilization Period dates for timely data entry into FBMS. Ensured vehicles were well-maintained per policy, coordinating repairs as necessary. Generated and submitted monthly Fleet card statements for accurate expense reporting.