Charmaine Furtado
Kapolei,USA
Summary
Experienced with managing executive schedules, travel arrangements, and meeting coordination. Utilizes strong interpersonal skills to facilitate communication and collaboration among team members. Knowledge of office management software and administrative protocols.
Overview
40
40
years of professional experience
Work History
Executive Assistant II
Department of Law Enforcement, State of Hawaii
01.2022 - Current
- Coordinate recruitment for positions with the Law Enforcement Division. Request a list of eligible candidates, contact each applicant to schedule interviews and select the interview panel. Work with the chairperson of the panel to make selections and proceed with the remaining recruitment process
- Coordinated and organized meetings, preparing agendas, minutes, and follow-up actions to ensure effective communication.
- Processed and tracked expense reports for departmental spending, ensuring compliance with state regulations.
- Maintained detailed records of legislative activities, tracking House and Senate Bills relevant to law enforcement.
- Organized recruitment efforts for new hires, including scheduling interviews and coordinating candidate communication.
- Assisted in developing and maintaining departmental budgets, monitoring expenditures and identifying discrepancies.
- Managed the logistics for departmental events, including venue selection, catering, and materials preparation.
- Facilitated communication between various units within the department, ensuring timely updates and information sharing.
- Created and maintained filing systems for sensitive documents, ensuring easy access and proper organization.
- Provided administrative support for special projects, assisting with research and documentation as needed.
- Coordinated travel logistics for department personnel, including booking flights and accommodations for official travel.
- Monitored office supplies and initiated procurement requests to ensure adequate resources for staff.
- Handled confidential and sensitive information with discretion and tact.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Streamlined executive communication by managing emails, phone calls, and scheduling appointments.
Staff Services Supervisor III
Department of Public Safety, Sheriff Division
01.2021 - 01.2022
- Supervised the processing of procurement requests, ensuring compliance with state regulations and timely delivery of resources.
- Managed the preparation and monitoring of the division's budget, identifying discrepancies and recommending adjustments as necessary.
- Conducted performance evaluations for assigned staff, providing constructive feedback and establishing development plans.
- Developed and implemented standard operating procedures for office processes, enhancing operational efficiency.
- Coordinated training sessions for new employees, ensuring they received comprehensive orientation on departmental procedures.
- Tracked and audited financial records related to expenditures and reimbursements, ensuring accuracy in accounting practices.
- Facilitated the resolution of personnel issues, maintaining a positive and productive work environment for all team members.
- Organized and led staff meetings to communicate division goals and strategies, fostering team collaboration.
- Managed timekeeping systems for employees, ensuring accurate reporting of hours and compliance with payroll regulations.
- Reviewed and processed invoices for payment, maintaining meticulous records for budget accountability.
- Monitored departmental workflows, identifying areas for process improvement and recommending changes for greater efficiency.
- Assisted in the development of strategic plans for division operations, aligning resources with organizational goals.
- Maintained effective communication with external vendors and stakeholders to support procurement activities and service delivery.
- Prepared detailed reports for management, summarizing financial performance and operational metrics for decision-making.
- Applied strong leadership talents and problem-solving skills to maintain team efficiency and organize workflows.
- Resolved conflicts among team members promptly, maintaining a harmonious working environment conducive to productivity.
- Enhanced communication within the team by holding regular meetings and encouraging open dialogue among all members.
- Demonstrated commitment to the organization''s core values, leading by example and fostering a culture of excellence.
- Reduced employee turnover by fostering a positive work environment and providing ongoing feedback to staff members.
Staff Services Supervisor II
Department of Public Safety, Sheriff Division
01.2019 - 01.2021
- Term position concluded and returned to permanent position with Sheriff Division
- Duties seen below in Staff Services Supervisor II
Private Secretary II
Department of Public Safety, Director’s Office
01.2017 - 01.2019
- Coordinated and organized high-level meetings and events, ensuring all logistical details were meticulously arranged.
- Managed the scheduling of appointments and meetings for the Director, optimizing the use of time and resources.
- Facilitated effective communication among department staff by preparing and distributing meeting agendas and minutes.
- Handled confidential documents and sensitive information with utmost discretion, maintaining security protocols.
- Conducted comprehensive research on legislative matters impacting public safety, summarizing findings for executive review.
- Coordinated travel arrangements for departmental personnel, including itinerary planning and expense reimbursements.
- Developed and maintained an efficient filing system for tracking important correspondence and documents.
- Processed incoming invoices and maintained accurate financial records to ensure compliance with budgetary guidelines.
- Monitored and updated attendance and personnel records, ensuring accuracy in HR documentation.
- Assisted in drafting correspondence and reports for the Director and Deputy Directors, ensuring clarity and professionalism in communications.
- Assisted in drafting correspondence and reports for the Director, ensuring clarity and professionalism in communications.
- Maintained and organized the Deputy Director's calendar, prioritizing appointments and meetings effectively.
- Safeguarded sensitive information by implementing strict confidentiality measures when handling classified materials or discussions.
- Managed expenses efficiently by tracking expenditures, reconciling accounts, and submitting accurate expense reports on time.
- Contributed to a positive work environment by fostering collaboration between colleagues and providing administrative support as needed.
Staff Services Supervisor II
Department of Public Safety, Sheriff Division
01.2008 - 01.2017
- Identified operational inefficiencies and implemented corrective measures to increase effectiveness.
- Boosted team morale and performance, organizing regular training sessions and motivational meetings.
- Organized and led staff meetings to discuss operational goals, performance updates, and team initiatives.
- Leveraged data and analytics to make informed decisions and drive business improvements.
- Streamlined inventory management processes, leading to more organized and efficient stock handling system.
- Collaborated with other departments to achieve organizational goals, fostering teamwork across various functions.
- Reduced employee turnover by fostering a positive work environment and providing ongoing feedback to staff members.
- Reduced conflict incidents significantly, fostering cohesive team environment through effective conflict resolution strategies.
- Established performance goals for employees and provided feedback on methods for reaching those milestones.
- Evaluated employee performance and conveyed constructive feedback to improve skills.
- Successfully managed budgets and allocated resources to maximize productivity and profitability.
- Supervised staff training and development initiatives, ensuring employees were equipped with necessary skills and knowledge.
- Maintained comprehensive records of departmental activities, ensuring compliance with regulatory requirements and organizational policies.
Staff Services Assistant I
Department of Public Safety, Sheriff Division
01.2006 - 01.2008
- Maintain Human Resource attendance records and personnel records. Assist staff with personnel related matters, i.e., benefits, attendance, bargaining unit issues.
- Assist the Section Commander in developing the section’s expenditure plan and purchasing. Maintain the section’s budget.
- Verifies and enters details of costs, charges or other similar bookkeeping items to correct accounts or classifications. Receives receipts and maintains appropriate records; closes and reconciles accounts.
- Process and prepare requisitions and purchase orders.
- Knowledge of Microsoft Word, Excel, Outlook, Lotus Notes, Power Point.
Personnel Clerk IV
Department of Public Safety, Sheriff Division
01.2004 - 01.2006
- Maintained accurate employee records, ensuring compliance with departmental policies and regulations.
- Assisted in processing payroll and benefits administration, verifying accuracy of data entries and adjustments.
- Coordinated recruitment efforts by preparing job postings, reviewing applications, and scheduling interviews.
- Conducted orientation for new employees, providing essential information on policies, procedures, and benefits.
- Reviewed and submitted position action requests, ensuring completeness and adherence to formatting standards.
- Provided support in managing employee leave requests, tracking usage and maintaining accurate records.
- Facilitated communication between staff and management regarding personnel-related inquiries and issues.
- Processed Workers' Compensation claims, ensuring timely submission and communication with relevant stakeholders.
- Developed and maintained filing systems for personnel documents, ensuring quick access and confidentiality.
- Assisted in the preparation of training materials for staff development programs, enhancing employee skills.
- Participated in audits of personnel records, ensuring compliance with state regulations and internal policies.
- Monitored and updated employee attendance records, ensuring accuracy and resolving discrepancies promptly.
- Reviewed employee performance evaluations, ensuring compliance with established procedures and timelines.
- Handled employee relations issues with professionalism and discretion, fostering a positive work environment.
- Resolved issues with time, leave and attendance.
- Managed benefits administration, providing clear information to employees about their entitlements and options.
- Collaborated with department managers to identify staffing needs and develop recruitment strategies accordingly.
Personnel Clerk III
Department of Public Safety, Sheriff Division
01.1999 - 01.2004
- Maintain leave records and personnel records.
- Review position action requests to ensure submittal of all forms, consistency of information, and signatures. Ensure position descriptions have been written according to suggested format and include required information.
- Assemble and distribute exam announcements, provide routine information to staff on application and examination procedures, minimum qualifications for positions as noted in vacancy announcements, pay and employee benefits information. Receives application forms, ensures appropriate items have been completed by applicants.
- Assist staff with personnel matters regarding salary, benefits, and attendance issues.
- Maintain the Section’s budget, purchasing, accounting.
- Filing and typing; knowledge of Microsoft Word, Excel, Outlook, Lotus Notes, and PowerPoint.
Acting Secretary I
Department of Public Safety, Halawa Correctional Facility
01.1994 - 01.1999
- Greeting visitors and schedule appointments for the Chief of Security
- Prepare travel arrangements for officers to escort inmates to court appearances on outer islands.
- Schedule adjustment hearing for inmates; type dispositions.
- Assist visit clerk with verifying background of visitors on an inmate visit list.
- Answering telephone calls, typing, and filing
- Experience with Microsoft Office, Lotus Notes, Criminal Justice
Clerk Typist II
Department of Public Safety, Halawa Correctional Facility
01.1990 - 01.1994
- Maintain personnel and attendance records.
- Typing and filing paperwork needed for the human resource division.
- Assist staff with human resource matters, such as benefits, salary, attendance.
- Answer incoming phone calls, take messages, or direct calls to the appropriate sections.
Cashier Clerk
Pay n’ Save, Aiea
01.1986 - 01.1990
- Processed customer transactions efficiently at the point of sale, ensuring prompt service and minimal wait times.
- Maintained accurate cash drawer balance through meticulous cash handling and record-keeping practices.
- Assisted in inventory control by restocking shelves and ensuring merchandise was organized and accessible.
- Responded to customer inquiries and resolved issues, enhancing overall customer satisfaction.
- Conducted regular price checks and ensured proper labeling of merchandise to maintain pricing accuracy.
- Collaborated with team members to streamline checkout processes and improve service efficiency.
- Monitored store cleanliness and organized displays to create an inviting shopping environment.
- Processed returns and exchanges according to store policies, ensuring a seamless customer experience.
- Maintained up-to-date knowledge of promotions and sales to effectively inform customers.
- Handled customer complaints with professionalism, turning negative experiences into positive outcomes.
- Welcomed customers and helped determine their needs.
- Operated cash register for cash, check, and credit card transactions with excellent accuracy levels.
- Maintained a balanced cash drawer, ensuring accurate accounting at the end of each shift.
Education
Diploma -
Waipahu High School
Waipahu, HI01.1987
business administration
University of Phoenix
Hawaii Campus01.2009
Skills
- Operational leadership
- Analytical problem solving
- Effective communication
- Team leadership
- Office administration
- Office operations oversight
- Effective problem solver
- High-level executive assistance
Timeline
Executive Assistant II
Department of Law Enforcement, State of Hawaii
01.2022 - Current
Staff Services Supervisor III
Department of Public Safety, Sheriff Division
01.2021 - 01.2022
Staff Services Supervisor II
Department of Public Safety, Sheriff Division
01.2019 - 01.2021
Private Secretary II
Department of Public Safety, Director’s Office
01.2017 - 01.2019
Staff Services Supervisor II
Department of Public Safety, Sheriff Division
01.2008 - 01.2017
Staff Services Assistant I
Department of Public Safety, Sheriff Division
01.2006 - 01.2008
Personnel Clerk IV
Department of Public Safety, Sheriff Division
01.2004 - 01.2006
Personnel Clerk III
Department of Public Safety, Sheriff Division
01.1999 - 01.2004
Acting Secretary I
Department of Public Safety, Halawa Correctional Facility
01.1994 - 01.1999
Clerk Typist II
Department of Public Safety, Halawa Correctional Facility
01.1990 - 01.1994
Cashier Clerk
Pay n’ Save, Aiea
01.1986 - 01.1990
business administration
University of Phoenix
Diploma -
Waipahu High School