ESTER BARAJAS
Covina,USA
Summary
Senior Secretary with extensive experience at County of Los Angeles, specializing in electronic records management and bilingual communication. Demonstrated success in coordinating high-stakes projects and improving operational efficiency. Proficient in Microsoft Office Suite, enhancing process streamlining and team collaboration.
Overview
25
25
years of professional experience
Work History
Senior Secretary III/Special Assistant
County of Los Angeles Aging and Disabilities Department
04.2014 - Current
- Branch Secretary for the Program Manager (PM) and the Special Assistant for the Branch Assistant Director (AD) who oversee the Contracts Management and Contract Compliance Divisions.
- Maintain and update CARTS (an assignment tracking and retrieval system) log for both the PM and AD.
- Act as a primary contact for AD and Managers to relay or retrieve information and/or assignments.
- Update logs and remind Managers of upcoming Performance Evaluations (PEs) that are due to Human Resources (HR). Assist PM and other managers to revise PEs.
- Act as a liaison among AD and Managers to relay information and duties. Remind Managers of upcoming PEs that are due to HR for both the Contracts Management and Contract Compliance Divisions.
- Finalize PE as necessary, obtain applicable signatures, and ensure a copy is submitted to HR and a copy is included in each Division file.
- Update status for incoming, outgoing, transferring or promotional employees in the County ePAR system for promotional transactions for the branch employees.
- Manage, create, and oversee overtime approval for AD and other manager for the Branch via County Time Information Management System (TIMS) that tracks and assigns overtime.
- Complete special assignments for the AD as needed and oversees the AD's calendar for upcoming meetings or appointments.
- Set up meetings for AD, PM, or any manager or staff.
- Call or email candidates for hiring interviews and send informative emails confirming interview. Arrange any copies needed for the interview such as folders and/or resumes that are retrieved from HR Personnel.
- Meet with the PM weekly to go over PM work schedule, coordinate meetings, review and finalize internal memos to staff.
- Update contractor email logs and assist each Administrative Services Manager II when needed.
- Serve as backup staff to uploading the Department's Board letters to the County's Sharepoint system and the Board of Supervisors' website.
- Responsible for uploading all the Division's contracts information on the Department's shared drive used by executive and mid-level managers to access contracts, amendments, monitoring files and all contract related documents. This is an ongoing project as new contracts are executed or amended, and monitoring reports are finalized and updated.
- Responsible for ensuring all the timecards have been submitted to the system and have been approved by all managers.
- Serve as information officer disseminating Branch information to both divisions.
- Daily review of programmatic invoices handled by the Contracts Management Division.
- Respond to Contractor inquiries, typically regarding a contract or invoicing issues.
- Coordinate Special Events Committee events, fundraisers and meetings.
- Maintain Division's contract Files (including updating contracts and files). Research and maintain current with Program Memos released by California Department of Aging.
- Assist with Older American Recognition Day. Assist with contractor presentations. Maintain logs for Managers regarding Workforce Investment Board (WIB), Contractors, In-School, Out-of-School. Obtain final signature on contracts from Director.
- Collect and maintain cellphone bills for Managers. Process Incidental Expense Request for contracts meetings.
- Assist Administrative Services Manager with all solicitations/procurements. Format Budget letter and proofread contracts for Administrative Service Managers.
- Review budgets for Administrative Services Managers and Program Manager.
- Schedule meetings via Microsoft Outlook. Assist as a Proctor for the Division's Informed Averaging Panel.
- Draft letters for final signatures.
Senior Secretary III
County of Los Angeles Community and Senior Services
03.2010 - 04.2014
- Senior Secretary III for APS Line Operations Program Manager.
- Reply to correspondence via email and draft memos, meeting notices, reports and miscellaneous assignments.
- Knowledgeable of CARTS, overseeing all electronic assignments maintained in system.
- Responsible for the bi-annual coordination of APS Parking Placard procurement and distribution, working closely with Los Angeles Department of Transportation to ensure all 140 APS Line Operations staff received Placards.
- Perform duties of Staff Assistant II, oversaw Building and Procurement, assisting and handling Building Management issues such as tracking and monitoring issuance of keys, parking cards, coordinating suite paint renovation, including ordering boxes for staff and maintaining painting calendar and meeting with movers. Work closely with Jamison Services, Pan Pacific and Internal Services Department (ISD).
- Responsible for overtime submissions, monitor overtime submissions, ensure signatures of Human Services Administrator I (HSA I) and HSA II.
- Scan and email to appropriate staff. Keep log of APS field offices overtime and calculate total quarter report.
- Responsible for cell phone bills received from ISD.
- Create cell phone logs. Distribute cell phone bills to appropriate APS field offices.
- Monitor and re-log for personal use or business.
Senior Typist Clerk
County of Los Angeles Department of Children and Family Services
09.2007 - 03.2010
- Perform all secretarial duties for Managers of the DCFS Training Section.
- Screen telephone calls.
- Make appointments, arrange conferences, meetings and conference calls.
- Gather data from Social Worker Training Calendar for the purpose of having a special report for employees and agencies.
- Transmit messages, orders and requests to staff, both written and verbal.
Senior Typist Clerk
County of Los Angeles District Attorney's Office
03.2005 - 09.2007
- Executed secretarial tasks for Assistant Head Deputy with high efficiency.
- Supported Head Deputy Attorney by managing key responsibilities during Secretary's absence.
- Handled phone inquiries from attorneys and agencies concerning manuals, tapes, and transcripts.
- Acted as intermediary between supervisor and staff, relaying important messages and requests.
- Updated and distributed Saturday Seminar flyers to ensure timely procurement of copies.
- Coordinated reservations for Saturday Seminars at Hall of Administration throughout year.
- Maintained accurate records of Minimum Continuing Legal Education (MCLE) credits for attorneys.
Senior Typist Clerk
County of Los Angeles District Attorney's Office
03.2002 - 03.2005
- Perform all secretarial duties in Executive Office and serve as back-up staff to main receptionist.
- Assist both callers and visitors. Utilize bilingual language skills when assisting clients on phone and/or person.
- Interact with the public, law enforcement, court personnel and departmental employees.
- Handle filing and typing, as needed.
- Receive complaints and motions for attorneys and route them appropriately.
- Draft letters to various organizations informing them of the District Attorney's availability.
- Knowledgeable in Lotus Notes, PIMS, Microsoft Word.
Intermediate Clerk
County of Los Angeles District Attorney's Office
03.2000 - 10.2002
- Handle daily and weekly high profile case calendar, which contain each phase of jury trials from arraignment to sentencing.
- Speak directly to Deputy District Attorneys (DDAs) regarding high profile cases and enter data jury trial outcome.
- Obtain case briefings from DDA to enter in High-Profile Calendar for media references. Distribute calendar at the end of each day and week.
- Set up conference room for District Attorney's press conferences.
- Proofread and fax press releases to over 100 press offices. Manage high volume of phone calls, from public and press.
- Interface with attorneys regarding specifics of high-profile calendar cases.
- Ability to manage highly confidential and sensitive issues.
- Utilize bilingual language skills to also inform Spanish speaking press.
- Back-up to Head Secretary of the Media Relations Division.
- Knowledgeable in Lotus Notes, PIMS, Microsoft Word.
Education
Liberals Arts -
Mt. San Antonio College
07.2003
Skills
- Microsoft Office Suite
- Excel
- Content management systems
- Electronic records management
- Travel and logistics coordination
- Bilingual Spanish communication
Timeline
Senior Secretary III/Special Assistant
County of Los Angeles Aging and Disabilities Department
04.2014 - Current
Senior Secretary III
County of Los Angeles Community and Senior Services
03.2010 - 04.2014
Senior Typist Clerk
County of Los Angeles Department of Children and Family Services
09.2007 - 03.2010
Senior Typist Clerk
County of Los Angeles District Attorney's Office
03.2005 - 09.2007
Senior Typist Clerk
County of Los Angeles District Attorney's Office
03.2002 - 03.2005
Intermediate Clerk
County of Los Angeles District Attorney's Office
03.2000 - 10.2002
Liberals Arts -
Mt. San Antonio College
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