Terrie Simmons

Manages 19 Recruiting Offices for a total annual income of $1,032,090.51. Researched and prepared CAMs for seven (7) recruiting offices for years 2018-2020, amount total $11,588.29 for all. Maintains, prepares and processes succeeding leases, supplemental agreements, CAMS, etc.

Prepares Supplemental Agreements for recruiting facilities upgrade to be submitted to Lessors for bid proposals on upgrades or succeeding lease renewals assigned in Rental Facilities Management Information System (RFMIS). Uploads signed documents and completes each assignment in a timely manner.

Prepared succeeding leases for renewal of current lease for recruiting offices. Posts lease template on SAM.gov for potential lessors. Emails lessors copy of renewal lease for review. Lease includes updated information on cost increase for annual and monthly rent based on market survey. Cost comparisons are obtained from property information found on loop.net with description, square footage, type of building, cost of property via current recruiting office locations. Market survey consists of three (3) properties in surrounding areas to new cost lessor is requesting or to a five (5) year average cost A price negotiation memo is created and submitted to the Real Estate Contracting Officer (RECO) to approve or disapprove updated annual lease agreement for lessor’s final approval.

Replies to recruiting e-mails pertaining to building issues such as HVAC or A/C out, lights out, keypad systems nonoperational, ceiling leaks, restroom not operating correctly, etc. Realty Specialist contacts the lessor to request service to be completed, then email recruiting office with updates, final step is to email with recruiting offices for status of completed work.

Assists other realty specialists and lead realty specialist with contacting lessors, commercial contractors and/or recruiting offices with emergency repair or replacements.

Prepares documentation for janitorial services contracts for five (5) groups within the state of Virginia, for a total of 33 recruiting offices with a total annual income of $85,244. Works closely with contracting on weekly TEAM meeting for status of contracts and updates information as needed. Uploads documents into CAS (Contracting Action Status) for contracting specialists. Documents included Contracting Sources Sought spreadsheet for contracting solicitation, Independent Government Estimate (IGE) Excel Spreadsheet for recruiting office location, square footage, Base Rent annual cost/monthly cost, Option 1 annual cost/Option 1 monthly cost and Option 2 annual cost/monthly cost, QASP (Quality Assurance Surveillance Plan), PMP (Property Management Plan) for the janitorial services contract.

Utilized GEARS to upload Janitorial Service Contracts Approval for Requests (SCAR) and memorandum to approved and signed by the Deputy District Engineer.

Creates memorandums for each action for review of the bids received for Recruiting Program Janitorial Services Solicitation. Each bid submission was reviewed individually to determine if vendor was technically acceptable and within awardable range when compared to the Independent Government Estimate (IGE).

Maintains communication with recruiting offices and janitorial contractor whenever situations or issues arise with janitorial cleaning. Contacts Lessors and recruiting offices to inquire on emergency repairs or other maintenance issues to be processed in a timely manner. Follow up calls are made to ensure situation completed or if further assistance is needed to accomplish the task.

SERVED AS MISSION SUPPORT DIVISION (MSD) PROGRAM SUPPORT ASSISTANT and personal assistant to the Chief of MSD. Advised and assisted the MSD Chief and subordinate offices providing financial analytical and budgetary support for annual and mid-year budgets. Planned, coordinated, and performed work involving personnel management, administrative support, workforce/workload analysis, position management, employee training and development, property management, security matters, and logistical support. Utilized Microsoft Word, Excel, PowerPoint, and Outlook. Developed and conducted the monthly district professional administrative training program.

COMMUNICATED EFFECTIVELY ORALLY AND IN WRITING WITH SUPERVISORS, EMPLOYEES, AND EXTERNAL CUSTOMERS. Greeted visitors, screened incoming calls, provided information to callers and/or referred to appropriate personnel or department as needed. Trained and assisted new administrative assistants in the district on CEFMS Time and Attendance Module, online manuals-for travel and purchase requests and other websites to assist in duties.

PREPARED REQUEST FOR PERSONNEL ACTIONS (RPA) for MSD and Supporting Offices, Resource Management Office (RMO), the Executive Office and other divisions within the district. Utilized The Defense Civilian Personnel Data System (DCPDS) and the Army AutoNOA personnel system to prepare and process RPAs for promotions, temporary assignments, leave of absence, recruit fill, change in grade, step increases, individual time off awards, on-the-spot awards, and group awards, etc. Reviewed for accuracy and routed to appropriate personnel for approval. Prepared reports to track supervisory ratios, timeliness, and status of recruitment actions for each section. Coordinated workforce actions with the Civilian Personnel Advisory Council (CPAC) to ensure adequate justification was provided on personnel and position action requests.

TRACKED FINANCIAL STATUS OF FUNDING IN CEFMS. Developed timeline to review and update funds. Reviewed the budget with the Chief of MSD and RMO for the initial budget and the mid-year budget. Analyzed, summarized, and identified significant trends and issues within specific funding codes and updates as needed. Prepared purchase requests and commitments (PR&Cs) for labor, GSA vehicles, space accounts, information management accounts. Processed Unliquidated Obligation (ULO) reviews for outstanding balances.

UTILIZES THE U.S. ARMY CORPS OF ENGINEERS FINANCE CENTER INFORMATION MANAGEMENT SYSTEM TRACKER TO CONFIRMED THAT CONTRACT INVOICES have been received and paid for by the Finance Center. Payment and pertinent information for the Norfolk District’s MSD contracts are entered into CEFMS expenditures and disbursements receiving system to make monthly payments for the military fitness program, employee assistance program, and courier service contracts.

FEBRUARY 2018 VOLUNTEERED TO ASSUME RESPONSIBILITY OF THE MONTHLY TRAINING for the district’s professional administrative staff. Training included briefings on administrative procedures for correspondence, creating awards, timekeeping policies, and procedures, preparing travel orders and vouchers, purchase requests, etc. in compliance for the USACE operations and mission.

GATHERED AND COMPILED SUPPORT DATA FOR SERVICE CONTRACT APPROVAL REQUEST (SCAR) for MSD's Workforce Coordinator and the Logistics Division, for new service contracts or modifications to existing service contracts. Prepared memorandum, Service Contract Approval for Request (SCAR) form, Scope of Work (SOW) or Performance Work Statement (PWS), Quality Assurance Surveillance and Plan (QASP), creates the Purchase Request and Commitment (PR&C), the Anti-Terrorism Operations Security (AT OPSEC) Approval Form and the Market Research and Cost Estimates. Prepared correspondence and memorandums utilizing the Army Regulation 25-50 for proper format, grammar, punctuation, and spelling.

GOVERNMENT PURCHASE CARD (GPC) HOLDER, TIMEKEEPER, TRAVEL SPECIALIST, PROPERTY HAND RECEIPT HOLDER, prepares correspondence and a variety of reports. Prepared service and supply PR&Cs for MSD and supporting offices, RMO and the Executive Office. GPC reconciled monthly, verified CEFMS entries against the USBANK statement. Verified labor codes funding and adds funds when needed on a quarterly basis. Maintained property hand receipt forms and verifies against logistics reports. Monitored, updated, and scheduled training room calendars and the Executive Office conference calendar.

ACTED AS BACK-UP SECRETARY TO EXECUTIVE OFFICE in absence of executive secretary. During a five-month period assisted the front office. Duties: reviewed incoming correspondence for correct format, grammar, and accuracy, according to AR 25-50, updated Colonel’s calendar, set up meetings and invites, screened incoming phone calls, made outgoing calls, processed timekeeping, prepared travel orders, ordered office supplies.

ADMINISTRATIVE ASSISTANT TO THE OPERATIONS BRANCH and the Craney Island Project Office as GPC holder, timekeeper, travel specialist, prepared correspondence and a variety of reports.

PREPARED CORRESPONDENCE, MEMORANDUMS AND A VARIETY OF REPORTS utilizing the Army Regulation (AR) 25-50 for proper format, correct grammar, punctuation, and spelling with the ability to communicate information in a concise and organized manner.

COMMUNICATED EFFECTIVELY WITH SUPERVISOR AND EMPLOYEES, orally and in writing for timekeeping, travel, and purchasing. Worked directly with supervisors to ensure employees are appropriately trained on CEFMS timesheet entry, travel orders and travel vouchers. Implemented periodic training to update employees on revisions to procedures for time entry, travel orders, and travel vouchers.

PREPARED REQUEST FOR PERSONNEL ACTIONS (RPA) for the Operations Branch, Craney Island Project Office, and Gathright Dam Project Field Office. Utilized the Defense Civilian Personnel Data System (DCPDS) and the Army’s AutoNOA personnel system to prepare and process RPAs for promotions, recruit fill, temporary assignments, change in grade, step increases, individual time off awards, on-the-spot awards, and group awards. Prepared reports to trac, timeliness and status of recruitment actions for each section. Coordinated workforce actions with the Civilian Personnel Advisory Council (CPAC) to ensure adequate justification was provided on personnel and position action requests. Assisted managers with preparation and processed a variety of personnel forms and documents and inquired for clarification as needed from CPAC or hiring manager.

ACCOUNTABLE FOR PREPARING PAY ADJUSTMENTS and labor cost charge transfers. Provided guidance on regulations and procedures relating to work schedules, annual leave, sick leave, military leave, administrative leave, court leave, and other pay related information. Educated employees on appropriate forms to request overtime, compensation time, travel compensation, and change in work schedule. Reviewed for accuracy and matched leave request forms, overtime, or travel compensation forms against leave information in CEFMS for the Operations Branch and verifies that employees have completed entering time for the pay period.

CREATED SERVICE AND SUPPLY PURCHASE REQUESTS AND COMMITMENTS (PR&CS). Reconciled the GPC monthly and printed reports to verify CEFMS entries against the USBANK statement. Craney Island purchasing included heavy equipment repair services and parts, personal protective equipment (PPE), annual water backflow testing, annual overhead crane testing, and fire extinguishers charging or replacements. Scheduled appointments for employees annual physicals, eye and auditory exams, safety shoes and glasses.

PROCESSED MONTHLY INVOICES FOR CRANEY ISLAND UTILITY SERVICE CONTRACTS. Verified timekeeping information and ensured appropriate documents corresponded to entries in CEFMS. Maintained hard copies and electronic copies of documents. Prepared travel orders and travel vouchers. Prepared travel orders, travel vouchers, and assisted employees with questions on timekeeping and travel.

MANAGED PURCHASES AND ASSISTED WITH CONTRACTS for the branch and Craney Island Project Office. Prepared SCAR forms to include the Scope of Work (SOW), the Quality Assurance Surveillance Plan (QASP), maintenance schedule and other procurement documents. Assisted field office supervisor with contracts to obtain information for janitorial services, debris removal service, lawn mowing services, etc. Familiar with the Federal Acquisition Regulations (FAR) when assisting with service contracts to ensure contractors, including small businesses, followed the federal government regulations. Acted as the purchase card holder for the Craney Project Field Office from April 2016 - March 2017. Coordinated and prepared purchases for office supplies, heavy operating equipment parts and repair services, safety preventive protective equipment (PPE) and clothing. Scheduled employees annual physicals, eye exams, and auditory exams. Reconciled the USBANK government purchase card (GPC) monthly bank statement against documentation of items purchased.

VOLUNTEERED ACTIVITIES:
INITIATED AND SERVED AS THE ADMINISTRATIVE ASSISTANTS LIAISON for the SkillPath-National Seminars Star12 Training Program. Coordinated, and organized the participation of administrative assistants in the training program. Directed participation for the one-year training to include seminars and webinars to develop and enhance administrative skills.

• For the Craney Island Field Office, District
• Assisted supervisor with reports, service contracts and managing safety meetings
• ACCOUNTABLE FOR BIWEEKLY TIMEKEEPING, PREPARING PAY ADJUSTMENTS and labor cost charge transfers
• As GPC holder, purchased office supplies, safety equipment and heavy operation equipment parts and services
• Scheduled and paid invoices for annual physicals, eye exams, and auditory exams
• Accountable for reconciling the monthly bank statement in CEFMS against documentation of items received
• GATHERED AND COMPILED SUPPORT DATA FOR SERVICE CONTRACT APPROVAL REQUEST (SCAR) for the Craney Island Project Office for new service contracts and modifications to existing service contracts
• Prepared memorandums, Service Contract Approval for Request (SCAR) form, Scope of Work (SOW), Quality Assurance Surveillance and Plan (QASP), created the Purchase Request and Commitment (PR&C), the Anti-Terrorism Operations Security (AT OPSEC) Approval Form and the Market Research and Cost Estimates
• PLANNED, COORDINATED, AND CONDUCTED REVIEWS ON SERVICE CONTRACT APPROVAL REQUEST (SCAR) PACKAGES
• Created purchase request & Commitment (PR&C) for contract
• Downloaded PR&C and SCAR documents into the Contracting Action Status
• Routed SCAR package to appropriate department, and Executive Office for review and concurrence on approvals
• NEGOTIATED, ESTABLISHED, AND ADMINISTERED SERVICES OBTAINED WITH THE GPC
• Facilitated site visits with three or more vendors for quotes for janitorial services and lawn mowing services required by the project office
• Prepared Invitation for Bid (IFB), Request for Quotation (RFQ) or Request for Proposal (RFP) to ensure that descriptions and appropriate funding were included
• Developed a source list of responsible contractors, used firm fixed-price, time and materials, delivery of services, and a detailed analysis of responses to solicitations, and meeting requirements to present to the supervisor of the project office for final approval
• Utilized effective communication and negotiation skills to maintain strong working relationships with management and vendors while keeping organization's best interests in mind
• MONITORED CONTRACTORS PERFORMANCE AND WORK SCHEDULE; performance of daily or weekly duties as outlined in written agreement
• Scheduled quarterly janitorial cleaning for all windows in the project office building, striping, and waxing floors, and cleaning the shop floor and offices in the shop
• RESPONSIBLE FOR MONTHLY INVOICE PAYMENTS OF UTILITY SERVICES; electric, gas, water, and the janitorial services in the Corps of Engineers Financial Management System (CEFMS)
• Created and maintained record log for the delivery of heavy equipment diesel fuel that included delivery date, cost and gallons delivered
• Updated the energy usage report on a quarterly basis to calculate average costs and usage for water, electric, gas, and fuel consumption
• UPDATED AND MAINTAINED ALL SAFETY TRAINING FILES
• Updated and maintained Excel spreadsheet for employees completion of all mandatory online training for the district
• Created, maintained, and updated Material Safety Data Sheets (MDSD) books of all items and products within the garage, office building and outside storage areas
• Updated and maintained safety and accident prevention records files, training courses for staff, purchase request files, and time and attendance reports
• DEVELOPED INSTRUCTIONAL PROCEDURES for office employees
• Detailed instructions created for time and attendance reports, Fuel Record Log, Expenditures and Disbursements, Contract File
• Created instruction book for daily, monthly, and quarterly duties and reports that were to be supported.

TIMEKEEPER, TRAVEL SPECIALIST, AND GOVERNMENT PURCHASE CARD (GPC) HOLDER for the Engineering & Construction Branch. Accountable for timekeeping, travel orders, and purchasing office supplies. Communicated efficiently with supervisor and employees, orally and in writing. Trained employees on procedures to prepare time sheets. Accountable for preparing pay adjustments and labor cost transfers.

COMPILED INFORMATION TO PREPARE AND ANALYZE FINANCIAL REPORTS pertaining to labor codes, annual and sick leave, travel compensation, and work compensation time. Responded in a timely manner to written and verbal inquiries from employees, supervisors, timekeepers, and the payroll office.

ACCOUNTABLE FOR PREPARING PAY ADJUSTMENTS and labor cost charge transfers. Provided guidance on regulations and procedures relating to work schedules, annual leave, sick leave, military leave, administrative leave, court leave, and other pay related information. Reviewed for accuracy and matched leave request forms, overtime, or travel compensation forms against information in CEFMS.

PREPARED AND PROCESSED TRAVEL ORDERS within the United States and international temporary duty (TDY) for engineering branch. Provided mandatory training and documentation to the traveler for completion in a timely manner. Prepared travel vouchers for staff.

MANAGED PURCHASES AS A GPC HOLDER FOR OFFICE SUPPLIES. Prepared PR&Cs and receiving reports on multiple vendors and transactions. Provided budget support with program analysts to ensure available funding. Created Excel travel spreadsheet to track all travel orders indicating costs, purpose, and funding codes.

VOLUNTEERED EXTRA CURRICULUM:
PARTICIPATED IN THE SPECIAL EMPHASIS PROGRAM MANAGER (SEPM) - Asian Pacific Special Emphasis Program Manager, 2012-2013, for the Norfolk District’s Equal Employment Opportunity office. Responsibilities included obtaining a guest speaker for the Norfolk District’s diversity presentation. Researched information on Asian Pacific military members or outstanding citizens to distribute fact sheets and other information on a variety of Asian Pacific countries.

• FOR THE PERSONNEL SUPPORT DETACHMENT, Joint Expeditionary Base Little Creek
• Provided customer service to military members regarding their electronic service record (ESR), pay, and leave
• Assisted service members updating their ESR, add documents, such as marriage license, divorce documents, dependents birth certificate, etc
• A VARIETY OF MILITARY PAY SERVICES FOR ACTIVE DUTY MEMBERS
• Determined, processed, and followed-up on a wide variety of pay actions that required different and unrelated procedures to ensure pay was accurate
• Experienced utilizing Master Military Pay Account (MMPA) database to process pay and transactions to correct pay or ensure other pay and/or allotments were entered into the system
• PROCESSED SPECIAL PAYS, RE-ENLISTMENT BONUSES, AND SEPARATION PAY
• Maintained a suspense log for re-enlistment bonuses, separation pay, service member debt repayment plan, and other pay actions to ensure payments were accurate and dispersed in a timely fashion
• UTILIZED REGULATIONS TO CALCULATE CREDITABLE SERVICE FOR RE-ENLISTMENT BONUSES and separation pay
• Reviewed and completed or rejected military pay transactions taking corrective action when necessary, and compiling information regarding cause or discrepancy of incorrect pay entitlements
• Printed reports, examined and researched pay documents for completeness, propriety, authentication, accuracy, and compliance with applicable regulations to ensure pay was accurate
• Assessed MMPA to identify and reconcile discrepancies and utilized system to create reports to correct pay errors
• Assisted military members in determining creditable service for retirements and calculate service computation dates for accurate calculations
• RESEARCHED, AUDITED, AND PREPARED PAY ADJUSTMENTS after extracting hard copies from payroll files to verify against information in MMPA system
• Corrected accounts in the system and verified information to ensure pay files were correct
• Managed, resolved and processed debt collection cases pulling filed or archived information to research pay history
• PROCESSED NEW EMPLOYEES, as well as military members, service members dependents and contractors to ensure that proper documentation was provided to obtain a CAC or identification dependent card (ID) card
• Verification process involved obtaining fingerprints to identify individual’s information with the Defense Enrollment Eligibility Reporting System (DEERS)
• Verified proper identification and forms from customers, explained documents needed and procedures to obtain an ID card
• Updated customers information in the DEERS system.