Melissa Williams
Washington,USA
Summary
Highly competent Administrative Support Specialist with a strong background in office management, document preparation, and process improvement. Known for solid communication skills and proficiency in Microsoft Office Suite. Demonstrated success in streamlining office operations to enhance efficiency and accuracy. Proven ability to contribute positively to team dynamics while managing multiple tasks with minimal supervision.
Overview
24
24
years of professional experience
Work History
Administrative Support Specialist GS-301
U.S. Department of Homeland Security, Office of the Chief Human Capital Officer
Springfield, VA
06.2004 - Current
- Responds to customer inquiries and provides technical support regarding products and services.
- Assists in troubleshooting and resolving customer issues, escalating complex cases as necessary.
- Collaborated with internal teams to address customer concerns, and improve product functionality.
- Answer and screen telephone calls in a courteous manner, while taking messages with a high degree of accuracy.
- Receives and greets visitors, and determines to whom and when they can speak with specific staff.
- Contacts prospective employees for tentative job offers.
- Coordinates customer communications, tracks and follows up on requests, and identifies those of importance, which require immediate attention.
- Participates in training sessions to develop product knowledge and enhance customer service skills.
- Provide general administrative support to the office, including managing calendars, scheduling appointments, and handling correspondence.
- Prepares and reviews memorandums, correspondence, drafts, and reports for the Human Capital office.
- Send a reminder notification to staff for overdue items, discussions, and outstanding projects.
- Trained several new administrative assistants, ensuring that they pay explicit attention to DHS policies and minute details.
- Document customer interactions, and maintain detailed records for future reference.
- Opens, sorts, and distributes incoming mail and correspondence.
- Assisted in peer-to-peer training when needed.
- Well-versed in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) to produce various documents in draft or final form.
- Prepares and sets up PowerPoint slides for training sessions, including registering staff.
- Assist with the New Employee Orientation every two weeks for 30 to 45 people per session.
- Present in the New Employee Orientation on Employee Preparedness and Operations Security.
- View and edit user details, and add new users to the electronic Official Personnel Folder (eOPF).
- Uploads health benefits, Thrift Savings Plan, life insurance, and other required documents to the (eOPF).
- Collect and maintain inventory of office supplies and government property, such as computer equipment, software, and telecom equipment.
- Maintains Admin POC global distribution list, human resources case files, and Human Resources Management SharePoint calendar.
- Uses Excel to create a database and/or spreadsheet to enter, revise, sort, calculate, and retrieve data.
- Provides applicants with tentative and final job offer notifications.
- Prepares promotion packages for HR Specialist review.
- Gathers and interprets HR regulations, concepts, and practices.
- Maintains employee confidence and protects operations by keeping human resource information confidential.
- Assisted the HR team in various administrative tasks, including managing employee records, preparing HR documents, and maintaining HR databases (eOPF, Rumba, EPP).
- Assisted in the recruitment process by screening resumes and conducting initial phone screenings.
- Assists in the HQ Surge Capacity Force (SCF) program to recruit SCF members for deployments in support of a disaster.
- Assist with the logistics and operations move from the New York Ave, Washington, DC, 12th and Penthouse floor location to the 7th & D, Washington, DC, location.
- Assisted with the logistics operations and facilities, including the renovations of the entire second-floor office space at 7th and D.
- Assist with the logistics and operations move from 7th & D, Washington, DC location, to TSA, Springfield, VA location.
- Assists with Operational Security (OPSEC).
- Filed various permanent and temporary forms and documents.
- Records Custodian.
- Performs all administrative duties, including photocopying, word processing, faxing, mailing, scanning, filing, escorting, and directing visitors.
- Prepared the Office of the Chief Human Capital Office Newsletter and Team Site (OCHCO announcement, events, building news, employee corner, news you can use, and did you know information).
- Manages the Chief of Staff Workload Tracker in Teams.
- Maintains the monthly emergency phone roster for the Feds, contractors, detailees, etc.
- Onboards new employees (Feds, contractors, detailees, etc.). (IT Service Portal).
- Offboard employees (Exit Checklist and IT Service Portal).
- Creates a personal property transfer receipt (560s) and submits it to IT.
- Maintains the Outlook HCO Feds distro list, HCO Contractors distro list, and Access Lifecycle Management (ALM) system.
- Track the service portal for logistical and facilities requests.
- Oversees and maintains the conference rooms' scheduling.
- Manage the UPS account (billing, supplies, and shipping labels).
- Asset Management – SAMS – manages DHS personal property.
- Inventories and maintains office equipment, including printers, copiers, phones, iPads, and computers.
- Monitors office supplies and replenishes stock as necessary.
- Prepares service requests and service tickets.
- Schedule vendors to come out and work on equipment when needed.
- Track and distribute office keys.
- Return employee PIV cards to Access Control.
- Maintain four different shared electronic mailboxes (OCHCO Business Operations, OCHCO Transit, AdminPOC, HQSCF, and OCHCO Asset Management).
- Maintain Excel spreadsheets (onboarding, offboarding, inventory, ticket request, DHS service portal).
- Conducts a daily walk-through of the space for logistical needs.
- Assist with any admin duties, and random issues or questions.
- Continually communicates with staff to remind everyone to update their MY ID information.
- Send emails to the Human Capital Office, Feds, and Contractors when needed.
- Maintain the electronic seating chart.
- Update the organizational chart as needed.
- Maintain the transit usage report.
- Enroll employees in the transit program.
- Assists in purchasing card orders and requests.
- Alternate Reconstitution Manager
Summer Clerk
Department of Employment Service
Washington, DC
07.2001 - 08.2001
- Screened telephone calls and visitors in a professional and courteous manner.
- Transferred calls to staff throughout the office and referred visitors to appropriate personnel.
- Under the supervision of the Director of Summer Youth Employment, served as Office Automation Assistant performing substantive office automation assignments entering information into a computer database.
Education
Business Management -
Ashworth College
Peachtree Corners, GA06-2013
Some College (No Degree) - Educational Psychology
University of The District of Columbia
Washington, DC01-2009
High School Diploma -
Woodrow Wilson Senior High School
Washington, DC06.2006
Skills
- MS Office Suite
- Handling PII
- Asset management
- Employee records management
- HR software
- Customer support
- Database management
- Word processing
- Administrative procedures
- Inventory management
- Office administration
- Customer relations
- Scheduling and calendar management
Training
- Writing Effective E-mails and Instant Messages
- Cybersecurity Awareness
- Records management
- Sunflower Asset Management System (SAMS)
- Fed Travel
- Computer Security
- Counterintelligence Awareness
Reference
Available upon request
Timeline
Administrative Support Specialist GS-301
U.S. Department of Homeland Security, Office of the Chief Human Capital Officer
06.2004 - Current
Summer Clerk
Department of Employment Service
07.2001 - 08.2001
Business Management -
Ashworth College
Some College (No Degree) - Educational Psychology
University of The District of Columbia
High School Diploma -
Woodrow Wilson Senior High School
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