Kiwana Mayes
Administrative Professional
Birmingham,AL
Summary
Dynamic professional with over 16 years of experience in administrative support and program management, adept at enhancing operational efficiency within diverse environments. Proven expertise in data management, customer service, and project coordination drives effective communication and collaboration among stakeholders. Skilled in preparing reports and analyzing data to support decision-making processes, while consistently maintaining high standards of confidentiality and professionalism. A proactive team player who thrives in fast-paced settings, ensuring timely execution of projects and adherence to deadlines. Committed to fostering positive relationships and supporting organizational success through strategic planning and execution.
Overview
16
16
years of professional experience
Work History
Local Taxpayer Advocate Secretary
Internal Revenue Service
07.2023 - Current
- Delivered daily executive administrative support to senior leadership, ensuring seamless scheduling, travel coordination, document preparation, and communications management.
- Organized and maintained meeting agendas, prepared weekly minutes, and tracked action items to support strategic decision-making.
- Scheduled and coordinated outreach events involving congressional staff and key external stakeholders.
- Managed personnel action processes including onboarding, promotions, separations, and reporting—collaborating closely with Human Resources.
- Oversaw supply inventory and procurement processes, ensuring uninterrupted operations across departments.
- Ensured compliance with project deadlines, tracked suspense items, and maintained accountability across complex administrative projects.
- Built and maintained effective working relationships with internal teams, taxpayers, local congressional offices, and partner agencies.
- Analyzed qualitative and quantitative data to streamline workflows, improve administrative procedures, and inform leadership reporting.
- Created reports, documents, charts, and presentations using Microsoft Office Suite and other software tools.
- Provided technical support for daily office systems and resolved network issues, ensuring minimal downtime.
- Managed classified and sensitive records, maintained compliance with documentation policies, and led internal audits of administrative files.
- Served as office timekeeper, accurately logging employee hours, managing leave, and ensuring timely payroll processing.
- Identified and implemented operational improvements through administrative process reviews and internal studies.
Management and Program Assistant/Title 5
Alabama Air National Guard
10.2018 - 06.2023
- Provided executive-level support to senior leadership, managing complex calendars, meetings, travel, and correspondence.
- Prepared and distributed meeting minutes, reports, presentations, and weekly bulletins for staff and leadership.
- Screened calls and visitors, relaying information and resolving issues with discretion and professionalism.
- Coordinated special projects, conferences, and VIP events; ensured timelines and deliverables were met.
- Supported HR functions, including onboarding, promotions, separations, and personnel investigations.
- Managed budgets, procurement, and expense tracking; certified purchase cardholder responsible for supply purchases and reconciliations.
- Oversaw timekeeping functions, ensuring accurate payroll processing and compliance with deadlines.
- Created and maintained organizational records, sensitive documents, and classified materials in compliance with regulations.
- Designed and executed family readiness programs, community outreach, and morale-building events.
- Organized workshops, team-building activities, and training sessions; advised personnel on career planning and resources.
- Analyzed performance and organizational data, compiled reports, and identified process improvements to increase efficiency.
- Provided technical support for office systems, and ensured smooth daily operations.
Clinical Administrative Assistant
DaVita Dialysis
07.2017 - 06.2018
- Provided comprehensive clerical, communication, and administrative support for a busy dialysis facility.
- Managed payroll, patient registration, medical records, employee files, and insurance claims with accuracy and confidentiality.
- Scheduled and coordinated patient transportation and staff travel arrangements.
- Oversaw office and medical supply ordering, inventory management, and vendor coordination to ensure smooth operations.
- Prepared and distributed daily reports and documentation for doctors, hospitals, and the Facility Administrator.
- Supported facility management by maintaining compliance records and assisting with operational needs.
Referral Management Clerk
Healthcare Resolution Services, Inc.
10.2014 - 03.2015
- Analyzed and managed medical claims and referrals and ensured proper coding in system for external treatment, ensuring accuracy and compliance.
- Gathered and evaluated patient information to support proper referrals for specialists, diagnostic tests, and procedures.
- Maintained and safeguarded medical records for 9,000+ military members and dependents, ensuring confidentiality and proper transmission.
- Scheduled and coordinated high-volume internal medical appointments; managed reschedules and patient notifications.
- Communicated claim and referral outcomes to patients with clarity and professionalism.
RF Transmissions Systems/Communications Focal Point
United States Air Force (Active Duty)
06.2009 - 09.2014
- Delivered customer service support center/help desk assistance and served as project management focal point.
- Coordinated with local leaders to accommodate visitors/customers and ensure a positive experience.
- Provided real-time reporting on personnel, equipment, and deployment readiness to senior leadership.
- Managed system and equipment operations including troubleshooting, installation, calibration, configuration, testing, and repair to ensure optimal performance.
- Oversaw maintenance automation systems, ensuring accuracy and compliance with standards.
- Served as administrative expert, liaison, and primary point of contact for internal and external personnel.
- Completed 220 hours of supervisor, leadership, and management training to strengthen operational expertise.
Education
BS - Human Resource Management
Devry University
BA - Health Care Administration
Ashford University Online
AS - Electronic Systems Technology
Community College of the Air Force
High School Diploma -
Washington-Wilkes Comprehensive High School
01.2009
Skills
- Microsoft Office Suite
- Self-starter
- Teamwork and collaboration
- Organizational skills
- Attention to detail
- Policy enforcement
- Administrative support
- Office management
- Calendar/Schedule management
- Travel coordination
- Project management
- Meticulous attention to detail
Timeline
Local Taxpayer Advocate Secretary
Internal Revenue Service
07.2023 - Current
Management and Program Assistant/Title 5
Alabama Air National Guard
10.2018 - 06.2023
Clinical Administrative Assistant
DaVita Dialysis
07.2017 - 06.2018
Referral Management Clerk
Healthcare Resolution Services, Inc.
10.2014 - 03.2015
RF Transmissions Systems/Communications Focal Point
United States Air Force (Active Duty)
06.2009 - 09.2014
BA - Health Care Administration
Ashford University Online
AS - Electronic Systems Technology
Community College of the Air Force
BS - Human Resource Management
Devry University
High School Diploma -
Washington-Wilkes Comprehensive High School
Similar Profiles
Debbie BalsitisDebbie Balsitis
Case Advocate at Internal Revenue Service-Taxpayer Advocate ServiceCase Advocate at Internal Revenue Service-Taxpayer Advocate Service
Sharonda PerrySharonda Perry
Contact Representative at Internal Revenue ServiceContact Representative at Internal Revenue Service
Alesha RuffinAlesha Ruffin
Customer Service Representative at Internal Revenue Service, IRSCustomer Service Representative at Internal Revenue Service, IRS
Dean M. FerroDean M. Ferro
Exchange Administrator at Internal Revenue Service Department of the TreasuryExchange Administrator at Internal Revenue Service Department of the Treasury
Christopher Hatcher, AICPChristopher Hatcher, AICP
Chief Community Planner at City of BirminghamChief Community Planner at City of Birmingham