Summary
Overview
Work History
Education
Skills
Certification
Timeline
Generic

Mary Eismann

PHOENIX,AZ

Summary

Experienced individual providing high-quality management/administrative support to various departments. Highly organized and detail-oriented with great multitasking and task prioritization skills.


An management professional whose expertise in: coordination, planning, and support of operational procedure through administrative functions. A professional who has a vast amount of experience working in fast-paced, high level of customer service work environments.

Overview

40
40
years of professional experience
1
1
Certification

Work History

Management Assistant

Glendale Fire Department - Fire Administration
08.2014 - Current
  • Manages/Coordinates Council Communications including council reports, agreement, green sheet approvals, and submission following strict deadlines. Create a Council notebook for the Fire Chief with all needed documentation. All managed with AgendaQuick software.
  • Create and process new contracts routing through the approval process and following it through all steps to full execution. Process varies types of contracts (PSA, RFP, IFB, Purchasing, Linking Agreements, MOU’s, IGA’s and Grants). Also, coordinate and monitor contract renewals making sure to renew before expiry date. Use of Munis/Simplicity.
  • Maintains/Processes by tracking, monitoring, and reconciling budget accounts. This includes expenditures, check requests, requisitions, and purchase orders. Investigates and reconciles discrepancies. Always ensuring City Policy is followed. Use of Munis/Simplicity for Accounts Payable functions.
  • 2nd Checker for Public Records Requests (PRR’s), use of Zoi, RMS systems for pulling reports. Have run the program and trained new employees for Public Records Program. Have updated procedure manuals. Created a digital process for handing PRR’s and a digital filing system to keep tract of documents.
  • Customer service excellence for external and internal customers.
  • Assist with grant submission, process, track and monitor grant expenses, as needed.
  • Occasional attends and takes minutes for meetings. Answers phones and handle citizen complaints.
  • Improved interdepartmental collaboration with clear communication and regular updates on project status.
  • Maintained a high level of confidentiality while handling sensitive information within the organization.
  • Supported staff by managing schedules, proofreading correspondence for accuracy/grammar and preparing materials for presentations or meetings as needed.
  • Contributed to a positive work environment with excellent interpersonal skills and an ability to resolve conflicts effectively when necessary.
  • Fostered strong internal/external relationships with vendors and other city departments by providing exceptional customer service.
  • Volunteered to help with special projects of varying degrees of complexity.

Administrative Assistant

Phoenix Fire Department - Human Resources
07.2004 - 08.2014
  • Oversaw onboarding process for all newly hired employees.
  • Managed all Promotional processes such as FF Paramedic, Fire Engineer, Fire Captain, all Fire Chief positions.
  • Managed confidential personnel files with utmost discretion, safeguarding sensitive information from unauthorized access.
  • Provided administrative support to HR leadership, assisting with scheduling appointments, maintaining calendars, and preparing meeting materials as needed.
  • Conducted background checks on potential candidates
  • Organized and conducted new hire orientation to complete appropriate paperwork. Scheduled new hires for fingerprinting, two physical examinations, and drug testing
  • Scheduled and coordinated interviews between hiring managers and potential candidates for all levels.
  • Organized and conducted recruitment, testing and selection process for new hires firefighter recruits.
  • Assisted with creating employee handbooks, testing materials, and manuals.
  • Created website for new hires (firefighter).
  • Aided staff with employee performance review paperwork and documentation for all newly hired and probationary firefighters.
  • Program Management Custodian of Records for the Phoenix Fire Department and serves as Records Control Officer Manage Public Record Requests for the entire department; the department receives approximately 150 requests a week. Automated and streamlined this process and created a database to keep track of all requests Supervises (4) employees.
  • Developed an invoicing and billing procedure for public records. Set up and delivered training on new procedures for streamlined system and database.
  • Assist with administrative functions of the FMLA program

Administrative Aide *U7

Phoenix Fire Department - Training Academy
12.1992 - 12.2000
  • Same as Administrative Assistant duties, this position was upgraded.

Secretary III

Phoenix Fire Department - Fire Prevention
09.1989 - 12.1992


  • Administrative support to five managers, five Fire Captains, and twenty Fire Prevention Specialists. Management of the front office, file room and supervision of four employees. Managed appeals process for fire code violations.
  • Managed executive calendars, scheduling appointments and meetings to optimize time management.
  • Coordinated travel arrangements.
  • Assisted with department budget.
  • Enhanced office efficiency by streamlining filing systems and organizing documents.

Secretary II

Phoenix Fire Department - Training Academy
06.1986 - 09.1989
  • Enhanced office efficiency by streamlining filing systems and organizing documents.
  • Managed training academy facility scheduling.
  • Provided exceptional customer service by promptly addressing inquiries and resolving issues professionally.
  • Prepared professional correspondence, including memos, letters, and emails, ensuring accuracy and timeliness.
  • Data entry training records.
  • Maintained office supplies inventory by checking stock and ordering new supplies.
  • Provided clerical support to staff by copying, faxing, and filing documents.

Typist II - Secretary II

Phoenix City Prosecutor's Office
06.1984 - 06.1986
  • Restitution Section. Working with and helping victims of crime recover their losses.
  • Expedited data entry tasks with efficient typing speed and accuracy.
  • High level of customer service and confidentiality.

Education

60 Credits - Business Administration/Law Classes

Glendale And Phoenix Community College
Glendale And Phoenix, AZ

High School Diploma -

Thunderbird High School
Phoenix, AZ
05.1983

Skills

  • Processing City Council paperwork to meet deadlines
  • Accounts Payables in a timely manner
  • Invoice processing
  • Business Management/Administration
  • Budget Management/Administration
  • Recordkeeping - Records Retention
  • Customer Engagement - Internal and External
  • Meeting Facilitation - Scheduling
  • Training New Employeees
  • Process improvement
  • Effective communication
  • Organizational skills
  • Time management
  • Problem solving
  • Project coordination
  • Calendar Management

Certification

FEMA EMI IS Classes:

IS-00100.b: Introduction to Incident Command System ICS-100
Date Completed: 4/24/2015
CEU: 0.30


IS-00200.c: Basic Incident Command System for Initial Response ICS-200
Date Completed: 1/27/2024
CEU: 0.40


IS-00700.a: National Incident Management System (NIMS) An Introduction
Date Completed: 3/10/2017
CEU: 0.30


IS-00800.d: National Response Framework, An Introduction
Date Completed: 1/27/2024

CEU: 0.30

Timeline

Management Assistant

Glendale Fire Department - Fire Administration
08.2014 - Current

Administrative Assistant

Phoenix Fire Department - Human Resources
07.2004 - 08.2014

Administrative Aide *U7

Phoenix Fire Department - Training Academy
12.1992 - 12.2000

Secretary III

Phoenix Fire Department - Fire Prevention
09.1989 - 12.1992

Secretary II

Phoenix Fire Department - Training Academy
06.1986 - 09.1989

Typist II - Secretary II

Phoenix City Prosecutor's Office
06.1984 - 06.1986

60 Credits - Business Administration/Law Classes

Glendale And Phoenix Community College

High School Diploma -

Thunderbird High School

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