Julie Ortiz
Bethlehem,PA
Summary
Detail-oriented Administrative Professional with experience supporting government operations in fast-paced environments, including the Office of the Attorney General and the Department of Motor Vehicles. Skilled in scheduling, records management, and document processing, with a strong ability to maintain accuracy, confidentiality, and regulatory compliance. Demonstrated success in training new staff, preparing reports, and delivering high-quality constituent service. Known for strong problem-solving abilities, adaptability, and proactive communication. Committed to advancing organizational goals and contributing to effective and efficient public service delivery.
Overview
9
9
years of professional experience
Work History
Administrative Assistant
C.A.R.E.S
02.2020 - Current
- Managed high-volume communications, including a multi-line phone system, shared email inboxes, and public walk-ins, responding to 50+ inquiries daily and routing calls and requests to appropriate staff with accuracy and professionalism.
- Assisted constituents and visitors by providing forms, instructions, and procedural guidance, maintaining a strong focus on customer service, confidentiality, and State policy compliance.
- Served as a liaison between internal staff, external agencies, and the public to ensure coordinated workflow and timely information exchange.
- Received, logged, and processed 100+ pieces of physical and electronic correspondence weekly; scanned, redacted, and distributed documents following agency privacy protocols.
- Prepared, formatted, and proofread official correspondence, reports, and memoranda, ensuring clarity, accuracy, and compliance with agency standards.
- Created, organized, and closed administrative and case files in accordance with State records-management retention schedules; improved file retrieval efficiency by 30% through updated tracking methods.
- Scheduled meetings, hearings, interviews, and appointments; coordinated staff calendars and ensured accurate documentation and room logistics.
- Assisted in onboarding and training 10+ new staff members and student assistants, providing task direction and contributing to improved team readiness and office efficiency.
- Coordinated travel arrangements and prepared 100% error-free travel authorization and reimbursement documents in accordance with State travel guidelines.
- Managed office inventory, ordering supplies and maintaining equipment; streamlined supply tracking and reduced shortages.
- Oversaw mail processing, file retrieval, and archiving functions; supported secure file destruction and long-term storage procedures.
- Updated office procedures, checklists, and forms to strengthen workflow efficiency and service delivery.
- Prepared monthly activity reports and supported routine administrative, operational, and special assignment tasks to ensure smooth office operations.
Motor Vehicle Representative
Department of Motor Vehicles
09.2016 - 11.2019
- Assisted 50+ constituents daily by processing vehicle registrations, titles, license renewals, and permits in full compliance with NYS Motor Vehicle Law and agency procedures.
- Verified identity, insurance, residency, and supporting documentation to maintain regulatory compliance and prevent fraudulent transactions.
- Processed payments, issued receipts, and reconciled cash drawers with 100% accuracy, adhering to state financial policies and internal controls.
- Entered, updated, and audited constituent and vehicle records with strict confidentiality and adherence to data-security protocols.
- Explained state laws, regulations, and DMV procedures to the public, reducing repeat visits and improving constituent understanding.
- Resolved account issues, suspensions, and document discrepancies by researching records and collaborating with internal departments.
- Administered written knowledge tests and ensured testing integrity in accordance with state procedures.
- Processed specialty plates, disability permits, temporary tags, and duplicate documentation accurately and efficiently.
- Identified and escalated potential fraud or irregular records to supervisory or investigative staff, supporting agency integrity.
- Delivered services in person and via phone with professionalism, patience, and strong customer service skills.
- Maintained secure work practices and strictly adhered to state confidentiality and information-security policies.
Education
Associate of Arts - Business Administration
Lehigh Carbon Community College
Schnecksville, PA05-2026
High School Diploma -
Frankford High School
Philadelphia, PA06.2007
Skills
- Records & Data Management
- Customer & Constituent Service
- Case & File Administration
- Multiline Phone & Front Desk Operations
Languages
Spanish
Full Professional
Timeline
Administrative Assistant
C.A.R.E.S
02.2020 - Current
Motor Vehicle Representative
Department of Motor Vehicles
09.2016 - 11.2019
Associate of Arts - Business Administration
Lehigh Carbon Community College
High School Diploma -
Frankford High School