JENNIFER YON-UTLEY
Office of Rural Health
Raleigh,NC
20
years of professional experience
Results-oriented Administrative Specialist I experienced in delivering essential clerical support and enhancing operational efficiency. Streamlined administrative systems to facilitate efficient office operations while managing schedule coordination and project planning. Maintained high productivity with strong typing skills and proficiency in MS Suite and electronic document software.
Work History
Administrative Specialist II
3 Years 10 Months- Develop documents as requested by a manager or administration, record minutes/notes during meetings, transcribe meeting notes, and send them to appropriate staff
- Route all Contract Approval Forms (CAFs) through Adobe DC for ORH and DHHS approval signatures
- Route all contracts via Adobe DC for signatures within one day of email receipt
- Save all executed contracts into the electronic files to the Encumbrance folder within one day of notification
- Upload all executed contracts into DHHS contracts management applications as appropriate (e.g., Open Window and eProcurement), according to contract number, within one day of contract execution
- File all executed contracts according to the established electronic filing system within two days of contract execution
- File all payment memos according to the established electronic filing system within one day of email receipt
- Update the Contracts Tracking spreadsheet daily and save all updates
- Upload all applicable contract-related documents to OPCG’s SharePoint site and cc appropriate OPCG staff within one day of email receipt
- Fulfilled additional responsibilities to enhance team efficiency.
- Coordinated travel reimbursements for ORH staff within three business days of receiving required forms and invoices, ensuring accurate recordkeeping
- Produce and disseminate ORH website analytics reports monthly to senior leadership and ORH program managers
- Coordinate data retention and archiving activities to ensure ORH compliance with State records retention rules, regulations, policies, and procedures Provide front desk reception coverage including answering a variety of questions on the phone and in person from staff and public. Coordinate phone coverage in the event of absence or other obligation. Ensure visitors sign in and out according to DHHS policy.
- Provide back-up support to administrative staff upon request for budget authorizations, travel preparation, conference authorizations, facility-related issues, computer access issues (NCID), IT-related issues, internal and external communications, and special requests to Controller’s Office
- Assist professional and clerical staff in solving application problems and teaching new techniques when needed
- Communicate with Secretary’s Office and various DHHS agencies for Director’s and Assistant Directors’ schedules
- Demonstrate knowledge of responsibility areas and respond in a timely manner to requests for help
- Support the Business Team in all administrative aspects of contract development, correspondence, filing, and document retrieval as requested
- Coordinate data retention and archiving activities to ensure Office compliance with State records retention rules, regulations, policies, and procedures
Admin Specialist I
4 Months- Delivered top-notch administrative support to office staff, promoting excellence in office operations.
- Handled mail, packages, emails, document transmissions and other types of data with both manual and automated tracking strategies.
- Sorted, opened and routed incoming correspondence and deliveries to help senior leaders respond quickly to business and customer requirements.
- Created and updated physical records and digital files to maintain current, accurate and compliant documentation.
- Managed mail logistics to ensure timely delivery and receipt.
- Resolved customer concerns efficiently to promote satisfaction and loyalty.
- Handled client correspondence and tracked records to foster office efficiency.
- Maintained supplies inventory by checking stock levels and ordering supplies to ensure availability for office operations.
- Prepared project documents, reports and brochures.
- Scheduled meetings, booked meeting rooms, and prepared agendas to facilitate efficient team collaboration.
- Maintained and optimized [Job title]'s calendar and scheduled appointments and meetings and addressed conflicts with adequate time for preparation, follow-up and planning.
- Conducted thorough research using diverse resources to assist professional staff with routine and special project tasks.
- Prepared and distributed team-based communications to foster collaboration and enhance team morale.
- Produced highly accurate internal and external letters and memoranda.
- Worked on behalf of senior leaders to complete project requirements according to schedules and within budgetary limitations.
- Monitored and managed expenses with allotted budgets and reviewed and approved expense reports.
- Welcomed visitors and participants to create a positive first impression.
- Collaborated with staff to foster a supportive work environment.
- Crosstrain in other administrative staff duties so that the so that administrative needs for the Center are consistently met
- Serve as the primary support staff for the Center Director, assisting with composing and proofreading communications as well as with organizing information and data
- Communicate clearly and concisely, both orally and in writing, so that staff receive pertinent information as requested by the Center Director or other management
- Serve as a point of contact for maintenance and housekeeping concerns
- Oversaw tracking of service provision reports to ensure timely submission.
- Compile accurate monthly reports in MS Excel
- Composed letters and coordinated mailings for effective communication. Troubleshoot office equipment
- Create authorizations for payments in the case management system
- Scan documents according to protocols related to PII and PHI
- Manage and organize electronic and paper files Serve as a point of contact for the building in case of an emergency
NC DIT HR Administrative Associate I
5 Years 8 Months- Managing multiple tasks simultaneously.
- Respond timely to internal and external customers.
- Detail and ability to minimize errors in work that is administrative in nature.
- Apply analytical skills to evaluate alternatives and make recommendations.
- Maintain confidentiality of sensitive data and records.
- Communicate effectively with others utilizing listening, writing, and speaking skills.
- Maintain effective working relationships with customers.
- Skilled in public contact and ability to positively interact with all levels of the DIT organization.
- Sought authorization to reach out to former employer.
- Ensured clarity in duties summary for HR records.
- Perform out-of-state background checks on perspective applicants and uploading results to applicants matching data set
- Perform In-State background checks on perspective applicants using the AOC DataBase
- Monitored contractor badge expiration dates using Excel to ensure compliance and timely renewals
- Submit information to DOA Security for all security access to additional state facilities
- Procured service awards, created and mailed certificates to award recipients, and distributed service awards upon receipt.
- Entered and closed tasks in Service Now (ticket tracking system) for the HR team.
- Set up monthly HR staff meetings using Outlook.
- Utilized Beacon for processing the BOBJ Reports, Time entry corrections, PA210, TM200, TM210, TM300, OM 200.
- Verified the education of all newly hired DIT employees with higher learning institutions and entered the information into the HRIS payroll system.
- Build employee profiles and take employee photos in Premisys to create agency badges
- Managed all onboarding and offboarding processes, including moves, changes, name changes, and transitions from temporary to permanent status.
- Excel to create spreadsheets for badge inventor, Service Awards, Shredded badge report, HR asset log, quarterly reports and Created badge inventor spreadsheet to log all white badge renewal dates and other Task as assigned.
- Utilize Outlook daily to receive and respond to employees/vendors inquires
- Process incoming and outgoing mail for the HR Team
- Create and maintain employees Personnel files electronically and physical. Process file retention semi-annually (following policy and producer). Maintain agency Position, Personnel files, and recruitment files
- Maintain office inventory
- Reconciled HR P-Card monthly to ensure accurate payment of PO and Non-PO invoices and created purchasing requisitions for streamlined procurement
- Process reimbursements for travel for HR Director
- Knowledge of policies and procedures related to On-Boarding, Retention of files and Criminal Background Checks and procurement
- Microsoft Office Word to create and edit documents for use in the HR Team and compose letters, I can create tables, I can insert pictures and Smart Art, I do Header and Footers, I know how to Share a document, I can number pages, I can create letters with the agency icon, I know how to change the Layout of a document, I can Mail Merge, I can do Envelopes.
- Order supplies via P-Card and Requisition approval and payment of a wide range of both PO and Non-PO invoices; creation of purchasing requisitions
- Process reimbursements for travel for HR Director
- Knowledge and use of office equipment daily: Printer scanner
- Utilized copier to produce necessary documents.
- Phone: Voice Mail, transferring calls
- Electric label maker
- Electric file cabinet
- Fax machine
- Electric Calculator
- Perform administrative support tasks independently.
- Organize and monitor tasks and meet deadlines.
- Basic knowledge of HR principles and practices.
- Executing moderate administrative tasks.
- Managing multiple tasks simultaneously.
- Respond timely to internal and external customers.
- Detail and ability to minimize errors in work that is administrative in nature.
- Apply analytical skills to evaluate alternatives and make recommendations.
- Maintain confidentiality of sensitive data and records.
- Communicate effectively with others utilizing listening, writing, and speaking skills.
- Maintain effective working relationships with customers.
- Skilled in public contact and ability to positively interact with all levels of the DIT organization
Service Desk Technician
5 Years 3 Months- Provided tier one technical support via phone, email, and tickets
- Trouble-shoot routine problems including active directory, desktop, LAN/WAN and telephony services.
- Researched issues and solicited relevant information from users to accurately diagnose non-routine problems for resolution or escalation.
- Completed documentation on all service requests described by the customer. Documented troubleshooting steps taken as well as the final resolution.
- Completed tasks independentlyed on routine and complex tasks.
- Organized schedule effectively to meet deadlines while monitoring progress of open Task
- Troubleshot routine problems across active directory, desktop, LAN/WAN, and telephony services to ensure seamless user support.
- Developed step-by-step instructions for peers and users, enhancing the Service Desk Knowledge Base for improved knowledge sharing.
- Ability to apply analytical skills to evaluate alternatives and make recommendations
Lead Communication Call Center Operator
3 Years- Supervised four switchboard operators
- Ensured adherence to current policies and procedures.
- Organized and coordinated daily work activities to ensure efficient workflow among operators., work sequences, and work priorities for operators. Assigned work to operators and responded to questions from public and state employees concerning work methods and procedures.
- The position included recruiting, selection, orientation, employee discipline, performance evaluation, time records, and weekly schedules.
- Answered information calls, gives assistance and information as requested
- Responded to incoming information calls from the public and provided assistance as needed., gave assistance and information as requested
- Facilitated operator-assisted teleconference calls by coordinating schedules and managing technical aspects..
- Trained operators on new duties, methods, and techniques for operating switchboard.
- Instructed operators in techniques and procedures for responding to inquiries from incoming calls and instructing users in use of various functions of the state
Communication Call Center Operator
1 Year 7 Months- Took In Coming calls communicated effectively with the public and private sector using correct grammar, giving directions and phone numbers
- Dispensed departmental information to assist callers with inquiries
- Used correct grammar, vocabulary and spelling while updating the directory
- Interpreted and applied procedures to ensure compliance and accuracy in service delivery
- Checked and confirmed billing details for accuracy and compliance.
- Assign Meet-Me Conference Call Numbers daily, learned and memorized the basic knowledge of building locations, departments' heads, and agency functions
- Interpreted and apply a variety of procedures for the organizational unit
- Verified billing
- Retrieved information from databases, manuals, and charts to provide timely responses
Education
Associate of Applied Science - Secretarial Studies And Office Administration
High School Diploma
Skills
Telephone Communication
Research analysis
Database and Client Management Systems
Time Management
Calendar Management
Meeting Coordination
Correspondence Preparation
Invoice Processing
File management
Visitor Registrations
Data Entry
Supply Inventory Control
Inventory Management
Resource Coordination and Allocation
Resource coordination
Presentation Preparation
Technical proficiency
User Experience
Computer literacy
Office Equipment Operation
Microsoft Word
Task Prioritization
Staff Training
Clerical support
Detail orientation
Records management
Writing and editing
Data Collation
Process Improvement
Multi-Line Telephone Systems
Writing and editing
Timeline
Administrative Specialist II
Office of Rural Health
12.2022 - CurrentRead More
Admin Specialist I
North Carolina Department of Deaf and Blind Services
02.2022 - 06.2022Read More
NC DIT HR Administrative Associate I
North Carolina Dept. Of Information Technology
10.2016 - 06.2022Read More
Service Desk Technician
North Carolina Dept. Of Information Technology
07.2011 - 10.2016Read More
Lead Communication Call Center Operator
North Carolina Dept. Of Information Technology
07.2008 - 07.2011Read More
Communication Call Center Operator
North Carolina Dept. Of Information Technology
12.2006 - 07.2008Read More
Cary High School
High School Diploma
Read More
Wake Technical Community College
Associate of Applied Science from Secretarial Studies And Office Administration
Read More