Carline Smith
Administrative Assistant
Larchmont,NY
Summary
Dynamic administrative expert with comprehensive experience, excelling in organizational and communication skills. Demonstrates expertise in managing intricate scheduling and facilitating staff training, while ensuring confidentiality.
Overview
25
25
years of professional experience
3
3
years of post-secondary education
Work History
Secretary to School Administrator
Mamaroneck Public School-High School/Middle School
Mamaroneck, NY
07.2005 - Current
- Arrange daily coverage for absent teachers and non-instructional staff.
- Manage communication between parents, teachers, and the school administration.
- Provide support services as needed to the principal, faculty, staff, and Parent-Teacher Association.
- Provide ongoing technical training for clerical staff and districtwide personnel.
- Processed invoices into accounts payable system for payment processing.
- Coordinate and administer the distribution of 1,200 NYS English Language Arts exams, and 600 Advanced Placement exams.
- Respond to a high volume of phone calls and general inquiries.
- Support event planning for school functions and community activities.
- Assist in the preparation of reports and documents for meetings.
- Develop procedures to efficiently manage day-to-day office functions.
- Maintain filing systems for confidential documents, and organize files for easy retrieval of information when requested.
- Perform data entry into computer systems; ensure the accuracy of all entered information.
- Prepare documents such as memos, letters, reports, and spreadsheets using Microsoft Office applications.
- Proofread documents before submission; correct any errors found in grammar or punctuation.
- Organize and maintain the administrator's calendars, including scheduling meetings, travel arrangements, and conference calls.
- Provide assistance with onboarding new non-instructional staff by preparing orientation materials.
- Operate office equipment, such as photocopiers, scanners, and fax machines.
- Handle confidential documents with discretion.
- Sort mail and distribute it to the appropriate personnel or departments within the district.
- Answer incoming phone calls, respond to inquiries, and transfer calls as needed.
- Address inquiries from students, parents, and staff with professionalism.
- Contributed to formulation of district manual concerning Section 504 procedures
- Designed school marketing materials such as flyers, and brochures
- Track employee attendance records ensuring compliance with district policies.
Senior Office Assistant
Greenburgh Central School District #7
Hartsdale, NY
03.2001 - 04.2005
- Provided all general administrative support to the Director of Special Education
- Typed and proofread letters, internal memos, lists, reports, and general correspondence.
- Performed daily clerical tasks, such as photocopying, scanning documents, and faxing information.
- Managed incoming calls, emails, mail, and other correspondence from parents, school districts, and various agencies.
- Maintained confidentiality of sensitive information and documents.
- Processed all New York State Education Department forms for the Committee on Preschool Special Education.
- Managed the registration process for the district’s special education preschool students, and also served as a backup to the District Registrar.
- Assisted the director in drafting and revising annual state aid reports.
- Compiled and organized confidential reports for annual review meetings for the Committee on Special Education.
- Facilitated staff training for special education internet database (IEP Direct).
- Organized and maintained filing systems, both paper-based and digital.
Education
Associates - Occupational Studies, Computerized Office Administration
Westchester Business Institute (College of Westchester)
White Plains, NY 09.1993 - 03.1995
No Degree - Liberal Arts
SUNY College At Old Westbury
Old Westbury, NY 09.1991 - 05.1993
Skills
- Type 60 words per minute
- Skilled in Microsoft Word
- Excel proficiency
- Proficiency in Google Docs
- Student information systems
- Prioritization and time management
- Attention to detail
- Complex Problem-solving
- Organization
- Calendar management
- Executive support
- Confidentiality maintenance
- Meeting coordination
- Travel arrangements
Affiliations
- Co-President for Mamaroneck Federation of School Secretaries
- Board Member of Mamaroneck Federal Teacher's Credit Union
References
References available upon request.
Timeline
Secretary to School Administrator
Mamaroneck Public School-High School/Middle School
07.2005 - Current
Senior Office Assistant
Greenburgh Central School District #7
03.2001 - 04.2005
Associates - Occupational Studies, Computerized Office Administration
Westchester Business Institute (College of Westchester)
09.1993 - 03.1995
No Degree - Liberal Arts
SUNY College At Old Westbury
09.1991 - 05.1993
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