Paula Poole
Tallahassee,FL
Summary
Highly-motivated employee with over a decade in administrative roles. Looking for employment to showcase the organizational and leadership skills I possess. A desire to take on new challenges and enhance the organization with a cheerful and positive spirit of excellence. Strong work ethic, adaptability, and strong desire to assist families in developing the skills to be more successful.
Overview
23
23
years of professional experience
1
1
Certification
Work History
Executive Secretary/Registrar
Leon County Schools
Tallahassee, FL
01.2019 - Current
- Answered incoming telephone calls from internal and external customers promptly and professionally; transferred calls appropriately; responded to inquiries in a timely manner.
- Developed procedures for efficient workflow processes in student enrollments, withdrawals, progress reports and report cards
- Developed a system to maintain records for Title I compliance
- Performed data entry into the student information system of registration process, entering attendance, creation of master schedule and student schedules
- Coordinated communications between parents and administrators, served as FIT contact
- Provided secretarial support to principal including composing correspondence, reports, and other documents as requested.
Director’s Aide
Escambia County Board of County Commissioners
01.2018 - 01.2019
- Prepared and reviewed requisitions, purchase orders and vouchers
- Served as department’s HR and payroll representative to facilitate resources in a timely manner
- Assisted with facilitation of the Summer Youth Employment Program and management of the Indigent Burial/Cremation Program
- Collaborated with department to manage reception area and manage scheduling of conference room
- Monitored compliance with approved budgets throughout the year.
Associate Program Manager
Arc Gateway
01.2018 - 01.2019
- Maintained client records to ensure compliance with State requirements
- Supervised two sites, five paid staff and three full-time volunteers
- Conducted staff performance evaluations and professional development training, created monthly and quarterly client reports with coordinated Individual Support Plans
- Developed and implemented process improvements on monthly calendar for program management offsite activities
- Analyzed budget proposals to ensure accuracy of data and compliance with regulations.
Program Coordinator
Arc Gateway
01.2016 - 01.2018
- Create reports, spreadsheets, charts and graphs monthly and quarterly to document compliance with contract stipulations
- Reviewed and revised supplemental documentation for inclusion in monthly and quarterly reports
- Conducted STAR PCP meetings with first year students and designate support personal schedules, and created electronic schedules in Orbund
- Advised students in selection of classes and provide guidance for choosing career training options
- Maintained equipment and property inventory
- Coordinated scheduling of personal interviews for program applicants and STAR PCP meetings
- Maintained program files, to include purchase and check requests, student files, and other program documentation necessary for audit purposes
- Composed and type letters for program applicants
- Managed receptionist area, to include receiving calls, addressing inquires, directing calls to appropriate personnel, greeting visitors and providing information regarding program services
- Received and distribute departmental mail and incoming materials
- Assisted Director to ensure efficient program operation.
Administrative Assistant
Pensacola State College
01.2014 - 01.2016
- Managed the reception area, greeted and assisted visitors, responded to telephone and in-person inquiries regarding courses and services
- Facilitated working relationships with faculty, students, and staff
- Coordinated travel arrangements and completed expense reports for travel reimbursement.
- Supervised work-study students, coordinated work schedules for student workers, prepared and processed work-study payroll
- Provided administrative support to the executive team, including scheduling meetings and managing calendars.
- Composed letters, memos, reports, emails, presentations and other written correspondence as required by management staff.
- Kept office equipment functional and supplies well-stocked to promote efficient operations.
- Processed invoices for payment using accounting software applications for adjunct staff
Office Manager
Tuskegee University
01.2011 - 01.2013
- Updated department’s webpage
- Created a system to maintain Director’s calendar and other documentation requested
- Created weekly activity reports, assisted clients with sign in/out process
- Maintained department calendar of events, scheduled lab and equipment reservations,
- Coordinated and scheduled enrichment workshops, created client usage reports, prepared lab reservation and enrichment workshop reports, created other reports as necessary
- Assisted Director with preparation of semester and yearly reports, prepared staff meeting minutes
- Performed general bookkeeping duties such as reconciling bank statements and creating journal entries.
- Managed front desk operations including greeting visitors, answering questions or directing them to appropriate personnel.
- Ordered supplies and equipment to maintain adequate inventory levels.
Secretary
Tuskegee University
01.2010 - 01.2011
- Provided assistance with onboarding new employees by preparing orientation materials.
- Performed data entry into computer systems; ensured accuracy of all entered information.
- Prepared expense reports in accordance with company policies and procedures.
- Organized and maintained executive calendars, including scheduling meetings, travel arrangements and conference calls.
- Ordered supplies as needed; tracked inventory levels and placed orders with vendors when necessary.
- Answered incoming phone calls, responded to inquiries and transferred calls as needed.
Data Processing Clerk
Columbia County School Board
01.2001 - 01.2010
- Answered telephone, greeted and assisted visitors
- Created a data analysis system for student information including attendance and discipline referrals
- Processed master schedules and student schedules along with report cards
- Collaborated as a liaison with guidance counselor, administrators to efficiently serve the students and parents
- Analyzed and composed correspondence, publications, data and prepared spreadsheets/reports
- Served as truancy representative, tracked attendance for truancy
Education
Associates of Arts - Unknown
Tallahassee Community College
Tallahassee, FL07.2014
High School Diploma -
Hamilton County High School
Jasper, FL05.1985
Skills
- Self-Motivated
- Resourceful
- Excellent Planner and Coordinator
- Detailed Oriented
- Dedicated Team Player
- Excellent Communication Skills
- Effective Business Writing
- Office Administration Management
Awards
- 2006 Non-Instructional Employee of the Year
- 2008 Implemented Children's Church Ministry-Ebenezer AME Church Live Oak, FL
- 2004-2010 Columbia County School District Family and Community Council
Certification
- AS400(TERMS) & Focus Student Information System
- Microsoft Office Proficiency, Access-beginner
- Copier, fax, adding machine, typing, binding and laminating machines
- Microsoft Office 2007
- Grant Writing
Timeline
Executive Secretary/Registrar
Leon County Schools
01.2019 - Current
Director’s Aide
Escambia County Board of County Commissioners
01.2018 - 01.2019
Associate Program Manager
Arc Gateway
01.2018 - 01.2019
Program Coordinator
Arc Gateway
01.2016 - 01.2018
Administrative Assistant
Pensacola State College
01.2014 - 01.2016
Office Manager
Tuskegee University
01.2011 - 01.2013
Secretary
Tuskegee University
01.2010 - 01.2011
Data Processing Clerk
Columbia County School Board
01.2001 - 01.2010
Associates of Arts - Unknown
Tallahassee Community College
High School Diploma -
Hamilton County High School
- AS400(TERMS) & Focus Student Information System
- Microsoft Office Proficiency, Access-beginner
- Copier, fax, adding machine, typing, binding and laminating machines
- Microsoft Office 2007
- Grant Writing
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