Polatai Matthews
Upper Marlboro,MD
Summary
Organized and dedicated Administrative Assistant with proven track record of providing exceptional customer service in fast-paced environments. Offering keen attention to detail and strong decision-making skills to manage multiple, concurrent tasks. Self-motivated work ethic to perform effectively in independent or team environments.
Overview
27
27
years of professional experience
Work History
Administrative Assistant I
Building Services
10.2019 - Current
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
- Delivered excellent customer service through prompt responses to client inquiries, addressing concerns effectively, and building strong relationships.
- Ensured accurate record-keeping with diligent data entry and database management for vital company information.
- Improved document organization with thorough file maintenance, archiving outdated records as necessary for efficient retrieval when needed.
- Received and sorted incoming mail and packages to record, dispatch, or distribute to correct recipient.
- Scheduled office meetings and client appointments for staff teams.
- Created and maintained databases to track and record customer data.
- Executed record filing system to improve document organization and management.
- Supported executive staff through scheduling meetings, coordinating travel arrangements, and preparing crucial documents.
- Assisted with human resources tasks such as updating employee files or submitting time-off requests per company policy guidelines.
- Assisted in onboarding new employees, providing training materials, and coordinating orientation schedules to ensure a smooth integration into the team.
- Developed and updated spreadsheets and databases to track, analyze, and report on performance and sales data.
- Enhanced office efficiency by streamlining administrative processes and implementing organizational systems.
- Optimized calendar management for executives by scheduling appointments strategically while considering priorities and minimizing conflicts.
- Assisted development and implementation of new administrative procedures.
- Organized office events such as holiday parties or team-building activities, promoting a positive company culture and boosting employee morale.
- Collaborated on special projects as assigned by leadership, contributing research findings or coordinating event logistics as needed for success.
- Assisted coworkers and staff members with special tasks on daily basis.
Secretary II
Building Services
07.2019 - 10.2019
- Handled sensitive information discreetly, maintaining confidentiality when managing personnel files or financial data.
- Answered multi-line phone system and enthusiastically greeted callers.
- Maintained daily report documents, memos and invoices.
- Scheduled appointments and conducted follow-up calls to clients.
- Handled daily scheduling tasks and provided administrative support for entire department.
- Prepared professional correspondence, including memos, letters, and emails, ensuring accuracy and timeliness.
- Entered data into system and updated customer contacts with information to keep records current.
- Maintained electronic filing systems and categorized documents.
- Provided clerical support to company employees by copying, faxing, and filing documents.
- Managed executive calendars, scheduling appointments and meetings to optimize time management.
- Contributed to a positive work environment by providing support to colleagues when needed in various tasks or projects.
- Promoted a positive image of the organization through clear communication both internally with colleagues and externally with clients.
- Implemented new office procedures to improve workflow efficiency while reducing administrative errors.
Secretary II
Catherine T. Reed ES
10.2017 - 07.2019
- Supervise, and manage three (3) person office staff
- Timekeeper, Bookkeeper and Grade manager (back-up)
- Perform general secretarial tasks, typing reports, and correspondence, coordinating meetings, generating expense reports, and ordering materials utilizing various software programs such as Oracle, Windows, Microsoft Office Suite, Google, and SchoolMax
- Provide support for staff, teachers, students, and parents in all facets of school operations through both oral and written communication
- Maintain in-office calendar and training calendar, keeping track of schedules/appointments
- Manage payroll for staff, order and receive all school materials through Oracle
- Back up registrar completing registrations for new incoming students, completing withdrawals for students leaving, and assisting parents requiring student ID numbers to apply for lotteries for specialized programs
- Assisting with school coverage – assigning/securing substitutes for teachers and in-school coverage when substitutes could not be secured
- Preparing 5th-grade records for transition to middle school
- Communicating with community partners for donations and support for the students and staff
- Managing accountability checklists, field trips, and assemblies.
Secretary II
Kenmoor Middle School
08.2004 - 10.2017
- Supervise, and manage three (3) person office staff
- Perform general secretarial tasks, typing reports, and correspondence, coordinate meetings, generate expense reports, and prepare requisitions for ordering materials utilizing various software programs such as Oracle, Windows 10, XP, Microsoft Office Suite, SchoolMax, and AESOP
- Support staff, teachers, students, and parents in all facets of school operations through both oral and written communication
- Maintain in-office calendar and training calendar, keeping track of schedules/appointments
- Manage payroll for staff, order and receive all school materials through Oracle
- Back up for bookkeeper accepting and depositing funds received from teachers for various activities
- Back-up registrar completing registrations for new incoming students as well as completing withdrawals for students leaving.
Secretary I
Kenmoor Middle School
10.2003 - 08.2004
- Perform daily duties instrumental in running an efficient front office
- Filing correspondence, preparing reports, creating training manuals, answering phones, supporting and assisting staff, students, and parents
- Creating a filing system for the office
- Daily use of computer programs to complete key duties in the office
- Managed attendance for the school population.
Secretary I / First Grade & Foreign Long-term Sub
Oakcrest Elementary
08.2000 - 10.2003
- Managed all student cumulative records, performed registrations and withdrawals daily throughout the year
- Performed general secretarial tasks, typing reports and correspondence using advanced computer programs
- Also arranged meetings, generated expense reports, and prepared requisitions for ordering materials
- Utilized various over-the-counter software products such as Win98, Win2000, and Microsoft Office products (Word, Excel, Access, PowerPoint, and Outlook)
- Primary point of contact for maintenance of copier machines and various vendors ensuring that machines are in operable status for teachers and staff daily
- Supported staff, teachers, students, and parents in all facets of school operations through oral and written communication
- Accurately input student data daily to maintain updated information for quarterly audits as well as retrieved information for purposes of generating quarterly, monthly, and yearly reports
- Responsible for the scheduling and confirmation of all necessary field trips for all grades throughout the year both in and out of county
- Assisted in the successful management of over $50,000 in funds raised for the Expeditionary Learning Outward Bound program
- Responsible for the procurement of 50 computers and 25 printers for school also assisted in installation of equipment and implementation of computer lab for students
- An active member of the technology team responsible for maintenance, technical support, and management of computer systems
- Planned and prepared lesson plans for daily instruction for first-grade class following the county curriculum
- Assessed students' progress/behavior through various testing, class work/homework assignments, and monitoring resulting in quarterly grades
- Responsible for teaching and exposing students to six different languages in preparation for future exploration of other language classes through basic instruction.
On Call Secretary / Substitute Teacher
William Paca Elementary
10.1997 - 08.2000
- Performed successful registrations of over 600 students ensuring proper county requirements were met
- Assisted in financial bookkeeping duties from handling and depositing money to preparing monthly and annual financial statements for audit purposes
- Operated various state-of-the-art computer applications to generate flyers, and reports and organize data utilized in daily operations
- Substituted in all grade classes ranging from kindergarten to sixth grade and any other extra-curricular class when needed
- Successfully assisted in the implementation of Helping One Student at a Time (HOST) an after-school program for students in need of academic assistance as well as volunteered as a mentor
- Accurately updated and maintained and updated student cumulative folders daily.
Education
Associate of Arts - General Studies
Prince George's Community College
Upper Marlboro, MD06.2001
Skills
- Customer Service
- Data Entry
- Computer Skills
- Office Administration
- Computer Proficiency
- Customer Relations
- Clerical Support
- Strong Problem Solver
Timeline
Administrative Assistant I
Building Services
10.2019 - Current
Secretary II
Building Services
07.2019 - 10.2019
Secretary II
Catherine T. Reed ES
10.2017 - 07.2019
Secretary II
Kenmoor Middle School
08.2004 - 10.2017
Secretary I
Kenmoor Middle School
10.2003 - 08.2004
Secretary I / First Grade & Foreign Long-term Sub
Oakcrest Elementary
08.2000 - 10.2003
On Call Secretary / Substitute Teacher
William Paca Elementary
10.1997 - 08.2000
Associate of Arts - General Studies
Prince George's Community College
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