Rebecca Abramson
Summary
Proven Office Manager with a track record of enhancing workflow and efficiency at the State of Rhode Island by implementing system analysis and design, leading to improved scheduling and administrative processes. Excelled in employee supervision and customer service, achieving significant improvements in team productivity and client satisfaction. Skilled in Microsoft Office and Court Alert, demonstrating exceptional organizational and multitasking abilities.
Highly dependable, detail-oriented, and multitask effectively.
Proficient in using independent decision-making skills and works effectively with cross-functional teams.
Strong work ethic.
Overview
18
18
years of professional experience
Work History
Office Manager
State Of Rhode Island
06.2023 - Current
- I am solely responsible for planning, coordinating, organizing, and delegating the schedule for all DHS and EOHHS hearings within the Appeals office, which serves as the unit responsible for processing, scheduling and hearing all administrative appeals for DHS, DCYF, BHDDH, and EOHHS.
- I oversee, train, supervise, review and correct the work, if needed, of other administrative staff in my office, including temporary and permanent Hearing Office staff. I relieve Chief Legal Counsel from overseeing the same.
- I work with Supervisors, Department Heads and Chiefs, and outside vendors and representatives to facilitate planning of appeals and procedures to be used agency wide.
- I create appeal reports for my supervisors to be used as needed.
- I review relevant policies and regulations for timeliness of appeals and scheduling parameters of new appeals.
- I gather hearing office data for CMS and FNS reporting and summarize it for Chief Legal for further evaluation.
- I was an integral participant in the systems designing and development of our new computer software, Court Alert, that is used by the entire Appeals office for tracking appeals, and continue to be a liaison with the vendor as any new issues arise.
- I created and implemented trainings in Court Alert for all of our Appeals staff.
- I prepare appeal records for Superior and Family Court as required by relevant rule and regulations and report them to Executive Counsel.
- I am responsible for all the operational aspects of the office; maintenance and repair of equipment, supply ordering, troubleshooting and updating files and forms, triaging calls from Department heads, Appellants and Attorneys, and assisting anyone who comes into the office in person.
- I created a procedural guideline for the Appeals office that is circulated across all agency representatives.
- I created and maintain a CC list that is used across all agency representatives.
- I coordinate with IT and new temps and other employees in the Appeals office to get them set up properly on their computer and ensure they have the correct programs and shared drives, printers, and user boxes.
- The Appeals Office has its own email address which I monitor, maintain, and assign for response when necessary. This includes any new appeals or communications from the public or from other departments.
- I maintain a calendar of time off for the Hearing Officers.
- I create and maintain daily calendars for the Hearing Officers as well as a spreadsheet with the hearing schedule that is shared across all DHS/EOHHS Agencies that I monitor and modify daily.
- I have created multiple tracking projects for DCYF, DHS, EOHHS and our Chief Legal to report timeliness of appeals, status of appeals and a multitude of other reporting parameters.
- I handle sensitive information with discretion, maintaining confidentiality of documents and records.
- I provide exceptional customer service when addressing client inquiries or concerns via phone calls or email correspondence.
- I enhance team productivity by delegating tasks effectively and overseeing daily workflow.
- I am responsible for the recruitment process, conducting interviews and onboarding new temporary employees to promote a seamless integration into the team dynamic.
- I manage Interpreter vendor relationships, negotiating contracts for cost savings while maintaining high-quality services.
- I demonstrate proficiency in Microsoft programs, including, but not limited to, Outlook, Teams, Word and Excel.
Legal Assistant
State of Rhode Island
10.2013 - 06.2023
- I was responsible for the planning, coordinating, organizing, and delegating the schedule for all DHS and EOHHS hearings within the Appeals office, which serves as the unit responsible for processing, scheduling and hearing all administrative appeals for DHS, DCYF, BHDDH, and EOHHS.
- I created and maintained daily calendars for the Hearing Officers so that they had a Day Sheet schedule of their hearings.
- I created and maintained a spreadsheet on the shared drive with the hearing schedule and modified it as hearings got withdrawn, added or rescheduled.
- The Appeals Office has its own email address which I monitored, maintained, and assigned for response when necessary. This includes any new appeals or communications from the public or from other departments.
- I served as the liaison between the public and the appeals office via email communication, in person visits to our building, or by telephone.
- I performed the export of new appeals to a spreadsheet on SharePoint utilizing RI Bridges.
- I assisted with record retention, logging appeals, boxing them, moving them to storage, and communicating with the records department when needing to retrieve records.
- I was solely responsible for all DCYF matters, including processing new appeals, communication with Petitioners, Attorneys, and DCYF representatives, including division chiefs and directors, disseminating decisions and record retention.
- I provided transcription of meetings to provide a summary for Chief Legal and all parties involved.
- I maintained strict confidentiality, protecting sensitive client information as required by legal ethics and regulations.
- I managed a high-volume workload while maintaining strict attention to detail on every task.
- I increased client satisfaction by efficiently managing case files and promptly addressing inquiries.
Administrative Assistant /Medical Unit Secretary
Home & Hospice Care Of Rhode Island
05.2006 - 05.2008
- Answered multi-line phone system, routing calls, delivering messages to staff, patients 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.
- Developed filing system for historical documents, preserving important company records and improving access to information.
- Managed scheduling for the nurses, balancing complex calendars to ensure optimal use of time.
- Managed filing system, entered data and completed other clerical tasks.
- Managed phone and email correspondence and handled incoming and outgoing mail and faxes.
- Assisted coworkers and staff members with special tasks on daily basis.
- Handled high-pressure situations calmly, efficiently prioritizing tasks during peak hours or emergencies within the unit.
- Contributed to a positive work environment through effective collaboration with nurses, doctors, and other hospital staff members.
- Assisted in training new Medical Unit Secretaries, sharing organizational knowledge and best practices for efficient operations.
- Achieved a high level of customer satisfaction by addressing patient and family concerns promptly and professionally, maintaining open lines of communication throughout their stay.
- Fostered a welcoming atmosphere at the reception area, greeting visitors warmly while maintaining confidentiality about patient matters at all times.
- Assisted nursing staff in organizing patient charts and updating daily census reports to maintain accurate unit statistics.
- Safeguarded patient privacy by adhering to HIPAA regulations in handling sensitive medical information.
- Enhanced accuracy of medical records with diligent data entry, ensuring up-to-date information for healthcare professionals.
Education
Holyoke Community College
HolyokeGreenfield Community College
Greenfield, MARoger Williams University
Bristol, RISkills
- System Analysis, Design, Implementation and Reporting
- Office Management / Administration
- Customer Service
- Organizational Skills
- Excellent multi-tasking ability
- Scheduling and calendar management
- Inventory Control
- Employee Supervision
- Conflict Management
- Staff hiring and Training
- Report Preparation
- Compliance Monitoring
- Technical Support
- Microsoft Office - Outlook, TEAMS, Word, Excel
- Court Alert
- RI Bridges
Timeline
Office Manager
State Of Rhode Island
06.2023 - Current
Legal Assistant
State of Rhode Island
10.2013 - 06.2023
Administrative Assistant /Medical Unit Secretary
Home & Hospice Care Of Rhode Island
05.2006 - 05.2008
Holyoke Community College
Greenfield Community College
Roger Williams University
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