Gina Yates
Bellflower,CA
Overview
26
26
years of professional experience
Work History
Management Secretary III / Acting Special Assistant
County of Los Angeles Probation Department
09.2018 - Current
- Serves as the Bureau Chief’s secretarial support, executive level administrative and technical support for the Bureau’s 16 operations countywide, including support and training to division managers’ secretaries when needed
- Conducts confidential research on various human resources matters for the Deputy Chief and Bureau Chief
- Maintain confidential files
- Assists with the formulation and interpretation of departmental administrative/operational policies and provides guidance to Bureau staffing
- Serves as the liaison with the Human Resources Employee Relations staff to distribute personnel recruitment notices to the Department’s applicable bargaining units for posting approval and dissemination
- Oversees all personnel matters for the Bureau while ensuring accuracy and consistency, including monitoring and updating the Position Control Report; processing Request to Hire, Fill or Post forms for vacancies, processing Personnel Action Requests (PARs), handling all documentation pertaining to releases and/or transfers, including communications with other Bureaus, ensuring completion and distribution of Performance Evaluation (PE) reports, distributing Appraisals for Promotability (AP) requests, tracking the status of the various bonus requests and handling the Asset Disposition forms for staff transferring from the Bureau
- Tracks employees on approved leave, such as those covered under the Family Medical Leave Act (FMLA) and Industrial Accidents (IA) and ensures their timesheets are recorded with the correct event codes to guarantee compliance with applicable laws and policies
- Serves as the Bureau’s Return to Work (RTW) Coordinator, which includes participating in Interactive Process Meetings (IPM) and monitoring and reviewing applicable reports, such as the Absent Follow-Up Report (AFR) and Light Duty Report (LDR)
- Serves as a proxy for payroll matters, including handling requests for E-Caps access, sending reminder emails to employees/managers for delinquent timesheet submission/approval and obtaining the necessary documents for processing, such as Employee Self-Service Corrections and Alternative Work Schedule forms
- Assists the Bureau Chief with tracking and monitoring Bureau STC compliance and processing Requisition Orders, Communication Orders, Purchase Justifications and System Registration Forms
- Tracks and monitors Bureau Annual Control Logs for staffing (required by the Department's Fiscal operation), Speed Violation Report and Toll Road Violation Report, Fleet Vehicle Report and Historical Fleet Location, which includes Bureau follow-up and vehicle maintenance, and the development of a Bureau County Policy of Equity tracking log
- Notifies, processes, and tracks staff recognitions and County service awards
- Directs and handles inquiries and requests for information from executive management and staff via email and telephone
- Coordinates Department participation in County-wide programs and activities
- Completes various special projects, such as analyzing Bureau operations, staffing/staffing vacancies and administrative procedures and providing recommendations for courses of action
- Coordinates interviews with potential candidates for Bureau related vacancies Serves as the Bureau’s liaison for Human Resources performance evaluations, Management Services Bureau/Communications and Information Systems Bureau systems’ access, equipment and supporting staff with addressing related issues
- Schedules meetings, appointments, conference calls (telephonic, Microsoft Teams, Webex, etc.) and trainings with the Department’s Executive team, administrative staff, operational managers, and outside agencies Drafts and disseminates various Bureau managerial communications for the Bureau Chief, including the Juvenile Field Case Plan Exception Report, Juvenile Field Case Plan Revision Report, Los Angeles County monthly library programming for youth, semi-annual Systems Users Account Verification Report, quarterly Wireless Devise Report, Bureau Staff Accessibility Survey, Detention Alternatives Review Team Report (for the Deputy Chief) and the monthly Division of Juvenile Justice billing invoice for data tracking purposes
- Develops multiple documents for the Bureau Chief (e.g
- Bureau organizational charts and a Secure Youth Treatment Facility flowchart in Visio
- Submits legal documents and Juvenile Research Petition data requests for the Bureau Chief (e.g
- California State Division of Juvenile Justice Honorable Discharge reports through secured email transmission processes, CDs/USBs with requested juvenile data, etc.) Distributes, processes, and assists with arranging training, conferences, and travel accommodations for the Bureau staff
- Enhances various meeting, report and training tracking processes for the Bureau Chief, including reviewing handouts (PowerPoint, Excel charts, etc.) for presentation preparation
- Reviews and revises various documents for the Bureau (e.g
- JJCPA Request for Services for Contracts’ processing, Proofread, edit, and revise memos and emails) Proxy timesheets for Juvenile Special Services Bureau Handles and addresses daily telephone/conference calls and email communications for the Bureau Chief from internal, external, and inter-departmental personnel.
Senior Secretary I
County of Los Angeles Probation Department
09.2013 - 09.2018
- Coordinated the issuance of Internal Service Department Service Request account numbers
- Prepared Service Requests for work to be performed by the Department of Internal Services Served as the Division’s Return to Work Coordinator; submitted weekly logs and assisted with Interactive PMs
- Maintained monthly Fleet Vehicle Report and vehicle maintenance logs
- Provided secretarial support to an Information Systems Bureau Division Manager Scheduled meetings with the Department’s Executive team, administrative staff, section supervisors, and outside agencies and vendors Arranged training and travel accommodations for the Division Manager and subordinate staff, when needed
- Reviewed and revised performance evaluations, memos, and emails Served as Proxy for timesheets for Information Systems Bureau (ISB) staff
- Maintained confidential files
- Provided back-up coverage to the Chief Information Officer’s secretary
- Acted as an intermediary between Division Manager and supervisors
- Provided clerical support to Division supervisors as needed
- Contacted potential candidates and scheduled interviews for all Division vacancies.
Senior Typist Clerk
County of Los Angeles Probation Department
07.2011 - 09.2013
- Maintained the control logs of all performance evaluations and appraisals of promotability for the Adult Field Services Division
- Provided clerical support for the Adult Bureau Chief and Adult Consultant
- Provided coverage for the Probation’s Executive Row reception desk
- Prepared agendas and drafted meeting minute entries for weekly facility meetings
- Compiled/tracked statistical information regarding Performance Evaluations, and information for the Bureau Chief
- Gathered information for special reports, contacted other departments, employees, and agencies to obtain information and material necessary to prepare management reports or complete special projects.
Detention Services Officer
County of Los Angeles Probation Department
05.2007 - 07.2011
- Supervised detained probation youth in their activities within the unit, on work assignments, during recreation periods, on medical or dental appointments, or awaiting court appearances
- Maintained order and control of a unit and takes appropriate action in connection with rule infractions or other disturbances
- Maintained institutional security and takes appropriate action to prevent escapes
- Supervised the movement of probation youth within and outside the facility
- Controlled and restrained combative or emotionally disturbed probation youth
- Observed and recorded the behavior of probation youth and confers with the supervisor about problematic probation youth.
Senior Typist Clerk
County of Los Angeles Department of Children and Family Services
05.2004 - 05.2007
- Assisted the Clerical Administrator with coordinating the pilot opening of the SPA 6/Compton Regional Office, including all work related to the site move for staff and files, as well as working closely with Procurement Services and Bureau of Information Services for the initial office implementation set-up
- Served as the County Office Administrator, assigning/maintaining authority levels/privileges and User IDs in the States Child Welfare Services/Case Management System (utilized by the Department of Children and Family Services) and reset staff passwords for various systems
- Processed Personnel Action Requests for transfers, promotions, and new hires
- Responsible for completing the Annual Internal Control Certification Program (ICCP)
- Responsible for ordering/distributing bus tokens/passes and clothing vouchers
- Coordinated all Internal Services Requests working closely with the Internal Services Department
- Coordinated/maintained all equipment requests (e.g., cell phones, pagers, calling cards)
- Provided clerical support to Children Social Workers/Supervising Children Social Worker
- Provided clerical assistance to the Clerical Administrator.
Senior Typist Clerk
County of Los Angeles Department of Children and Family Services
08.1998 - 05.2004
- Assisted in studies by analyzing and making recommendations to determine efficiency and effectiveness of Departmental operations, programs, and policies and procedures
- Monitored ongoing programs for compliance of policy and procedures
- Assisted with management audits of policy/procedure implementation prior to scheduled state reviews
- Created/maintained Microsoft Office Access log to track all management audit recommendations progress and their due dates.
Timeline
Management Secretary III / Acting Special Assistant - County of Los Angeles Probation Department
09.2018 - Current
Senior Secretary I - County of Los Angeles Probation Department
09.2013 - 09.2018
Senior Typist Clerk - County of Los Angeles Probation Department
07.2011 - 09.2013
Detention Services Officer - County of Los Angeles Probation Department
05.2007 - 07.2011
Senior Typist Clerk - County of Los Angeles Department of Children and Family Services
05.2004 - 05.2007
Senior Typist Clerk - County of Los Angeles Department of Children and Family Services
08.1998 - 05.2004
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