Kalen Middleton
North Pole,Alaska
Summary
Enthusiastic detail-oriented office manager with 15+ years of experience in the administrative profession. Proven ability to establish rapport, trust and collaboration to achieve department goals and projects. Works effectively with cross-functional teams ensuring operational and service excellence.
Overview
16
16
years of professional experience
1
1
Certification
Work History
OFFICE MANAGER
UNIVERSITY FIRE DEPARTMENT
11.2015 - Current
- Received & directed grant management team to apply annual contract payments (3.8M) to Fire and EMS grants
- Administer and oversee federal and local grants, oversee planning, data collection, submission, track assets purchased and maintain accurate records $1M (Regional) FEMA , $40k SOA Code Blue.
- Perform daily reconciliation for 1,000+ transactions/yr of 14 authorized cardholders, research & resolve discrepancies, utilizing manual reconciliations and automated processes, performed annual audit process
- Execute and support procurement projects over $5k credit card limits and initiatives ensuring compliance under strict university regulations
- Assisted in reporting employee hours to Workers Compensation claims manager for payment of benefits.
- Oversaw facility maintenance requests for both fire stations, coordinating with UAF Facility Services to address repairs or improvements efficiently.
- Coordinate & assist with travel arrangements for 55+ staff and students under strict university regulations; submit travel claims, expense reports and reimbursement requests.
- Assisted in the recruitment process, conducting interviews and onboarding 18-20 new firefighters to promote a seamless integration into the team dynamic.
- Facilitated smooth communication between departments, addressing concerns promptly to maintain harmonious work relationships.
- Manage and maintain department website content.
ADMINISTRATIVE ASSISTANT
NORTH STAR VOL. FIRE DEPARTMENT
12.2014 - 07.2015
- Assist the Senior Captain in drafting and editing the 2015 Safer Grant (staffing increase).
- Record and maintain training record database.
- Maintain and update personnel files for 38+ staff, students & volunteers.
- Delivered excellent customer service through prompt responses to client inquiries, addressing concerns effectively, and building strong relationships.
- Prepare flyers, create spreadsheets, publications and other internal or external communications.
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
ADMINISTRATIVE ASSISTANT
NORTH POLE FIRE DEPARTMENT
10.2007 - 11.2014
- Meet State and Federal requirements for quality controlled fire and ems data reporting.
- Complete data analysis, collect, organize and create analytical reports on a monthly, semi-annual & annual for Fire Service Area Board of Directors.
- Oversee forestry assignment billing and submit to State of Alaska Div. of Forestry seasonally for reimbursement ($150k).
- Developed a comprehensive billing process for City of North Pole Fire Dept. ambulance transports. Monthly billing submitted to FNSB Borough while meeting service area contract requirements, 800 billable incidents/yr.
- Manage and maintain department website content.
- Developed & managed department website.
Education
Associate of Arts - General Studies
Unviersity of Alaska Fairbanks
Fairbanks, AK2019
BBA - General Business
University of Alaska Fairbanks
Fairbanks, AKSkills
- Banner
- Quickbooks
- Imagetrend
- Docusign
- AI Technology
- Salesforce Concur Travel Management System
- Microsoft Office Suite
- Customer Service
- Team Collaboration
- Inventory Control
- Project Management
- Staff Hiring
- Human Resources
- Timesheet Review Accuracy and Precision
Certification
State of Alaska Notary Public
State of Alaska Hazardous Materials Awareness and Operations certification
Awards
- Battalion Chief Rounds Award (Employee of the Year) 2023
- Support Person of the Year awarded by Interior Fire Chiefs Association, 2014.
Affiliations
- Arctic Winter Games 2014 Volunteer Medic
- Member of American Society of Administrative Professionals
- Member of International Association of Administrative Professionals
References
- Doug Schrage, Fire Chief, Anchorage Fire Department, (907) 317-7240
- Gary Foster, Family Friend, (907) 388-0100
Timeline
OFFICE MANAGER
UNIVERSITY FIRE DEPARTMENT
11.2015 - Current
ADMINISTRATIVE ASSISTANT
NORTH STAR VOL. FIRE DEPARTMENT
12.2014 - 07.2015
ADMINISTRATIVE ASSISTANT
NORTH POLE FIRE DEPARTMENT
10.2007 - 11.2014
Associate of Arts - General Studies
Unviersity of Alaska Fairbanks
BBA - General Business
University of Alaska Fairbanks
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