Jessica Blackard
Blythe,California
Summary
Organized administrative professional with extensive experience in office support roles. Proven ability to manage office operations, streamline processes, and assist teams in achieving their goals. Team-oriented with strong commitment to delivering results and adapting to evolving needs, showcasing expertise in communication and time management. Seeking to transition into new field to apply and further develop these versatile skills.
Overview
17
17
years of professional experience
Work History
Office Technician
CCHCS- Calipatria State Prison
12.2024 - Current
- Coordinate and schedule patient appointments for routine check-ups, cleanings, and dental treatments.
- Review submitted Health Care Services Request Forms identified for dental requests, enter data in system and
- Identified best practices within the scheduling function, sharing these insights across teams to drive continuous improvement efforts.
- Reduced scheduling conflicts and ensured timely execution of tasks through proactive rescheduling and resource allocation adjustments.
- Prioritize urgent or emergency cases while balancing the daily schedule.
- Manage cancellations, rescheduling, refusals and no-shows efficiently to minimize downtime.
- Provide effective written communication to patients regarding dental treatment/exam requests.
- Optimize the dentist's and hygienists’ schedules for maximum efficiency.
- Ensure enough time is allocated for different types of procedures based on their complexity.
- Adhere to HIPAA and other regulations regarding patient confidentiality.
- Ensure appointment scheduling aligns with the practice's policies and procedures.
- Accurately recorded and transcribed meeting minutes, capturing key points, decisions, and action items.
- Organized and distributed comprehensive meeting summaries to stakeholders in a timely manner.
- Ensured meeting documentation adhered to organizational standards for clarity and completeness.
- Maintained detailed records of discussions, follow-ups, and deliverables to support accountability and project progression.
- Assisted in preparing meeting agendas and materials to facilitate efficient and productive discussions.
Staff Services Analyst (A)
CCHCS- Region IV Quality Management Department
08.2024 - 12.2024
- Collected, and analyzed large datasets to identify trends, patterns, and actionable insights using Lean Six Sigma concepts.
- Created detailed reports, dashboards, and visualizations using tools like [Excel, Power BI, Powerpoint, Mini Tab etc.].
- Performed data validation and quality checks to ensure accuracy and reliability of results.
- Conducted audits across multiple institutions to verify adherence to departmental policies and procedures, ensuring compliance and identifying areas for improvement.
- Assisted with onboarding new staff members, providing orientation and support.
- Evaluated meeting minutes to ensure accuracy, completeness, and adherence to quality standards.
- Developed and distributed a weekly newsletter featuring key department updates and actionable insights, ensuring clear communication and alignment across regional teams.
Office Technician
CCHCS- Calipatria State Prison
07.2024 - 08.2024
- Coordinate and schedule patient appointments for routine check-ups, cleanings, and dental treatments.
- Review submitted Health Care Services Request Forms identified for dental requests, enter data in system and
- Identified best practices within the scheduling function, sharing these insights across teams to drive continuous improvement efforts.
- Reduced scheduling conflicts and ensured timely execution of tasks through proactive rescheduling and resource allocation adjustments.
- Prioritize urgent or emergency cases while balancing the daily schedule.
- Manage cancellations, rescheduling, refusals and no-shows efficiently to minimize downtime.
- Provide effective written communication to patients regarding dental treatment/exam requests
- Optimize the dentist's and hygienists’ schedules for maximum efficiency.
- Ensure enough time is allocated for different types of procedures based on their complexity.
- Adhere to HIPAA and other regulations regarding patient confidentiality.
- Ensure appointment scheduling aligns with the practice's policies and procedures.
Administrative Assistant I
CCHCS- Chuckawalla Valley State Prison
01.2024 - 07.2024
- Analyze and evaluate data to make recommendations
- Prepare, edit, track, distribute, and file general and confidential correspondence and reports
- Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
- Attend Committee meetings to scribe meeting minutes
- Utilize Microsoft Outlook to send email communications and meeting invitations
- Operate Microsoft Teams during Subcommittee Meetings
- Draft professional memos, and letters for various executive directives
- Develop step by step guides using Microsoft Word to assist staff in trainings
- Formulated tracking report spreadsheets via Microsoft Excel for the following necessities; Probationary/Annual Staff Evaluations, Scheduling staff for Annual Off Post Training, FIT Testing compliance tracking, Local Operating Procedure training compliance, Key Performance Indicator (KPI) monitoring log and etc
- Created presentations for various subcommittees meeting packets via Microsoft Power Point
- Promptly receive and forward incoming communications, such as phone calls, emails and letters, to appropriate staff
- Analyze proposed policies, procedures and program changes to discuss with Executive Leadership
- Maintain organized filing system and records retention process
- Possess the ability to type 50+ words per minute
- Perform administrative assignments independently and/or with instructions
- Ensured accurate record-keeping with diligent data entry and database management for vital company information and to ensure timelines are met.
- Assisted in keeping the CEO and Executive Staff informed of the status of assignments and any issues
- Monitor staff attendance, leave balances and notify CEO when balances have reached maximum permitted
- Assisted in the Asset Custodian Program activation team for Chuckawalla Valley State Prison
- Successfully utilize Docusign application for timesheet submission, sending documents to stakeholders for review, approval and signature
- Lean Six Sigma- White Belt certified and have initiated lean processes, devolved process maps using Microsoft Visio during workgroups, and trained staff on those new processes, along with program changes
- Learning Management Systems (LMS) administrative coordinator and have generated and continuously monitor a scheduling system for all CCHCS staff trainings
- Coordinate travel arrangements for supervisors and staff utilizing state approved websites; CalATERS and Concur to secure transit, lodging accommodations, and reimbursement documentation
- Respiratory Protection Program (RPP)/Aerosol Transmitted Disease (ATD) Administrator assist in developing schedules to ensure Health Care staff are properly FIT tested utilizing tight-fitting respirators, assist in training staff on departmental process and procedures pertaining to ATDs
- Coordinated office supply inventory management, proactively ordering necessary items before depletion to avoid workflow disruptions.
- Supported executive staff through scheduling meetings, initiating conference calls, coordinating travel arrangements, and preparing crucial documents.
- Assisted in onboarding new employees, providing training materials, and coordinating orientation schedules to ensure a smooth integration into the team.
- Optimized calendar management for executives by scheduling appointments strategically while considering priorities and minimizing conflicts.
- Organized office events such as holiday parties or team-building activities, promoting a positive company culture and boosting employee morale.
- Collaborated on special projects as assigned by leadership, contributing research findings or coordinating event logistics as needed for success.
- Facilitated collaboration within team by organizing regular meetings and tracking project progress.
- Boosted team productivity by managing communication channels and ensuring timely responses to inquiries.
Staff Services Analyst/Administrative Assistant
CCHCS- Chuckawalla Valley State Prison
10.2022 - 01.2024
- Analyze and evaluate data to make recommendations
- Prepare, edit, track, distribute, and file general and confidential correspondence and reports
- Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
- Attend Committee meetings to scribe meeting minutes
- Utilize Microsoft Outlook to send email communications and meeting invitations
- Operate Microsoft Teams during Subcommittee Meetings
- Draft professional memos, and letters for various executive directives
- Develop step by step guides using Microsoft Word to assist staff in trainings
- Formulated tracking report spreadsheets via Microsoft Excel for the following necessities; Probationary/Annual Staff Evaluations, Scheduling staff for Annual Off Post Training, FIT Testing compliance tracking, Local Operating Procedure training compliance, Key Performance Indicator (KPI) monitoring log and etc
- Created presentations for various subcommittees meeting packets via Microsoft Power Point
- Promptly receive and forward incoming communications, such as phone calls, emails and letters, to appropriate staff
- Analyze proposed policies, procedures and program changes to discuss with Executive Leadership
- Maintain organized filing system and records retention process
- Possess the ability to type 50+ words per minute
- Perform administrative assignments independently and/or with instructions
- Ensured accurate record-keeping with diligent data entry and database management for vital company information and to ensure timelines are met.
- Assisted in keeping the CEO and Executive Staff informed of the status of assignments and any issues
- Monitor staff attendance, leave balances and notify CEO when balances have reached maximum permitted
- Assisted in the Asset Custodian Program activation team for Chuckawalla Valley State Prison
- Successfully utilize Docusign application for timesheet submission, sending documents to stakeholders for review, approval and signature
- Lean Six Sigma- White Belt certified and have initiated lean processes, devolved process maps using Microsoft Visio during workgroups, and trained staff on those new processes, along with program changes
- Learning Management Systems (LMS) administrative coordinator and have generated and continuously monitor a scheduling system for all CCHCS staff trainings
- Coordinate travel arrangements for supervisors and staff utilizing state approved websites; CalATERS and Concur to secure transit, lodging accommodations, and reimbursement documentation
- Respiratory Protection Program (RPP)/Aerosol Transmitted Disease (ATD) Administrator assist in developing schedules to ensure Health Care staff are properly FIT tested utilizing tight-fitting respirators, assist in training staff on departmental process and procedures pertaining to ATDs
- Coordinated office supply inventory management, proactively ordering necessary items before depletion to avoid workflow disruptions.
- Supported executive staff through scheduling meetings, initiating conference calls, coordinating travel arrangements, and preparing crucial documents.
- Assisted in onboarding new employees, providing training materials, and coordinating orientation schedules to ensure a smooth integration into the team.
- Optimized calendar management for executives by scheduling appointments strategically while considering priorities and minimizing conflicts.
- Organized office events such as holiday parties or team-building activities, promoting a positive company culture and boosting employee morale.
- Collaborated on special projects as assigned by leadership, contributing research findings or coordinating event logistics as needed for success.
- Facilitated collaboration within team by organizing regular meetings and tracking project progress.
- Boosted team productivity by managing communication channels and ensuring timely responses to inquiries.
Office Technician
CCHCS- Chuckawalla Valley State Prison
09.2018 - 10.2022
- Analyze and evaluate data to make recommendations
- Prepare, edit, track, distribute, and file general and confidential correspondence and reports
- Attend Committee meetings to scribe meeting minutes
- Utilize Microsoft Outlook to send email communications and meeting invitations
- Operate Microsoft Teams during Subcommittee Meetings
- Draft professional memos, and letters for various executive directives
- Develop step by step guides using Microsoft Word to assist staff in trainings
- Formulated tracking report spreadsheets via Microsoft Excel for the following necessities; Probationary/Annual Staff Evaluations, Scheduling staff for Annual Off Post Training, FIT Testing compliance tracking, Local Operating Procedure training compliance, Key Performance Indicator (KPI) monitoring log and etc
- Created presentations for various subcommittees meeting packets via Microsoft Power Point
- Promptly receive and forward incoming communications, such as phone calls, emails and letters, to appropriate staff
- Analyze proposed policies, procedures and program changes to discuss with Executive Leadership
- Maintain organized filing system and records retention process
- Possess the ability to type 45+ words per minute
- Perform administrative assignments independently or with instructions
- Formulate tracking lists to ensure tasks are completed timely to meet departmental timelines
- Assist in keeping the CNE and CEO informed of the status of assignments and any issues
- Monitor staff attendance, leave balances and notifies CNE or CEO when balances have reached maximum permitted
- Assisted in the Asset Custodian Program activation team for Chuckawalla Valley State Prison
- Successfully utilize Docusign application for timesheet submission, sending documents to stakeholders for review, approval and signature
- Lean Six Sigma- White Belt certified and have initiated lean processes, devolved process maps using Microsoft Visio during workgroups, and trained staff on those new processes, along with program changes
- Learning Management Systems (LMS) administrative coordinator and have generated and continuously monitor a scheduling system for all CCHCS staff trainings
- Coordinate travel arrangements for supervisors and staff utilizing state approved websites; CalATERS and Concur to secure transit, lodging accommodations, and reimbursement documentation
- Completed Out-of-Class assignment as Staff Services Analyst (Contracts Analyst) from April 2020-June 2020
- Completed Out-of Class assignment as Administrative Assistant I to the Chief Executive Officer from June 2022-October 2022
DmV Registration/ Tag and Title Clerk
Larry Green Auto Group
01.2010 - 11.2018
- Calculated and remitted state sales tax, service fees, and other charges in compliance with regulations.
- Prepared and submitted tax and title documents to state DMVs, ensuring legal property ownership transfers.
- Organized and processed tax and title paperwork for seamless vehicle ownership transfers.
- Communicated with customers to resolve title-related issues and ensure a smooth transaction process.
- Arranged payoff checks for trade-ins and new vehicle purchases in coordination with financial institutions.
- Liaised with state Motor Vehicle Departments to track and update the status of pending titles.
- Verified and analyzed title clearances, odometer readings, and VIN numbers to finalize sales transactions accurately.
- Prepared professional correspondence using Microsoft Word to address customer and business needs.
- Created spreadsheets in Microsoft Excel to compile and analyze sales, finance, and DMV data for weekly and monthly reporting to senior management.
- Reconciled bank statements with office records, processed incoming payments, and handled vendor invoice payments with accuracy.
- Performed basic bookkeeping duties and accounting data entry to maintain accurate financial records.
- Operated various office equipment, including Xerox copiers, scanners, facsimile machines, printing calculators, and Apple products, to support daily operations.
- Assisted the Business Manager in supervising staff during absences and advised management on discrepancies found during audits, providing actionable recommendations for resolution
Executive Secretary
Palo Verde Hospital
08.2008 - 02.2009
- Coordinated and maintained executive schedules, ensuring optimal time management and prioritization.
- Documented and distributed meeting notes, facilitating workflow analysis and process improvement.
- Managed executive calendars, handled scheduling, and prepared agendas and materials for meetings.
- Transcribed and relayed phone messages promptly to the appropriate personnel, ensuring seamless communication.
- Welcomed and assisted visitors, assessed their needs, and directed them to the appropriate departments or personnel.
- Organized and maintained both physical files and computer-based information for streamlined access and record-keeping.
- Accurately recorded and transcribed meeting minutes, capturing key points, decisions, and action items.
- Organized and distributed comprehensive meeting summaries to stakeholders in a timely manner.
- Assisted in preparing meeting agendas and materials to facilitate efficient and productive discussions.
Receptionist
Larry Green Auto Group
01.2008 - 08.2008
- Operated the central telephone system, efficiently directing calls and addressing inquiries.
- Maintained a clean, organized reception area to create a positive and welcoming first impression for visitors.
- Provided comprehensive clerical support, including document copying, faxing, and filing, to enhance office efficiency.
- Offered callers detailed information, including company address, directions, and website details.
- Monitored and restocked office supplies, submitting purchase orders to ensure adequate inventory levels.
- Managed incoming and outgoing mail, sorting and distributing correspondence accurately between departments.
- Professionally greeted and assisted visitors and customers, delivering friendly and knowledgeable service.
- Upheld strict confidentiality standards for sensitive client and company information.
- Handled cash transactions and maintained sales and payments records accurately.
Education
Some College, No degree -
Palo Verde College
Blythe, CA06.2005
High School Dipolma -
Palo Verde High School
Blythe, Ca06.2005
Skills
- Critical Thinking
- Self-Motivated
- Excellent Communication
- Active Listening
- Problem-Solving
- Multitasking efficiency
- Strong organizational skills
- Proficiency in Microsoft Office Suite
- Proficiency in Adobe Acrobat Reader
- Administrator for CDCR Learning Management System
- Lean Six Sigma- White Belt and Yellow Belt Certified
Timeline
Office Technician
CCHCS- Calipatria State Prison
12.2024 - Current
Staff Services Analyst (A)
CCHCS- Region IV Quality Management Department
08.2024 - 12.2024
Office Technician
CCHCS- Calipatria State Prison
07.2024 - 08.2024
Administrative Assistant I
CCHCS- Chuckawalla Valley State Prison
01.2024 - 07.2024
Staff Services Analyst/Administrative Assistant
CCHCS- Chuckawalla Valley State Prison
10.2022 - 01.2024
Office Technician
CCHCS- Chuckawalla Valley State Prison
09.2018 - 10.2022
DmV Registration/ Tag and Title Clerk
Larry Green Auto Group
01.2010 - 11.2018
Executive Secretary
Palo Verde Hospital
08.2008 - 02.2009
Receptionist
Larry Green Auto Group
01.2008 - 08.2008
High School Dipolma -
Palo Verde High School
Some College, No degree -
Palo Verde College
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