Summary
Overview
Work History
Skills
Timeline
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Haley Bethea

Tallahassee,FL

Summary

Results-oriented Administrative Professional with nine years of experience thriving in dynamic office settings. A hardworking team player, adept at managing various clerical tasks, offering comprehensive staff support, and excelling autonomously in a responsible and punctual manner, with a strong background in data and budget management.

Overview

9
9
years of professional experience

Work History

Administrative Assistant II

State of Florida Department of Health
08.2023 - Current
  • Provides administrative support to senior leadership, including Section Administrator and Executive Director.
  • Strategically manages executive calendars, prioritizing appointments and minimizing conflicts.
  • Organized office events such as holiday parties or team-building activities, promoting a positive company culture and boosting employee morale.
  • Handles a multi-line phone system, managing an average of 30 calls daily by efficiently routing them, relaying messages, and providing a warm welcome to visitors.
  • Boosts team productivity by managing communication channels and ensuring timely responses to inquiries.
  • Fosters productive partnerships through strong verbal and written communication with internal and external stakeholders.
  • Delivers excellent customer service through prompt responses to client inquiries, addressing concerns effectively, and building strong relationships.
  • Ensures adherence to regulations by monitoring departmental policy compliance.
  • Utilizes the Workflow system to review and ensure quality of assignments, reports, presentations, and memos.
  • Strategically planned, prioritized, and supervised administrative tasks to ensure timely completion of correspondence, inventory management, and service contracts.
  • Handles comprehensive travel arrangements and prepares reimbursement vouchers.
  • Communicates with vendors on invoice and payment status.
  • Utilizes WORKS payment management system for efficient invoice processing and tracking.
  • Addresses specific organizational needs by executing special assignments, performing in-depth research, and generating insightful reports.
  • Executes special assignments and provides insightful reports through in-depth research to meet organizational needs.
  • Assist with the onboarding of new employees, providing training materials, and coordinating orientation schedules to ensure a smooth integration into the team.
  • Participates in applicant interviews, aiding in candidate evaluation.
  • Utilizes Cherwell HR portal to manage new hire documentation, resolve issues via ticket system, and conduct user training.
  • Contributes to the development and maintenance of budget reporting processes and templates.
  • Guarantees accurate budget data through thorough review and reconciliation.
  • Assisted with fiscal year grant input via CDC's SAMS system.
  • Led Florida SHOTS Helpdesk operations during vacancy, overseeing timesheets, leave management, and accurate leave utilization.
  • Created standardized operating procedures to enhance efficiency in administrative tasks, field staff functions, and Florida SHOTS operations, covering areas like leave, timesheets, and call triaging.

Government Operations Analyst I

State of Florida Department of Health
11.2020 - 08.2023
  • Operated a multi-line telephone system on the Florida SHOTS helpdesk, addressing 80+ daily calls from diverse clientele with prompt, professional support and building positive caller relations.
  • Assisted Florida SHOTS IIS users with password resets, immunization questions, training, and security compliance.
  • Created standardized FAQs and SOPs to streamline enrollment and form processing.
  • Contributed to the creation of the Florida SHOTS DH3203 Immunization Record Request portal, providing input to development staff.
  • Handled the processing of enrollment forms for the Florida SHOTS IIS (State Health Online Tracking System) submitted by medical providers, schools and pharmacies.
  • Maintained compliance by checking participant licensure through Florida's MQA portal.
  • Utilized Outlook to efficiently resolve healthcare provider enrollment issues through email support.
  • Guided parents through school enrollment (DH680s) and immunization exemption (DH681) form completion.
  • Provided in-depth instruction to new help desk staff on standard operating procedures, technical support protocols, and customer interaction techniques.
  • Oversaw the consistent completion of all necessary security checks to maintain full compliance with HIPPA (Health Insurance Portability and Accountability Act) regulations.
  • Ensured patient data confidentiality via secured server utilization.
  • Facilitated connectivity between provider EHRs and Florida SHOTS.
  • Utilized Microsoft Excel to create immunization reports for facilities from Florida SHOTS.
  • Facilitated Meaningful Use Incentive attainment by processing documentation for participants based on their quality data submission to Florida SHOTS.
  • Proficiently utilized Florida SHOTS online fax server (FAX.XM).
  • Addressed emails efficiently, using bureau triage expertise to seamlessly transfer inquiries and calls.
  • Managed daily record request processing (100+ per day) with consistent output.

Corporate Document/Election Record Analyst

State of Florida Department of Agriculture
03.2018 - 11.2020
  • Ensured accuracy and regulatory adherence of Concealed Weapon and Security Officer applications by meticulously reviewing supporting documents in Oracle and License Manager.
  • Processed 200+ applications daily, consistently maintaining high productivity.
  • Issued new and renewed licenses and processed/disbursed refunds according to established procedures.
  • Verified and processed a high volume of business forms, with a strong focus on accuracy.
  • Meticulously indexed electronic documents in Microsoft Word to ensure proper storage and efficient retrieval.
  • Directed production control operations using Oracle and License Manager, optimizing resource allocation and output.
  • Ensured accurate record maintenance through data entry transactions in a complex interactive database.
  • Conducted in-depth examinations and analyses of complex applications and various records (corporate, military, law enforcement) to determine licensure/approval.
  • Managed fingerprint card processing for applicants.
  • Communicated with faculty and upper management using Microsoft Outlook for email and Microsoft Teams for collaboration and meetings.
  • Assisted with secondary review of complex applicant criminal background checks.
  • Assisted in training new hires during the departmental onboarding process.
  • Maintained strict confidentiality of applicant data, adhering to all privacy protocols.
  • Demonstrated flexibility by working extended hours as needed.
  • Engaged in agriculture meetings and seminars, continuously expanding knowledge and networking within the industry.
  • Generated reports detailing findings and recommendations.

Administrative Assistant

Florida State University Department of Anthropology
01.2016 - 01.2018
  • Oversaw front desk operations, handling phone calls, mail, and directing faculty, students, and visitors.
  • Managed a 40+ member faculty directory, proactively ensuring data accuracy, currency, and alignment with diverse departmental needs.
  • Cultivated strong client relationships through prompt responses and effective resolution of inquiries and concerns.
  • Strategically coordinated executive calendars, including meetings, appointments, events, and travel arrangements.
  • Drove organizational success by providing comprehensive administrative support to faculty and students, including daily operations and special projects.
  • Skilled in interpreting and applying federal, state, and local laws, ordinances, rules, and regulations.
  • Ensured compliance by interpreting and implementing College/University policies.
  • Played a key role in the department's relocation by assisting with planning, packing, and new facility setup.
  • Managed the departmental shift to electronic filing, eliminating paper processes.
  • Utilized Microsoft Excel for efficient inventory tracking.
  • Oversaw inventory management of office supplies, ensuring availability and cost-effectiveness.
  • Prepared and distributed syllabi, assignments, and course documents for professors.
  • Collaborated with professors to track student attendance, ensuring accurate record-keeping.
  • Optimized office efficiency by creating robust systems for information and material organization.
  • Optimized office efficiency by creating robust systems for information and material organization.
  • Developed training materials for new administrative staff, improving onboarding experience.
  • Promoted a positive work environment through effective communication skills and fostering professional relationships among colleagues.
  • Collaborated on special projects as assigned by leadership, contributing research findings or coordinating event logistics as needed for success.
  • Enhanced office environment, organizing spaces for better workflow and employee comfort.

Skills

  • Advanced Proficiency in Microsoft Suites (Excel, Word, PowerPoint, OneDrive, Outlook) with 10 years’ experience
  • Communication skills and interpersonal skills through (Microsoft Teams, Zoom, and Outlook)
  • Willingness to Learn
  • Proficient in Data Entry
  • Time management
  • Database entry
  • Relationship building
  • Purchasing
  • Office administration
  • Customer and client relations
  • Strong problem solver
  • Detail Oriented
  • Training and coaching
  • Customer service

Timeline

Administrative Assistant II

State of Florida Department of Health
08.2023 - Current

Government Operations Analyst I

State of Florida Department of Health
11.2020 - 08.2023

Corporate Document/Election Record Analyst

State of Florida Department of Agriculture
03.2018 - 11.2020

Administrative Assistant

Florida State University Department of Anthropology
01.2016 - 01.2018

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Haley Bethea