Jill Ellis
Birmingham,AL
Summary
Motivated Administrative Officer with more than 11 years experience offers demonstrated success tackling keen goal oriented financial management. Delivers proactive support on key administrative matters to promote productivity across divisions. Recognized for organization and time management skills.
Overview
40
40
years of professional experience
1
1
Certification
Work History
Administrative Officer
United States Marshals Service, Northern Alabama
07.2012 - Current
- Created financial budgets for the District for Work Plan (day-to-day management), Prisoner Operations funding, Court Security Officers funding and civil process funding, prepared financial reports for strategic goals, and adhered to policy and procedures for successful financial management of District goals and initiatives.
- Supervised and guided new and established employees and responded quickly to questions to improve understanding of job responsibilities. Specifically, the motor vehicle officer, contracting officer representative, accountable property officer and workman's compensation liaison.
- Set priorities and problem-solved workflow issues to maintain rapport with customers and managers.
- Oversaw office inventory activities by ordering and stocking and shipment receiving for the main office as well as three sub-offices.
- Prepared agendas and took notes at meetings to archive proceedings. For example we train our Contract jails quarterly for jail invoicing and real time accrual accounting.
- Analyzed data related to administrative costs and spending trends to prepare budgets for personnel. For example, I developed a schedule to make major purchases such as Ammo, Uniforms, etc quarterly to spread out the work plan spending during the fiscal year.
- Prepared reports to assist District Management with key decision making and strategic operational planning. This has proven successful as we track the use of District Security Officers, as well as expenses relating to extraditions and other areas where funding request may be necessary.
- Delivered performance reviews, recommending additional training or advancements for the Administrative Staff. For example the District Administrative Staff employees have served on CAPTURE development teams, Contracting Officer Working Groups, and other areas in order to benefit the District Office and the United States Marshals Service as a whole.
- Developed and implemented strategies to streamline office operations, for example - developed a Google spreadsheet to maintain inmate housing and transport invoices in real time.
- Ordered and distributed office supplies while adhering to fixed office budget.
- Performed wide-ranging administrative, financial and service-related functions paying attention to the details, spending patterns, and use of government resources.
- Trained and supervised employees on office policies and procedures, for example travel authorizations and vouchers as well as policy as it pertains to necessary extended travel.
- Remained solutions-oriented in face of complex problems to assist management and overall business direction. For example, during my time as the Administrative Officer, we have opened two sub-offices and built a new Court house for another sub-office. Each one of these was complex regarding furnishing the offices and tracking spending for various projects.
- Planned and coordinated logistics and materials for board meetings, committee meetings and staff events.
- Volunteered to help with special projects of varying degrees of complexity. For example, I have been on the Contracting Officers Working Group and participated in pilot programs such as electronic invoice payment processing.
- Followed detailed directions from management to complete daily paperwork and computer data entry.
- Developed and updated spreadsheets and databases to track, analyze, and report to management spending habits and utilization of staff time. This was especially important during those months of short staffing and yet we still maintained the office duties within budget and provided customer service to Judges and Clerk's Office personnel.
- Sorted and distributed office mail and recorded incoming shipments for District records and procurement data record keeping.
- Executed record filing system to improve document organization and management. For example we are switching to electronic filing and moving to Sharepoint filing systems. This includes our civil process files which have been in electronic form for more than two years now.
- Managed files and records for clients and adhered to safety procedures to prevent breaches and data misuse. For example, we maintain inmate files, warrant files, procurement data and District Security Officer files securely both electronic and paper files.
- District Security Officer Contracting Officer Representative and oversee timesheets, training and adherence to contracted duties.
Finance Section Chief Incident Management Team
United States Marshals Service
09.2013 - 09.2020
- Deployed for emergency management events for extended periods.
- Assisted team members with travel and timesheet management.
- Organized and coordinated Special Deputation swearing in of Officers to assist with Search and Rescue, Force Protection, and command post security.
- Purchased and tracked costs of needed items.
- Stayed up-to-date on FEMA reimbursements for time, travel and purchases.
Criminal Program Specialist
United States Marshals Service, Northern Alabama
03.2008 - 07.2012
- Coordinated service, tracked and maintained records for Civil Process including complex writs of execution.
- Gathered information and responded to FOIA requests.
- Completed market research and completing purchases for the District with a Government Purchase Card. This included completing applicable training, maintaining records.
- Received and processed inmate medical invoices for tracking and payment.
- Typed and coordinated Press Releases for the District.
- Developed, coordinated and administered electronic record keeping for the District office.
- Worked alongside other professionals to outline and implement program plans and objectives.
- Received incoming phone calls and contact form submissions and provided timely responses to inquiries.
Executive Assistant to the United States Attorney
United States Attorney's Office
08.2001 - 03.2008
- Handled confidential and sensitive information with discretion and tact.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Organized and coordinated conferences and monthly meetings.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Served as Public Information Officer for press releases, press conferences and high profile events.
- Updated spreadsheets and databases to track, analyze, and report on Presidential Initiative Project Safe Neighborhoods data.
- Answered high volume of phone calls and email inquiries.
- Developed and maintained automated alert systems for important deadlines.
- Coordinated events and worked on ad hoc projects.
Office Manager
Turner And Turner, PC Attorneys At Law
05.1984 - 02.2008
- Maintained computer and physical filing systems.
- Created, maintained and updated filing systems for paper and electronic documents.
- Updated reports, managed accounts, and generated reports for company database.
- Oversaw office inventory activities by ordering and requisitions and stocking and shipment receiving.
- Typed and filed legal paperwork for managing partner
- Paid office invoices and maintained timesheets
- Compiled profit/loss data for the firm.
- Made strategic determinations for best use of resources to maximize profits
Education
Completed Two Years of Study - Law
Birmingham School of Law
Birmingham, Alabama 2005
Bachelor of Science - Business Management
University of Alabama
Tuscaloosa, Alabama05.2000
Skills
- Procedure Development and attention to details
- Acquisition and procurement experience
- Government Purchase Card Holder
- Budget Adherence with mathematical reasoning
- Documentation and Control
- Accountability with integrity and honesty
- Mathematical Reasoning
- Customer Service with interpersonal skills
- Financial Management
- Flexibility and stress tolerance
- Oral and Written Communication
- Self management
- Team Work
Certification
Contracting Officer Representative Core Level 2 for District Security Officers, Verizon and other purchases as needed.
Timeline
Finance Section Chief Incident Management Team
United States Marshals Service
09.2013 - 09.2020
Administrative Officer
United States Marshals Service, Northern Alabama
07.2012 - Current
Criminal Program Specialist
United States Marshals Service, Northern Alabama
03.2008 - 07.2012
Executive Assistant to the United States Attorney
United States Attorney's Office
08.2001 - 03.2008
Office Manager
Turner And Turner, PC Attorneys At Law
05.1984 - 02.2008
Completed Two Years of Study - Law
Birmingham School of Law
Bachelor of Science - Business Management
University of Alabama
Contracting Officer Representative Core Level 2 for District Security Officers, Verizon and other purchases as needed.
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