Therese Clarke
Brooklyn,NY
Summary
Organized and dedicated Administrative Officer with a proven track record of providing exceptional customer service in fast-paced environments. Offering keen attention to detail and strong decision-making skills to manage multiple, concurrent tasks. Self-motivated work ethic to perform effectively in independent or team environments.
Overview
29
29
years of professional experience
Work History
ADMINISTRATIVE OFFICER
USDOT- FEDERAL TRANSIT ADMINISTRATION (FTA)
01.2020 - Current
- Provide expertise, assistance, and advice on various administrative functions to management and staff in the areas of but not limited to Cost Center Management, human resource programs, office management, contracting, and procuring supplies and services
- Work with the Office of Budget and Human Resources to resolve any discrepancies
- Serve as the lead liaison for Region II and Region I on budgeting, training, travel, contracting, and purchasing supplies and services
- Developing, implementing, evaluating, and managing the fiscal year budget and daily usage of funds
- Ensuring all funds are obligated and de-obligated promptly using documents such as travel and voucher orders, training requests, and purchase orders and requests
- Predicting and forecasting uncertainties or changes in the operating programs for budgets that have been developed
- Manage the government-wide credit card program by executing credit card transactions within limits set by the Delegation of Procurement Authority and complying with procurement requirements and internal procedures
- Maintain awareness of training courses and ensure each office is considered for training opportunities
- Maintaining a current system of training courses available from a variety of sources such as OPM, DOT, FTA, colleges, and state and local companies
- Keeping management and staff informed about available training, workshops, and conferences that best meet staff and office needs
- Manage the government travel system E2
- Reviewing and approving all travel requests and vouchers
- Maintain knowledge of travel regulations and policies
- Participate in administrative conferences and quarterly meetings providing comments on agency procedures and suggesting alternatives
- Prepare procurement requests to the Office of Budget by sourcing, purchasing, receiving, and inspecting goods and services
- Provide justification needed for purchase such as sole source or providing three sources for the best purchase
- Provide high-level oral and written communication skills to advise management on purchasing, and other documents required
- Monitor and approve expenditures for the GSA Motorpool government vehicle
- Create annual Miscellaneous Obligations (MODs) for government vehicles and track all expenditures on a financial spreadsheet
- Serve as a liaison to management and staff on handling communications with peers and groups within the organization
- Serve as a human resource liaison for the regional offices providing assistance and advice on personnel matters, time and attendance, and all other human resource-related matters
- Ensure quality assurance and/or quality control are done on required paperwork when submitting to FTA headquarters
- Provided high-level oral and written communication to advised management and developed human resource, purchasing, and other documents as required
- Consistently work with other administrative staff to handle multiple tasks and coordinate workload
- Incorporate new projects and tasks into daily workload and ensure timely completion.
- Organized professional with expertise in managing resources and optimizing performance. Proficient in providing valuable insights and supporting decision-making processes. Committed to enhancing productivity and contributing to overall success.
ADMINISTRATIVE OFFICER
USDOT-FEDERAL TRANSIT ADMINISTRATION (FTA)
08.2006 - 09.2020
- Provided expertise, assistance, and advice on various administrative functions to management and staff in the areas of but not limited to Cost Center Management, human resource programs, office management, contracting, and procuring supplies and services
- Work with the Office of Budget and Human Resources to resolve any discrepancies
- Served as the lead administrative human resource liaison for the LMRO office
- Ensured the development and quality of all required paperwork to support human resource actions
- Maintained all human resources-related information including the OASIS personnel system and WTTs System
- Assisted FTA headquarters Human Resources office in ensuring actions are completed on time
- Assisted the Director of LMRO in the completion of the required paperwork to create new FTA LMRO positions and write position descriptions
- Initiated personnel actions for reassignments, transfers, promotions, and resignations
- Conducted employee orientations ensuring new employees were fully informed on such matters as benefits and services, pay and leave administration, and office service management
- Ensured completion and submittal of necessary documents promptly
- Handled time and attendance in the Castle web system for LMRO staff
- Coordinate mid-year and annual performance appraisals for LMRO staff
- Ensured all paperwork was submitted on time
- Served as the Property Custodian
- Maintained property records on furniture and office machinery including ensuring all IT equipment are properly bar coded
- Conducted annual inventory of properties and submitted all required information to FTA headquarters
- Assisted LMRO, General Service Administration (GSA), and FTA on requests for procurement and contracting regional space reallocation and installation to maintain operational status
- Assisted in oversight of contracts and exercised discretion to retain subject matter experts to satisfy technical requirements
- Developed the annual administrative operating budget
- Estimated annual needs for payroll, travel, training, supplies, and non-capitalized equipment
- Justified needs for major equipment purchases and anticipated personnel changes as part of creating an annual budget
- Monitored, liquidated, and executed the budget using various obligating documents and systems such as travel documents, training requests, purchase orders, Delphi reports, and AMES financial tracking system
- Served as the Grants Control Assistant
- Assigned project numbers to the yearly administrative budget and set up project folders
- Compiled, organized, and maintained all financial records of approvals of the administrative grants
- Reviewed the annual administrative grant for funding and accuracy
- Recorded reservations in the TEAMs system, as well as manually kept records and reconciled differences as necessary
- Managed the government-wide credit card program by executing credit card transactions within limits set by the Delegation of Procurement Authority and complying with procurement requirements and internal procedures
- Created annual Miscellaneous Obligations (MOD) for rent, security, and transit benefits and tracked all expenditures on a financial spreadsheet
- Participated in administrative conferences and quarterly meetings
- Provided comments on agency procedures and suggested alternatives
- Managed the government travel system GOVTrip
- Reviewed and approved travel requests and vouchers
- Maintained knowledge of travel regulations and policies
- Provided high-level oral and written communication to advise management and develop human resources, purchasing, and other documents as required
- Performed clerical duties as assigned such as receiving and transferring incoming calls.
ADMINISTRATIVE SUPPORT SPECIALIST
USDOJ/DRUG ENFORCEMENT ADMINISTRATION (DEA)
10.2002 - 08.2006
- Provided operational and managerial administrative support in the areas of budgeting, property, vehicles, human resource management, and all other administrative functions
- Provided assistance and advice to management on all budgetary matters and changes to policies and regulations that may occur
- Participated in yearly financial audits which are conducted by either DEA or an outside entity
- Supervised and maintained purchase orders and credit card transactions by evaluating requested needs and inputting transactions into the Federal Financial System
- Managed the government travel system
- Reviewed and approved travel requests and vouchers
- Maintained knowledge of travel regulations and policies
- Managed and processed travel for employees in the areas of authorizations, travel vouchers, and travel payments
- Formulated, revised, and maintained the utilization of operating funds within the laboratory
- Prepare procurement requests to the Office of Budget by sourcing, purchasing, receiving, and inspecting goods and services
- Provide justification needed for purchase such as sole source or providing three sources for the best purchase
- Served as a liaison for the laboratory by providing advice and assistance to employees in areas of timekeeping, employment, employee orientation, and all other personnel matters
- Coordinated recruitment efforts by preparing paperwork for requested positions in the region by the Administrator
- Scheduled interviews examined background investigation packages and conducted reference checks for selected candidates
- Managed and maintained government vehicles by purchasing and ensuring proper maintenance
- Served as the Property Custodian
- Maintained property records on furniture and office machinery including ensuring all IT equipment are properly bar coded
- Conducted annual inventory of properties and submitted all required information to FTA headquarters
- Assisted General Service Administration (GSA) and DEA on requests for procurement and contracting space reallocation and installation to maintain operational status
- Assisted in oversight of contracts and exercised discretion to retain subject matter experts to satisfy technical requirements
- Supervised contract employees by assigning everyday tasks and ensuring the quality and quantity of work were satisfactory
- Provided high-level oral and written communication to advised management and developed human resource, purchasing, and other documents as required.
SECRETARY
USDOJ/DRUG ENFORCEMENT ADMINISTRATION (DEA)
03.2000 - 10.2002
- Assisted Forensic Chemists in the Northeast Laboratory in typing reports on drug analyses that have been completed
- Utilized the typewriter and Microsoft Word to prepare DEA-7’s, memorandums, travel vouchers, reports, timekeeping, and all other assigned duties
- Assisted the Administrative Support Specialist in inputting and processing all travel authorizations, vouchers, and invoice payments
- Assisted in planning and controlling the yearly administrative budget
- Assisted in scheduling interviews and reviewing security investigation packages for potential DEA laboratory applicants.
CUSTOMS AIDE
USDOJ/HOMELAND SERCURITY CUSTOMS BORDER PROTECTION
12.1999 - 03.2000
- Monitored and reported enforcement and administrative data on imports and exports from different companies
- Entered information into the Automated Commercial System and the Treasury Enforcement Computer System
- Ensured Tariff Act, Navigation Laws, and /or other similar customs laws were enforced and ensured the system accurately reflected the disposition of cases.
OFFICE AUTOMATION CLERK/COMPENSATION OFFICER
USDOJ/HOMELAND SERCURITY CUSTOMS BORDER PROTECTION
07.1995 - 12.1999
- Assisted professional and technical staff in creating, producing, storing, and retrieving a variety of documents utilizing Microsoft Word, Excel, and internal systems for memorandums, travel vouchers, reports, timekeeping, and all other assigned duties
- Coordinated recruitment efforts by preparing paperwork for requested positions in the NY region by the Administrator and Office Director
- Scheduled interviews and examined background investigation packages
- Provided employee orientation on all personnel matters
- Performed clerical duties as assigned such as receiving and transferring incoming calls, filing documents, monitoring time and attendance, coordinating conference room setups, and maintaining staffing vacancy reports
- Provided training to new employees who entered the administrative office on procedures and regulations
- Served as the lead and trusted agent in processing personal identification cards for each staff in the JFK Customs and Border Protection Services
- Prepared requisitions for printing, repairs, and supplies to maintain adequate levels of office supplies and to ensure the administrative office runs efficiently
- Coordinated activities such as the health fair and blood drive
- Assisted the Program Manager with inputting and processing all travel authorization and voucher payments into the Federal Travel Database
- Assisted the Budget Officer in inputting cash awards and purchases in the Federal Financial System
- Inputted government vehicle information such as mileage and maintenance maintained by the US Customs Service, JFK Airport
- Served as a Compensation Officer for the US Customs JFK division, Inputted workmen’s compensation cases in the US Customs database which was integrated with the Office of Compensation
- Reviewed documentation for accuracy and ensured all documents were completed
- Provided each supervisor with statistical reports on individual cases of employees out on workmen’s compensation
- Consistently worked with other administrative staff to handle multiple tasks and coordinate workload
- Incorporated new projects and tasks into workload and ensured timely completion.
Education
Associate of Arts - Human Service/Management
University of Phoenix
Phoenix, AZChild Development
LaGuardia Community College
New York, NYSocial Work
York College
New York, NYHigh School Diploma -
Mable Dean Beacon High School
New York, NYSkills
- Documentation and control
- Policy and procedure modification
- Budget Adherence
- Data Acquisition
- Event Coordination
- Database Administration
- Human Resources Support
- Credit and collections
- Expense Reporting
- Database Management
- Training and coaching
- Meeting facilitation
Training
- Workforce Transformation Tracking (WTTS) 3/2014
- TRAMS Grant System 2011
- Systems Training 3/2014
- Executive Leadership Program 4/2010 – 2/2011
- Human Resources Management Training 9/2008
- Cost center Management Workshop 9/2007
- GSA Smart Pay Purchase card training 5/2007
- Notary Training 2/2005
- Financial Management Workshop 4/2002 & 7/2005
- Federal Procurement Data System 2004
- Simplified Acquisition Procedures 4/2003
- Accounts Payable 6/2002
- Approval Officer 1/2001
- Management Skills for Secretaires, Admin Staff and support 9/2002
- Microsoft Office 8/2002
- Finance and Accounting 8/2002
Awards
- Numerous Performance Awards
- Time off Awards
- Cash Awards
- Special Achievement Awards
- Team Awards
Timeline
ADMINISTRATIVE OFFICER
USDOT- FEDERAL TRANSIT ADMINISTRATION (FTA)
01.2020 - Current
ADMINISTRATIVE OFFICER
USDOT-FEDERAL TRANSIT ADMINISTRATION (FTA)
08.2006 - 09.2020
ADMINISTRATIVE SUPPORT SPECIALIST
USDOJ/DRUG ENFORCEMENT ADMINISTRATION (DEA)
10.2002 - 08.2006
SECRETARY
USDOJ/DRUG ENFORCEMENT ADMINISTRATION (DEA)
03.2000 - 10.2002
CUSTOMS AIDE
USDOJ/HOMELAND SERCURITY CUSTOMS BORDER PROTECTION
12.1999 - 03.2000
OFFICE AUTOMATION CLERK/COMPENSATION OFFICER
USDOJ/HOMELAND SERCURITY CUSTOMS BORDER PROTECTION
07.1995 - 12.1999
Associate of Arts - Human Service/Management
University of Phoenix
Child Development
LaGuardia Community College
Social Work
York College
High School Diploma -
Mable Dean Beacon High School
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