Norma Sentmanat
Miami,Florida
Summary
Highly efficient administrative professional offering several years of experience, including administrative support, project coordination, customer service and team leadership. Comfortable working with senior management to effectively define and achieve strategic operational and administrative objectives. Streamlines administrative processes, analyzes complex issues and develops solutions. Cultivates positive work culture focused on teamwork and idea-sharing while driving goal achievement.
Overview
22
22
years of professional experience
Work History
Senior Office Support Specialist
Utilities Development Division
Miami, FL
10.2022 - Current
- Handles Sunshine 811 ticket calls
- Assists English and Spanish speaking customers with respect to achieve high satisfaction by meeting their needs
- Searches for 811 tickets in DigTix and informs the customer of the Locator’s name and phone number for them to schedule a time and day
- If the customer asks any questions, I listen attentively and advise them appropriately and accurately
- Provide the customer with the correct information, ask them to write the phone number before transferring in case we get disconnected
- Efficient in Excel, creates spreadsheets for all sorts of necessary forms; “Damage Prevention Unit’s Contact List” and revises it as necessary, periodically, “Damage Prevention Unit’s Vehicle List”, “Damage Prevention Unit’s Emergency Contact list.”
- Manages Damage Prevention Unit’s employees’ “Request for Leave”, keeps track of employees’ Annual, Sick, Birthdays, Bereavement, and more. Time off requests are kept organized in the Outlook calendar in order for the Supervisor to have access when entering the employees’ time in Informs
- Responsible for entering my own time into Informs in a timely manner and sends friendly reminder emails to the Damage Prevention Unit’s to inform them that payroll is due, and HR’s deadline
- Responsible for attending Yearly Inventory’s Fixed Assets Meeting and receiving the booklets, scanners and colored dots for our division and returning the scanners to Fixed Assets when finished
- Checking the ERP Physical Inventory while scanning the Taggable items
- Manages the yearly inventory for the Damage Prevention Unit, and processes disposals in ERP Financials
- Responsible for completing the yearly inventory of all Taggable equipment
- Check the serial numbers and MDC numbers of all the equipment, enter information in an excel spreadsheet to log all the equipment that is used by employees: the equipment’s Serial number and DC number is enter either as “OUT” when is picked up and “IN” when is returned and signed by the employee with ID number
- Provides documentation and detailed explanations on the division’s missing assets in a report to the Fixed Assets Dept
- Creates orders in ERP Financials and EAMS/ ROS and submits them to the storeroom for processing
- ERP Financials orders must be approved before procurement accepts them
- The Damage Prevention Unit requires the following merchandise and equipment: Radars and Electronic equipment to locate the underground utilities, “D” batteries, laptop’s batteries, safety vests, water-based paint to mark when scanning, safety shoes, rubber boots, safety hard hats, mosquito repellent, and so much more safety equipment and I am on top of everything
- Communicates with the vendors when it is time to purchase uniforms, and meets with them, if necessary, (Cintas or the vendors approved by the County) and creates purchasing orders in ERP Financials when ordering safety uniforms for the ST2
- Searches for the acceptable Organization codes to properly complete the purchase orders and submit for approval
- Follows up the approval from supervisors, managers, and chiefs
- Respectful communication with my superiors and coworkers always
- Involved in the purchase with procurement
- Responsible for managing and completing the” Wireless Telecommunication Device Approval Form”
- Each Service Technician 2 requires a Cellular Phone, Aircard, and Unlimited voice and data: this form requires approvals from the Employee, Supervisor, Department Director, and Chief Officer/Office of the Mayor
- The approved” Wireless Telecommunication Device Approval Form” is attached to the Remedy Ticket created by me and submitted to IT, an email is also sent to the person in IT to inform them of the urgency needed
- Follows up until ST2 has the equipment necessary to start working
- Responsible that all the new employees complete all the New Hire forms required to start working and submit copies to HR
- Creates Remedy Tickets to supply the new employees with the required air cards, cellular, laptops, and safety uniforms
- Keeps records of the vehicles assigned to the Locators
- Follow up with the ISD Shops Supervisor when the vehicles break down
- Requests rentals for the unit from upper management and compile documentation and keeps a record of the sun passes and fuel cards given out to each employee driving a rental
- Follow-up when Out of Order vehicles will be repaired
- Schedules the new hires a mandatory class 6- hour Defensive Drivers Course or any other training, and send reminders to make sure they don’t miss this class
- Assists the Operations Coordinator to prepare, schedule, set appointment, organize interviews, for prospective interview panel
- Responsible for calling the candidates on the phone and following up with emails scheduling the interviews
- Reserving and setting up the Conference Room, and prepare supplies: pencils, paper, calculator, or anything else needed
- Creates On-Call Schedule List for the Damage Prevention Unit: Responsible for updating the list
- On-Call Schedule List is a reliable communication tool located in the WASD Emergency Communications Department in the Water HUB
- Emails the revised On-Call list to everyone
- Checks with the employees a week prior to confirming the availability and informs the (Right of Way) ROW Coordinator the name of the employee who will be On-Call
- The ROW Coordinator is in charge of emergency phone contact arrangement which is necessary to keep the phone connected to be called in case of an emergency
- Prepare Remedy tickets and General Maintenance Requests
- Prepare and process and submit HR recruitment process requests forms and records
- Assist with coordinating holiday and retirement functions
- Maintain Police Reports of stolen or lost equipment
- Performs personnel duties within the unit, assists with performance evaluations, training monitors, budget expenses with the unit
- Maintained inventory of office equipment such as computers, printers, scanners, copiers.
- Coordinated travel arrangements including booking flights, hotels, car rentals.
- Developed effective communication strategies between departments within the organization.
- Organized events such as conferences, seminars, trainings, ensuring all logistics were taken care of properly.
- Managed office operations such as ordering supplies and managing vendor relationships.
- Assisted in preparing documents for meetings by gathering information from various sources.
- Assisted department heads in creating monthly budget reports by providing accurate financial information.
- Developed presentations using Microsoft Office Suite programs such as PowerPoint.
- Prepared agendas for meetings along with necessary supporting materials.
- Compiled statistical data using spreadsheet software applications like Excel.
- Provided customer service in person, via email, telephone, or other communication methods.
- Updated office policies and procedures manual periodically with new changes or additions.
- Created weekly reports to management on office productivity and updated them regularly.
- Answered incoming calls, took messages, and responded to inquiries within established guidelines.
- Conducted research online or through library resources for requested topics or projects.
- Compiled and delivered detail-oriented reports and procedural manuals to resolve problems, attaching supplementary materials to expand scope.
- Oversaw form circulation, completion and collection to document and resolve surfaced issues.
- Maintained vendor files and entered invoices into accounting system.
- Coordinated activities and ordered supplies to keep office properly maintained.
- Responded to service and informational inquiries, culling knowledge of technical procedures and organizational policies to dictate optimal course of action.
Office Support Specialist 3
SCADA Division
Miami, Florida
02.2013 - 10.2022
- Experienced in assisting an administrative superior
- Relieves supervisor of routine office management functions or performing specialized operational or clerical activities when “on leave”
- Experienced in secretarial and clerical duties
- The incumbent is responsible for the proper performance of independent work decisions based on experience and knowledge of departmental operations and refers to policy as necessary and resolves difficult technical or procedural as required
- Resolves problems in an accurate manner
- Schedules meetings, reserves conference rooms and sends out confirmation requests
- Prepares travel arrangements and expenses reports and completes the forms accurately
- Contacts Accounting Dept
- And follows-up
- Monitors SCADA’s Plant Electricians and Instrument Technicians Supervisors and employees’ OSHA training requirements and their retraining periodically as per OSHA and departmental policies
- Schedules their retraining classes according to Human Resources Class History Reports (using the Compliance Suite/Training Management Software 4.0
- And makes sure the employees’ trainings in OSHA classes are up to date
- Attends Safety Training Coordinator’s training classes and meetings to be updated in HR’s procedures
- Keeps records of the SCADA Division’s Safety Training reports, Covid-19 reports from all the units, and submits to Human Resources
- Responsible for updating the SCADA Division’s 24-hr On-Call Schedule List; a reliable communication tool to the WASD Emergency Communications Department
- Incumbent organizes the SCADA Division’s schedule
- Keeps records of the “SCADA Division On-Call Acceptance Forms” Monitors the “On-Call Substitute Agreement” form when the employees are relieved from their duty
- Updates changes in the On-Call Schedule List, i.e., coverage periods, radios, pagers, private or work cellular/satellite phones, landlines, vehicles and must be updated in the “SCADA Division’s On-Call List” in the Emergency Communication Command Center in SharePoint
- The “SCADA Division On-Call Acceptance Forms” and the On-Call Substitute Agreement” forms are record kept in the SCADA Division On-Call Acceptance Forms”
- Orders PPE supplies, office supplies, uniforms using the following programs: EAMS, ERP Financials
- Creates WO for the General Maintenance (GM)
- Assists W&S Operations Coordinator in creating ERPs for Emerson
- Keeps inventory of SCADA vehicles, and items over $1,000.00
- Follows up with staff’s Capital Equipment Change Forms (CECF) online, which are processed in ERP Financials periodically until completion: requiring reviews, signatures, dates from employees
- CECF’s are entered and saved in an excel spreadsheet located in SCADA’s Share Folder: information is updated periodically until completion
- The information saved helps when Annual Inventory is due
- Annual Inventory: the CECF’s are used to keep record of all assets
- 1,000.00 assets are scanned for annual inventory: Fixed Assets provides to SCADA Division scanners and color tabs that are placed on the items after they have been scanned
- Incumbent creates an “Acknowledgment of Receipt Form” with detail information on the scanners that are distributed to the supervisors
- Each supervisor receives several scanners with batteries and chargers, and they sign the Acknowledgement of receipt form
- The year of the inventory is written on each label by incumbent
- The incumbent is responsible for scanning the Administration’s assets and helps other departments as necessary
- Incumbent provides documentation and detailed explanations on the division’s missing assets in a report to Fixed Assets Dept
- Safety Shoes: Creates labels with employees’ information according to Safety Division’s instructions, which they are attached to each page on the safety shoes’ vouchers and makes sure that they are signed by the Division Chief
- Attends Safety shoes’ meetings Responsible for giving out each unit the voucher and signatures are required for acknowledgement
- Monitors Cintas Uniforms’ invoices, record keeps the invoices
- Scans all important documents and saves in the SCADA Shre Folder “Acknowledgement of Receipts”, W-4, W-2, 1095-C, Direct Deposit
- Reviews and follows-up the CDL Classifications every year or when the date expires and enters the information in Excel spreadsheet
- Revises all SCADA employees’ Florida’s Drive’s licenses and keeps records Reminds employees when their FDL is up for renewal
- FDL are checked using the Checkup Florida Driver License website
- Maintains records of the transactions for dispose-of or new equipment for Inventory
- Responsible for acquiring all the scanners and dots necessary to conduct the inventory and responsible to disperse this equipment to each unit
- Follow up with the supervisor and lead worker on their progress
- Responsible tor scanning and attaching the dots in the Administration unit
- Keeps records of the all the inventory missing and reports to Fixed Assets
- Incumbent performs related work as necessary
- Assists in the annual SCADA Awards Ceremonies event: orders and sets up the tables and chairs, decorations, beverages, food, and entertainment, orders the 30-year trophies and types the certificates
- Organizes Interview’s forms, documents “New Hire” forms
- Responsible for calling the candidates on the phone and following up with emails scheduling the interviews
- Assists in ordering supplies in ERP financials and EAMS for the SCADA Division staff
- Orders yearly calendars, batteries, FR jackets, T-shirts, etc
- Answers phones, take messages accurately
- Files and saves documents in SCADA Share folder
- Maintains the working room clean and the printers in good working order
Office Support Specialist 3
WASD North District Wastewater Treatment Plant
Miami, FL
04.2010 - 02.2013
- Responsibilities: Customer Service and Secretarial duties for both departments
- Processes payroll: data entry of employees’ timesheets, Data Entry of Work Orders in EAMS, types Employee’s Performance Evaluations, files, answers phone, manages all inquiries
- Reviews and follows-up the CDL Classifications every year or when the date expires and enters the information in Excel spreadsheet
- Revises all SCADA employees’ Florida’s Drive’s licenses and keeps records Reminds employees when their FDL is up for renewal
- FDL are checked using the Checkup Florida Driver License website
- Maintains records of the transactions for dispose-of or new equipment for Inventory
- Responsible for acquiring all the scanners and dots necessary to conduct the inventory and responsible to disperse this equipment to each unit
Office Support Specialist 3
WASD Engineering Division
Miami, Florida
12.2002 - 04.2010
- Responsible for initially receiving, reviewing, compiling, approving, and rejecting the Contracts’ Estimates Red Line
- Examines the Field Certification of Work Performed and the Contractor’s Notification of Suppliers and Subcontractors forms attached
- Is the Customer Service representative for the department meets with contractors and consultants and examines documents and assists when the rejected documents require correction and resubmission
- Audits legal documentation submitted by Project Managers, Contractors, and Consultants
- All documentation submitted are audited for accuracy, completeness, consistency and must be approved by the WASD Project Managers, Board of County Commission Change Orders, and Contingency Allowance Account Authorizations
- The documentation required from the Project Managers are Redline Estimates; Draft of estimate agreed to by contractor and WASD used to prepare pay estimates for signatures
- Notification of Suppliers, and Subcontractors, Field Certifications of Work Performed and Inspectors’ Final Checklist on Final Redlines only
- Documentation audited for Contractors and Consultants are Invoices, Certified Payrolls with Community Workforce Plan Reports, Monthly CSBE Utilization Reports, Engineers’ Progress Schedules, Certifications of the Contractor and Affidavits and Releases
- Prepares a list of all outstanding Final Releases and all other required compliance documentation necessary to close out the contract, Final Estimate
- Emails this list to the Contractors to notify them what is needed to sign the Final Estimate
- These documents were created and are required for the purpose of assisting WASD and the County in determining that the Contractor properly adheres to the applicable local ordinances and state laws throughout the duration of the contract
- Two documents of primary importance which help the County monitor legal compliance are the Certification of the Contractor and Affidavits and Release forms (partial and final)
- Issues official notification to Contractors when Estimates for Progress Payment are ready to be signed
- Approves the legal documentation submitted by the Contractors and obtains and monitors all required signatures form Contractors, WASD’s Project Managers and Supervisors on all Pay Estimated, Board of County Commission Change Orders and Contingency Allowance Account Authorizations
- Monitors the advance of the pay estimates though the signature process to ensure completion with the deadline established by the “Florida Prompt Payment Act.” Provides written reminders/letters/emails to those responsible for signing
- Checks that the remaining signatures are properly executed
- Follows up with Contractors on contract related issues and responds to inquiries and complaints, and types reports and copies WASD personnel, upper-level management, Government and County Agencies
- Types procedures to contractors and assists them properly to execute all the required legal documentation related to construction contracts
- Responsible for maintaining database of estimates for progress payments, subcontractors’ listings for each estimate, Notices to Owner, and Notices of Non-Payment
- Maintains filing system for the Certified Payrolls and Monthly Utilization Reports, and mails copies of these reports bimonthly to the Department of Business Development
- Maintains a filing system also for the Affidavits and Releases and Certifications of the Contractors
Education
Bachelor of Science in Business Administration -
University of Phoenix
OnlineHigh School Equivalency Diploma -
GED
Hobbies and Interests
- Kayaking
- Art
- Films
Timeline
Senior Office Support Specialist
Utilities Development Division
10.2022 - Current
Office Support Specialist 3
SCADA Division
02.2013 - 10.2022
Office Support Specialist 3
WASD North District Wastewater Treatment Plant
04.2010 - 02.2013
Office Support Specialist 3
WASD Engineering Division
12.2002 - 04.2010
Bachelor of Science in Business Administration -
University of Phoenix
High School Equivalency Diploma -
GED