Melaine Dion
Marion
Summary
Dynamic Administrative Professional with proven expertise in event coordination and records management. Adept at enhancing operational efficiency and delivering exceptional customer service. Proficient in Microsoft Office Suite, I excel in financial reporting and project management, consistently driving successful outcomes and fostering positive relationships.
Overview
34
34
years of professional experience
Work History
Administrative Coordinator
City Of Cedar Rapids
Cedar Rapids
09.2024 - Current
- Serves as primary initial contact for the public and department employees. Answers department telephone calls, receives and greets visitors to the department, and provides information to or refers callers and visitors to other appropriate departments or City personnel
- Coordinates use of cost tracking systems and continuous process improvements
- Serves as the primary contact for special events within the department, coordination park and pavilion reservations, and participates in the citywide special events committee.
- Prepares and submits financial recovery documents; acts as departmental FEMA liaison
- Provides information for department press releases
- Receives and processes paperwork for grant funded programs
- Serves as program coordinator for Commission for Accreditation of Park and Recreation Agencies (CAPRA) accreditation
- Copies, packages, and distributes a variety of written materials as requested by other designated office personnel
- Gathers, assembles, updates, distributes, and/or files a variety of information, forms, records, and data
- Performs related work as required
Public Safety Dispatcher I
University of Iowa Hospitals and Clinics
Iowa City
06.2021 - Current
- Provide communications and coordination of a public safety nature for university hospital and clinics, other departments, and also for surrounding public safety agencies by utilizing multi-frequency radio, computer networks, telephone, and personal contact
- Responsible for monitoring university emergency phones and various alarm systems
- Operates a multi frequency radio system per FCC requirements, ability to multi-task and possess the ability to document, recall and relay information accurately
- Assigns duty personnel to requests for assistance/service in conjunction with shift commander
- Maintain location and status of personnel, as applicable
- Operates a multi-line telephone system for emergency and business operations
- Monitors, updates, and relays information regarding fire and burglar alarms from systems located in the emergency communications center
Human Resources Assistant
Johnson County
Iowa City
07.2022 - 07.2024
- Assisted employees, department heads and elected officials with human resource related questions and requests for information
- Responded to general inquiries from the public
- Coordinated NEOGOV applicant tracking process and assist departments with recruiting efforts: verify personnel request form information, post job openings, write/place advertisements, screen applications, schedule and conduct interviews, check references, and correspond with applicants
- Conducted orientation sessions, benefit explanations, and tours for new employees.es
- Answered employee questions and follow up with appropriate paperwork
- Maintained employment files and perform other record keeping duties
- Performed clerical support functions such as answering the telephone, filing, photocopying, and drafting correspondence
- Utilized HRIS system for processing step/merit increases and cost of living adjustments, creating new positions and classification changes, and organizing employment records
- Verified payroll/personnel authorization forms for accuracy
- Assisted with maintaining job classifications including writing and updating ADA compliant job descriptions and performing job evaluations
- Conducted and complete compensation and other surveys or requests for information
- Prepared exhibits for collective bargaining
- Track, conduct and/or coordinate training offerings, both internally and externally, to County employees and management
- Worked on diversity, inclusion and Affirmative Action efforts, HR web page, employee intranet, charitable campaigns, benefit communications, and other projects
- Contributed to weekly internal newsletter: write/edit articles and take pictures
- Responded to unemployment claims and represent Johnson County in fact-finding interviews
- Coordinated exit interview questionnaires and meetings sharing information as appropriate with management
- Participated in committees such as Employee Engagement and Events, Diversity, Job Evaluation Team and Wellness
- Attended work-related and meetings, conferences and seminars
- Performed all work duties and activities in accordance with County policies, procedures, and safety practices
- Maintained confidentiality of information as appropriate
Clerical Specialist
Linn County
Cedar Rapids
06.2021 - 06.2022
- Performed duties and represented Linn County in a professional, responsible, and trustworthy manner
- Learned, applied, and articulated departmental policies and procedures
- Completed difficult and complex assignments with a high degree of speed and accuracy
- Was required to be detail oriented and accurate when working with documents and information
- Established and maintained complex clerical records and files and prepared written reports from such information
- Exercised sound decision-making in the performance of assigned tasks while independently performing both routine and non-routine procedural tasks which involved heavy public contact
- Handled high levels of stress, met deadlines, and solved problems appropriate to the position while organizing and prioritizing multiple responsibilities
- Performed daily data entry, extensive clerical duties, use of spread sheet and word processing programs
- Required knowledge of the County's Customer-Centered Culture principles, the County's Mission, Strategic Plan and Core Values
- Demonstrated a commitment to customer satisfaction for all customers on a regular basis
- Established and maintained effective working relationships with employees, department heads/elected officials, and members of the public
- Provided customer service that was courteous and responsive
- Answered inquiries from the public according to established procedures by telephone or in person
- Presented factual information and ideas clearly and concisely in oral and written form
- Responded to citizen concerns and complaints, including the explanation of departmental policies and regulations to other County employees and the general public, and referral of complaints to the proper authority
- Received and processed information from the public for various licenses, deeds, permits and titles
- Received and processed related fees and payments
- Supervised and participated in the collection and compilation of complex statistical data from a variety of resource materials
- Required knowledge of the products personally produced, and the customers of each product
- Maintained confidentiality of information as appropriate
- Listened to the 'Voice of the Customer' and closed gaps between customer expectations and experience whenever possible
Athletic Secretary
Linn-Mar Community School District
Marion
07.2017 - 06.2021
- Produced accurate office files, updated spreadsheets and crafted presentations to support administrators and boost team efficiency
- Responded to emails and other correspondence to facilitate communication and enhance business processes
- Coordinated with referring facilities to meet standards for follow-up processes
- Recorded expenses and maintained accounting records in iVisions
- Developed and updated spreadsheets and databases to track, analyze and report on performance and data
- Conducted thorough research using diverse resources to assist professional staff with routine and special project tasks
- Coordinated travel arrangements, including hotel and ground transportation
- Created and updated physical records and digital files to maintain current, accurate and compliant documentation
- Implemented paperless filing system for our department
- Answered multi-line phone system and transferred callers to appropriate department or staff member
Senior Secretary
South Dakota State University
Brookings
06.2016 - 06.2017
- Company Overview: GSCE
- Produced accurate office files, updated spreadsheets and crafted presentations to support department and boost team efficiency
- Responded to emails and other correspondence to facilitate communication and enhance business processes
- Recorded expenses and maintained accounting records in accounting software
- Wrote and proofread error-free letters, memoranda and other business correspondence
- Sorted, opened and routed incoming correspondence and deliveries to help senior leaders respond quickly to center and student requirements
- Coordinated travel arrangements, including booking airfare, hotel and ground transportation
- Provided onboarding and policy training for new staff
- Maintained employee personnel files
- Promptly answered multi-line phone system and greeted callers enthusiastically
- Prepared packages for shipment, pickup and courier services for prompt delivery to customers
- Composed internal memos and external correspondence for senior management and reviewed all documentation to eliminate errors
- Developed and updated spreadsheets and databases to track, analyze and report on research data
- GSCE
Yearbook Sales Professional/Assistant Manager
Lifetouch National School Studios
Brookings
01.2012 - 06.2016
- Applied prospecting expertise to generate and pursue leads, setting up appointments and site visits to maintain budding relationships
- Maintained consistent yearbook sales by developing and deepening positive customer connections
- Acquired sales reports suggesting corrective actions and process improvements
- Provided timely and effective resolutions to problems, securing clients and ensuring satisfaction
- Met frequently with technical, product management and service personnel to stay current on company offerings and business policies
- Grew client base by analyzing consumer needs to introduce relevant products and complete sales processes
- Shaped value-added solutions and approaches for key audiences by leveraging industry trends in customer marketplaces and industries
- Implemented effective networking strategies and elevated new business opportunities
- Wrote documents to propose courses of action for quarterly sales actions
- Conducted on-site product demonstrations to highlight features, answer customer questions and redirect concerns toward positive aspects
- Reached out to customers after completed sales to evaluate satisfaction and determine immediate service requirements
- Evaluated inventory and delivery needs, optimizing strategies to meet customer demands
- Conferred with existing and potential customers to assess requirements and propose optimal solutions
- Assisted senior leadership with executive decision-making process
- Completed sales management tasks on-time and under-budget while relaying complex issues with senior leadership
- Responsible for recruiting new employees for seasonal photography positions throughout the year
- Provided onboarding for new employees, including payroll and benefits using third-party software
- Conducted training and development for new staff and completed performance appraisals
- Responded to unemployment insurance claims and represented Lifetouch in unemployment proceedings
- Maintained personnel files and coordinated HR tasks with the main Lifetouch HR department via HRIS
- Identified employees to develop for advanced or lead positions and provided training to grow internal talent
Research Assistant
South Dakota State University
Brookings
06.2010 - 05.2011
- Gathered, arranged and corrected research data to create representative graphs and charts highlighting results for presentations
- Conducted research for proposals and assessed potential impact on constituents
- Helped with large survey research projects and provided research support for data processing operations
- Prepared literature for reports, presentations or submission to peer-review journals
- Developed fact sheets, graphs and tables to analyze and summarize survey data
- Worked with principal investigators to coordinate qualitative research into regional employment
- Organized paperwork, including participant-informed consent waivers and research scope documentation
- Conducted meticulous research to identify information and answer multifaceted questions
- Documented procedures and results with high degree of accuracy and precision
- Recorded data and maintained source documentation following good documentation practices
- Validated incoming data to check information accuracy and integrity while independently locating and correcting concerns
- Worked both independently and collaboratively in fast-paced environment
- Collaborated with leadership team to identify relevant questions and determine best methods of collection
- Helped team meet regulatory requirements by coordinating documentation and filings
- Demonstrated strong writing skills to generate original correspondence and reports
Data Center Manager
CITC, Inc
Anchorage
02.2002 - 06.2005
- Company Overview: SAS Data Center
- Generated reports of findings to help management with making key decisions
- Collected, arranged and input information into database system
- Assisted various departments with change by communicating new improvement plans and expectations
- Identified objectives of programs by analyzing feedback, observing consumers and collecting surveys
- Tracked and analyzed reports to determine needed improvements
- Developed and updated tracking spreadsheets using SPSS
- Educated staff on organizational mission and goals to help employees achieve success
- Coached staff on daily performance and conducted evaluations to constructively address concerns
- SAS Data Center
Assistant Manager and Purchasing Agent
The Lighting Gallery by Browns
Anchorage
08.1998 - 02.2002
- Maintained consistent email communication with stores and suppliers to confirm and track orders and verify price revisions on purchase orders
- Standardized inventory quarterly reporting and analysis and instituted corrective action for close-outs and out-of-stock items to keep inventory records current
- Reviewed order updates to identify best practices aligned with corporate goals
- Communicated frequently with stores and vendors to manage orders and verify revisions on purchase orders
- Wrote standard operating procedures for department
- Instituted advanced level of data reporting to develop purchasing strategies and identify buying trends
- Administered project-based data entry assignments for accurate record-keeping
- Reviewed proposals, qualified vendors and recommended optimal suppliers
- Implemented policies to reduce cost and eliminate waste
- Computed and created purchase orders to monitor stock levels, verify purchase requisitions and expedite customer orders
- Maintained complete documentation and records of all purchasing activities
- Maintained focus and organization to regularly complete tasks with precision, timeliness and flexibility to accommodate fluctuating assignments and emerging business trends
- Managed vendor purchase order process including dispatch, delivery and invoicing to set contractual guidelines and maintain budgetary regulations
- Performed monthly reconciliation of open purchasing orders
- Recruited new employees
- Provided training and oversight for new employees
- Worked with employees to develop and grow their skills
- Delivered feedback to decision-makers regarding employee performance and training needs
- Evaluated employees' strengths and assigned tasks based upon experience and training
- Adjusted job assignments and schedules to keep pace with dynamic business needs, factoring in processes, employee knowledge and customer demands
- Improved operational planning and business frameworks to enhance resource utilization and reduce waste
Executive Assistant
Ravenstar, Inc.
Anchorage
01.1998 - 07.1998
- Prepared documents, reports and presentations for executives and board members using advanced software proficiencies
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president
- Developed and updated spreadsheets and databases to track, analyze and report on performance and sales data
- Distributed company-wide announcements, booked conference rooms, and coordinated catering for annual staff development forum
- Used QuickBooks to produce monthly invoices, reports and other deliverables
- Screened calls and emails and initiated actions to respond or direct messages for executives
- Streamlined operations and prioritized tasks, allowing senior staff to increase productivity
- Stayed on top of shipment locations and current status to update offices and customers
- Developed and deepened successful partnerships with representatives of diverse shipping companies
- Arranged delivery or storage of goods at destinations
- Handled pricing and routing for international shipments
- Calculated weight, volume or cost of goods to be moved
- Prepared bills of lading, packing lists, dock receipts and certificates of origin for each shipment
- Completed all paperwork, recognizing any discrepancies and addressing them in a timely fashion
Clinical Associate
ASSETS, Inc.
Anchorage
01.1996 - 01.1998
- Coordinated with appropriate administrative staff to address clinical, operational and financial questions
- Participated in and scheduled round the clock service for emotionally disturbed children in a treatment environment
- Supervised and scheduled eight employees to prevent gaps in service
- Participated in creating and implementing Treatment Plans for clients
- Completed Medicaid Notes, and reviewed notes of those I supervised
Meeter/Greeter
Alaska Sightseeing Tours
Anchorage
04.1995 - 09.1995
- Displayed friendly, outgoing and energetic behavior to create warm, fun atmosphere for guests
- Answered customer questions and pointed individuals in right directions
- Met guests at airport gate, escorted them to baggage claim, and coordinated transportation to their hotels
- Checked flight manifests for accuracy and delays
Office Assistant
CITC, Inc.
Anchorage
04.1991 - 04.1995
- Produced high-quality documents, spreadsheets and presentations for internal and customer-facing needs using MS Office suite
- Delivered clerical support by efficiently handling wide range of routine and special requirements
- Enhanced collaboration between team members by preparing meeting materials and taking clear notes to distribute to stakeholders
- Welcomed office visitors warmly and alerted staff to arrivals of scheduled appointments
- Interacted with customers professionally by phone, email or in-person to provide information and directed to desired staff members
Education
Bachelor of Science - Sociology
South Dakota State University
Brookings, SD05-2011
Associate of Arts - General Studies
Sinte Gleska University
Mission, SD05-2007
Skills
- Customer service
- Event coordination
- Records management
- Human resources support
- Office administration
- Communication skills
- Financial reporting
- Project management
- Data entry
- Proficient in Microsoft Office Suite
Timeline
Administrative Coordinator
City Of Cedar Rapids
09.2024 - Current
Human Resources Assistant
Johnson County
07.2022 - 07.2024
Public Safety Dispatcher I
University of Iowa Hospitals and Clinics
06.2021 - Current
Clerical Specialist
Linn County
06.2021 - 06.2022
Athletic Secretary
Linn-Mar Community School District
07.2017 - 06.2021
Senior Secretary
South Dakota State University
06.2016 - 06.2017
Yearbook Sales Professional/Assistant Manager
Lifetouch National School Studios
01.2012 - 06.2016
Research Assistant
South Dakota State University
06.2010 - 05.2011
Data Center Manager
CITC, Inc
02.2002 - 06.2005
Assistant Manager and Purchasing Agent
The Lighting Gallery by Browns
08.1998 - 02.2002
Executive Assistant
Ravenstar, Inc.
01.1998 - 07.1998
Clinical Associate
ASSETS, Inc.
01.1996 - 01.1998
Meeter/Greeter
Alaska Sightseeing Tours
04.1995 - 09.1995
Office Assistant
CITC, Inc.
04.1991 - 04.1995
Bachelor of Science - Sociology
South Dakota State University
Associate of Arts - General Studies
Sinte Gleska University
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