ERIN WALCZYNSKI
Administrative Assistant
Willow River,MN
Summary
Dynamic Office Administrative Specialist with extensive experience at MnDOT, excelling in document management and communication. Proficient in Excel and adept at multitasking, I streamline operations and enhance team productivity. Recognized for maintaining confidentiality and delivering exceptional customer service, I effectively support organizational goals and foster positive workplace relationships.
Overview
39
39
years of professional experience
Work History
Office Administrative Specialist – Senior
MnDOT
03.2023 - Current
- Prepared, proofread, and distributed complex memos, letters, and reports to ensure clear communication across departments.
- Prepare agendas and informational packets for meetings and conferences.
- Record and prepare meeting minutes.
- Develop the agenda and take minutes for the weekly supervisor-manager meetings.
- Schedule meetings and arrange related equipment, meals and lodging.
- Prepare documents (special expense authorizations, travel authorizations, RFBs) for such events.
- Tracked and facilitated processing of training, travel, purchase order, HR package, contract, and letter requests to support operational needs.
- Assist with the hiring of new staff by preparing interview invitations for prospective employees, scheduling candidate interviews and coordinating interviews.
- Oversaw onboarding of new employees and offboarding of staff, coordinating access changes and ordering necessary equipment to streamline transitions.
- Created PowerPoint presentations, Excel spreadsheets, and other documents for staff.
- Update staff organizational chart, phone lists and emergency contacts.
- Maintain the confidentiality of private information according to policies and procedures.
- Provided first point of contact for staff and visitors, ensuring smooth communication.
- Direct visitors and guests; refer incoming calls, receive and relay accurate messages.
- Determine forms, equipment and contracts necessary to meet staff needs.
- Serve as the liaison for IT requests and purchases and attend quarterly meetings to convey office technology needs to MnIT.
- Stay abreast of office technology updates to inform staff.
- Assist staff with basic troubleshooting.
- Track the office’s IT assets and coordinate the annual purchase of new computers.
- Handle billing for all IT assets and phones.
- Maintain and order office supplies.
- Provide technical assistance and guidance to staff in the use of office equipment and software.
- Facilitated document management by scanning and duplicating materials as required.
- Troubleshoot and be the vendor liaison for the copy/printer/fax machine.
- Prepare and distribute reports, DVDs, videos, brochures and newsletters for special committees, customers and staff.
- Respond to phone, fax, and email requests for RSS publications and record request information.
- Executed various administrative tasks as assigned by supervisors to support operations.
- The Office of Research and Innovation
Electronic Data Management Specialist
Minnesota Sex Offender Program
08.2017 - Current
- Along with excellent customer service inside and out of the facility, I am currently working with our Legal Department, Records and HIMS department preparing our clients’ documents to be entered into our database system DataCap and FileNet.
- Executed data entry and utilized software programs like Microsoft Word and scanning devices to maintain electronic files accurately.
- This included scanning, indexing, redacting, and verifying our clients’ confidential records for release for court dates and MSOP hearings.
- Ensured careful handling of sensitive documents throughout the processes of gathering, preparation, imaging, and timely completion of tasks.
- I have the ability to quickly assess the document type to maintain appropriate, confidential, and accurate records within the MSOP Legal Department.
- Managed multiple priorities in a fast-paced environment while maintaining attention to detail and effective multitasking.
Corrections Officer
Department of Corrections
Moose Lake
04.2017 - 08.2017
- Supervised inmate activities and enforced facility regulations to ensure safety and order.
- Maintained security and supervised offender activities to foster positive behavioral change.
- Conducted regular inspections to ensure compliance with safety regulations.
- Managed inmate records and processed documentation to maintain accurate and accessible information.
Chemical Dependency Program Assistant
C.A.R.E. Liberalis
Carlton
05.2016 - 04.2017
- Delivered services to Community Addiction Recovery Enterprise clients in alignment with established procedures and standards.
- Design, develop and ensure implementation of a variety of programming to aid in the development of the clients growth and recovery.
- Lead groups of clients examining issues related to chemical dependency and daily living skills so that obstacles to treatment progress are identified and overcome.
- Maintained accurate records and ensured continuum of care through thorough documentation and verbal reporting.
- Executed intake process to facilitate prompt, courteous admission of clients while ensuring a contraband-free environment.
Patient Care Representative
Gateway Family Clinic
Moose Lake
04.2015 - 02.2016
- Delivered exceptional customer service, resulting in increased client satisfaction and loyalty.
- Schedule appointments for providers according to scheduling guidelines.
- Registered and edited demographic and insurance information to ensure clean claim processing.
- Maintained attention to detail in verifying identifying numbers, date of birth, and spelling.
- Obtains required signatures for authorization of billing and claims procedures according to policy and procedure.
- Follows GFHC’s HIPAA policy and procedure as relates to release of information, Privacy Notice distribution, etc.
- Insurance verification, both online and when customer presents.
- Maintain confidentiality as a priority.
Office Manager
Northern Business Products
Duluth
01.2014 - 04.2015
- Streamlined office operations by preparing payroll, managing correspondence, approving supply requisitions, and overseeing clerical tasks.
- Support company operations by maintaining office systems and supervising staff, excellent customer service.
- Recruited, selected, interviewed, and trained new employees to build a skilled office team.
- Maintains office staff by coaching, counseling, and disciplining employees; planning, and monitoring.
- Assisted team in completing project tasks to support productivity and project success.
Purchasing Assistant
Northern Business Products
Duluth
05.2011 - 01.2014
- Selected vendors and placed orders while coordinating service contracts.
- Followed up on orders to confirm timely shipping and delivery of materials.
- Inspected products received for quality and quantity to ensure adherence to specifications.
- Maintains records and follow up files of purchases, shipments, and related matters.
- Provided excellent customer service by previewing, changing, and proofing all incoming orders.
Storekeeper
US Navy
Point Loma
01.1987 - 01.1991
- Received, stored, and issued supplies and equipment, compiling accurate records of supply transactions aboard ship.
- Verifies that supplies received are listed on requisitions and invoices.
- Inventories supplies and equipment at beginning and end of each deployment.
- Distributed supplies to crew members, ensuring timely access to necessary materials for operations aboard ship.
- Completed military service with honorable discharge, demonstrating commitment and reliability.
Education
Generals
College of St. Scholastica
Duluth, MNMedical Office Administration
Duluth Business University
Duluth, MNSkills
- Excel
- Word
- MS Powerpoint
- MS Publisher
- MS Outlook
- Power Point
- Google Chrome
- Microsoft Edge
- Great Plains
- Echo
- Cache
- FileNet
- Data Cap
- Avatar
- ARTS
- EIOR System
- Digital cameras
- Faxes
- Printers
- Video devices
- Scanners
- Windows
- NT
- ME
- XP Professional
- Vista
Timeline
Office Administrative Specialist – Senior
MnDOT
03.2023 - Current
Electronic Data Management Specialist
Minnesota Sex Offender Program
08.2017 - Current
Corrections Officer
Department of Corrections
04.2017 - 08.2017
Chemical Dependency Program Assistant
C.A.R.E. Liberalis
05.2016 - 04.2017
Patient Care Representative
Gateway Family Clinic
04.2015 - 02.2016
Office Manager
Northern Business Products
01.2014 - 04.2015
Purchasing Assistant
Northern Business Products
05.2011 - 01.2014
Storekeeper
US Navy
01.1987 - 01.1991
Generals
College of St. Scholastica
Medical Office Administration
Duluth Business University