KEISHAA MITCHELL
St. Louis,Missouri
Summary
Experienced administrative assistant with exceptional support skills. Adept at efficiently and accurately managing time-sensitive tasks to consistently meet deadlines. Proficient in handling a wide range of administrative duties, including scheduling appointments, coordinating meetings, and managing correspondence. Strong attention to detail and ability to prioritize tasks effectively, ensuring smooth workflow and optimal productivity. Proven track record of providing excellent customer service and maintaining confidentiality while working in fast-paced environments.
Overview
19
19
years of professional experience
Work History
Secretary to Chief Partner District Officer
Special School District Of St. Louis County
2023.07 - Current
- Provide administrative support to the Chief Partner District Officer.
- Schedule in-person, Zoom, and Microsoft Teams meetings via Outlook and Zoom for the Chief Partner District Officer. Maintain calendar and make arrangements for meeting rooms.
- Support and process email requests from Partner District Directors and Assistants.
- Process invoices and reimbursements from the Partner Districts.
- Track attendance for department staff. (WFM requests and changes from the Special Olympics team and Partner District Directors).
- Assist and make myself available to the Partner District secretaries for any assistance required.
- Handle all matters of a confidential nature with discretion and professionalism, and maintain confidentiality when managing personnel files or financial data.
- Serve as key contact person for the department-receive inquiries into work unit, ascertain purpose of visit, furnish information or direct to proper person.
- Initiate contacts and transact business with Partner District liaisons and stakeholders.
- Organize and coordinate workflow of the department, establishes priorities and sets deadlines.
- Proofreads, edits, and prepares material in final form for printing, approval and distribution.
- Keeps department head informed of departmental issues and concerns.
- Create requisitions in Lawson for CEIS funding from Partner Districts.
- Follow up on status of open requisitions and maintain electronic files of Partner District requisitions and purchase orders.
- Review contracts and submit to Board of Education for approval.
- Send approved invoices, contracts, and memos of understanding to the appropriate personnel in Purchasing and Finance.
- Manage and organize department files, ensuring the confidentiality of sensitive information for the Chief Partner District Officer, Board of Education members, and other relevant parties, including superintendent, assistant superintendent, attorneys, directors, students etc.
- Effectively handle calls from parents and legal guardians while maintaining confidentiality, discretion, and empathy. Communicate relevant details from these interactions to the respective partner district's Director for further action.
- Take notes during meetings, compile supporting material and take follow-up actions.
- Provides support, trains, and instructs new employees and other clerical staff in the department as directed.
- Manage the collection of staff grids from the 22 Partner Districts.
- Manage the Partner District operations budget and CEIS Funding budgets.
- Establish the schedule of Specail Olympics Staff in WFM and monitor director's WFM request.
- Types and prepares a variety of material such as Board Memos for the Partner Districts as needed, budget reports, and contracts.
- Reconcile monthly statements from UMB for the Chief Partner District Officer.
- Update the rosters of Partner District liaisons, Partner District Key contacts, Directors, and SPED Coordinators, and Administrative Assistants.
- Coordinate Dare to Lead training cohorts for administrators, assist with securing venue, ordering lunch and refreshments, and attend the events to provide onsite support.
- Make arrangements for registration, travel, accommodations and advances for staff-submits final authorization and receipts for payment or reimbursement.
- Order supplies and equipment as needed.
- Organize and facilitate the Director's Retreat by overseeing venue booking, catering coordination, document creation, and offering onsite support.
- Manage the creation and distribution of contracts like Memos of Understanding and Reciprocal Agreements to partner districts, overseeing their collection process for board approval while preserving original executed documents.
- Successfully organize and oversee Breakthrough Coach training program for administrators and secretaries, including venue coordination, registration management, and lunch arrangement.
Secretary to Chief Operating Officer
Special School District of St. Louis County
2022.07 - 2023.06
- Provided support to the Chief Operating Officer.
- Performed assigned tasks requiring confidentiality under the direction of the COO.
- Scheduled and coordinated in-person and virtual meetings while ensuring availability of meeting rooms.
- Responsible for completing all necessary errands pertaining to the bank and post office.
- Ensured the smooth operation of accounting tasks such as billing maintenance, mileage tracking, requisition handling, spreadsheet organization and reconciliation for designated accounts.
- Collaborated with accountant to receive and review warrant reports, analyzed EFT reports for accuracy, Presented recommendations for approval of warrants to the Board of Education
- Maintained oversight of inventory management, ensuring timely procurement of office supplies and equipment.
- Processed mileage for entire district by accurately inputting data into Lawson software, facilitating reimbursement from accounting department.
- Entered staff information into Lawson system, ensuring accurate and up-to-date records of mailing addresses and name changes.
- Updated and maintained a comprehensive spreadsheet recording staff departures.
Level 1-Director’s Secretary
Special School District of St. Louis County
2021.02 - 2022.06
- Provided secretary support to Directors in multiple partner districts such as Bayless, Brentwood, Hancock, MRH, and Valley Park.
- Maintained comprehensive documentation of billing, mileage, and requisitions within the scope of multiple partner districts.
- Prepared and maintained ESY (End of School Year) letters and enrollment forms of multiple partner districts.
- Maintained and updated transportation requests for multiple partner districts.
- Maintained staff grids for multiple partner districts such as Bayless, Brentwood, Hancock, MRH, and Valley Park.
- Reviewed, updated, and corrected schedules in Work Force Management for multiple partner districts such as Bayless, Brentwood, Hancock, MRH, and Valley Park.
- Processed Kelly substitute invoices by carefully verifying the accuracy of their attendance records for multiple partner districts.
- Processed and managed hire letters for both End of School Year and summer programs for multiple partner districts.
- Collaborated on budget planning for numerous partner districts.
- Managed the onboarding process for new educators and support staff in multiple partner districts.
Membership Data Specialist
Boys & Girls Club of Greater St. Louis
2017.06 - 2021.01
- Consistently greets and provides customer service to members, families and staff
- Accurately enters data into membership management software and maintain member files
- Record all membership and program payments into membership management software
- Responsible for processing financial transactions from parents/guardians
- Manage bank deposit reports and activites
- Provide information to parents of programs and services offered by the organization
- Prepare weekly and monthly reports to assist with data accuracy
- Report to Club Director and provide back-up support for co-workers when appropriate.
Legal Project Assistant
Bryan Cave LLP
2014.02 - 2017.06
- Assist Paralegals with various projects and compile written documentation as needed
- Organize and maintain documents in clients’ files
- Organize, enter and maintain documents into automated document management and/or database systems
- Arranges reproduction of documents for document production, trial, client meetings, closings, transcripts, etc
- Redact documents for productions, trials, closings, etc
- Perform data entry into LegalKEY and prepare files for storage.
Patent Paralegal
Global Patent Group, LLC
2012.08 - 2014.02
- Prepared and filed PCT applications and foreign national phase applications
- Maintained database with future events and deadlines, created new records
- Communicated with outside clients and foreign associates by phone and/or email
- Handled requests/special projects from attorneys and paralegals.
IP Docket Specialist
Polsinelli
2011.01 - 2012.07
- Docketed foreign and domestic trademark application, opposition and litigation documents
- Maintained daily upkeep of docketing system
- Performed online database trademark searches as requested
- Prepared requested client reports and monthly docketing reports.
Legal Administrative Assistant
Polsinelli
2008.05 - 2011.01
- Calendared all events in the litigation process; motion deadlines, trial and pre-trial dates, discovery deadlines and conference calls
- Prepared and filed Summary Judgment motions, discovery requests and responses; hearing notices, deposition notices and formatting pleadings in final format
- Monitored emails on a daily basis regarding all information and events in regards to hearing dates, trial dates, discovery deadlines, case management and status conferences.
Legal Secretary
Pitzer Snodgrass
2006.02 - 2008.04
- Drafted client correspondence, entered attorney’s billable time, transcribed dictation and miscellaneous administrative duties as needed
- Assisted attorneys in the collection and organization of documents for depositions, trials, and court filings in both Missouri and Illinois State Federal Courts
- Scheduled appointments and depositions, maintained attorneys calendars and coordinated telephone conferences and meetings.
Education
Florissant Valley Community College
Skills
- Time Management and Organization
- Multi-tasking and Prioritization
- Customer Service and Interpersonal Skills
- Detailed Oriented
- Proficient in Microsoft Office Programs and Office Equipment Operations
- Adaptability
- Data Entry
- Diverse Database Management
- Problem-Solving
- Project Management
- Leadership and Teamwork Skills
- Calendar Management
Timeline
Secretary to Chief Partner District Officer
Special School District Of St. Louis County
2023.07 - Current
Secretary to Chief Operating Officer
Special School District of St. Louis County
2022.07 - 2023.06
Level 1-Director’s Secretary
Special School District of St. Louis County
2021.02 - 2022.06
Membership Data Specialist
Boys & Girls Club of Greater St. Louis
2017.06 - 2021.01
Legal Project Assistant
Bryan Cave LLP
2014.02 - 2017.06
Patent Paralegal
Global Patent Group, LLC
2012.08 - 2014.02
IP Docket Specialist
Polsinelli
2011.01 - 2012.07
Legal Administrative Assistant
Polsinelli
2008.05 - 2011.01
Legal Secretary
Pitzer Snodgrass
2006.02 - 2008.04
Florissant Valley Community College
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