Sarah Naomi McGlothlin
Washington,DC
Summary
Dynamic office manager and information management assistant with a robust background in inventory management and logistics. Expertise in designing and implementing digital filing systems to enhance operational efficiency and ensure data accuracy. Proficient in the Office 365 suite, excelling in data compilation, spreadsheet creation, calendar scheduling, and team management. Known for strong collaboration and adaptability, effectively addressing challenges and streamlining processes to achieve team and organizational goals.
Overview
15
15
years of professional experience
Work History
Information Management Assistant (IMA)
US Department of State
Nairobi, Kenya
04.2021 - 05.2023
- Enabled completion of major information technology (IT) inventory at largest U.S. Embassy in sub-Sahara Africa, closing out two years’ worth of inventory on time with less than 1% margin of error.
- Managed two additional inventories in secure spaces, achieving 100% accountability for several million dollars’ worth of IT equipment. - as a result, I was awarded the department of state Franklin Award from Charge d' Affairs Eric Kneedler for superior performance.
- Organized, labeled, and streamlined all IT storage spaces, enabling staging and smooth deployment of new equipment.
- Solely managed disconnecting, packaging, transportation coordination, unpacking, reinstalling and total IT staging of embassy mail room including all audio-video equipment.
- Aided entire IT department staff in relocation of more than 300 desks and office setups in 3 separate buildings.
- Managed reproduction office with two full-time employees, improving customer satisfaction and prioritizing quality and speed of service.
- Designed, procured, and installed heavy-duty shelving for new reproduction office, coordinated with multiple agencies to ensure that new office was sufficiently primed to take on larger and more complex projects.
- Trained reproduction staff in use of new equipment to facilitate faster service and how to develop more professional products.
- Aided in IT setup and breakdown of all equipment necessary to support high profile visits from both Secretary of State Antony Blinken and First Lady Dr. Jill Biden.
- Coordinated and instructed training for more than 60 local employees teaching basic it, Microsoft applications, and best practices for time and file management.
- Obtained and maintained top-secret security clearance until March of 2025 when my TSSC expired, I am eligible for recertification at any time.
- Awarded the department of state meritorious honor award by ambassador Margaret "Meg" Whitman for outstanding performance.
- Assisted upper-level management in making informed decisions by providing accurate data analysis and insights from complex datasets.
- Improved information management processes by implementing new software solutions and data organization techniques.
- Analyzed current data storage procedures and identified areas for improvement, leading to increased productivity and accuracy in handling company records.
- Implemented security measures to protect sensitive company information, minimizing the risk of unauthorized access or loss of vital data.
- Resolved technical issues related to information management systems through effective troubleshooting strategies, ensuring minimal downtime or delays in productivity for end users.
- Collaborated with IT professionals to ensure seamless integration of various information management tools, enhancing workflow efficiency.
Human Resources Assistant (HRA)
US Department of State
Nairobi , Kenya
03.2020 - 04.2021
- Managed a complex and multifaceted department of state awards process including award money allotments, official award recording, certificate creation and printing, ceremony setup and tear down, enabling over 1500 local national and American employees to be eligible and receive performance awards.
- Developed a new digital filing system to properly manage employment files on more than 2,000 employees, commended by department of state human resources management for creativity and efficiency.
- Trained local staff on the proper usage of the new digital filing system and continued to support the system through routine inspection, offering support and retraining and providing printed schematics and resolution shortcuts for the duration of my employment in Kenya.
- Efficiently managed personnel files, maintaining confidentiality while keeping records up-to-date and organized.
- Filed paperwork, sorted, and delivered mail and maintained office organization.
- Answered and redirected incoming phone calls for office.
- Supported HR Manager in strategic planning sessions focused on organizational development and growth.
- Enhanced onboarding experience for new hires by creating comprehensive orientation materials and training programs.
- Created and completed personnel action forms for hires, terminations, title changes and terminations.
- Developed strong relationships with employees through consistent communication and support, leading to increased retention rates.
- Coordinated employee training programs to promote professional development and skill enhancement.
- Facilitated open lines of communication between management and staff, fostering a positive work environment.
- Provided assistance during annual performance review processes, collecting data to help inform evaluations and goal setting initiatives.
- Managed confidential employee records, safeguarding personal and professional information.
Office Manager
D&J Wheelock’s Inc.
Sierra Vista , AZ
01.2008 - 08.2019
- Oversaw administrative and procedural processes to improve accuracy and efficiency which resulted in sales improving 34% in the course of 3 months and the growth was sustained.
- Created databases and spreadsheets to improve inventory management and reporting accuracy, enabling a mainstreamed format which improved efficiency, drastically reduced food and waste costs and diminished labor costs.
- Standardized office filing system into a simple yet effective digital process resulting in well-organized accounts and facilitated ease of end-of-year tax preparation.
- Created and dispersed filing schematics and shortcuts for the employee team to ensure synchronized document production and storage.
- Specialized in web-based research with efforts geared towards the following: acquisition of new equipment; business promotion; advertising; and sales.
- Managed Office team of 6 people and ensured uniform, efficient, detailed, handling of all office and personnel files.
- Ensured that all employees could effectively communicate via verbal and written communication in order to guarantee professionalism in both phone and email correspondence.
- Researched, priced, procured, installed hardware and software for all new office appliances including scanners, computers, printers, cameras, audio visual equipment and then instructed team in the proper use of equipment.
- Maintained accurate financial records by reconciling accounts payable/receivable transactions regularly to ensure balanced budgets.
- Provided exceptional customer service when addressing client inquiries or concerns via phone calls or email correspondence.
- Handled sensitive information with discretion, maintaining confidentiality of company documents and personnel records.
- Conducted regular inventory assessments of office supplies, ordering necessary items proactively to prevent stock shortages.
- Enhanced team productivity by delegating tasks effectively and overseeing daily workflow.
- Streamlined office operations by implementing efficient filing systems and organizational strategies.
- Assisted in the recruitment process, conducting interviews and onboarding new employees to promote a seamless integration into the team dynamic.
- Served as a liaison between upper management and staff members, facilitating open channels of communication to address concerns or issues promptly.
- Managed vendor relationships, negotiating contracts for cost savings while maintaining high-quality services.
- Supported department heads in accomplishing their goals through diligent administrative assistance such as report generation and data entry.
- Oversaw facility maintenance requests, coordinating with building management to address repairs or improvements efficiently.
- Developed comprehensive policy manuals outlining procedures and guidelines, contributing to a well-organized workplace culture.
- Reduced costs with meticulous budget monitoring and expense tracking for essential supplies and equipment.
- Reduced environmental impact by initiating recycling program and promoting paperless processes.
- Streamlined document handling and processing, reducing turnaround time for client inquiries and requests.
- Handled sensitive employee and client information with utmost confidentiality, maintaining trust and integrity.
- Oversaw office budget, ensuring all expenditures were within allocated funds and identifying cost-saving opportunities.
- Facilitated positive work environment, addressing employee concerns promptly and fostering culture of mutual respect.
- Developed and enforced office policies that aligned with company values and regulatory requirements, maintaining compliance.
- Enhanced office operational efficiency by streamlining filing systems, resulting in easier access to critical documents.
Education
Bachelor's degree - English
University of Arizona
Tucson, AZ05.2013
Associate’s degree - General studies
Cochise Community College
Sierra Vista, AZ05.2013
Skills
- MS Office Suite and operations oversight
- Vendor relations
- Procurement
- Accounts payable and receivable
- Calendar management
- Communication (written and verbal)
- Detail oriented
- Multitasking
- Strong work ethic
- Attention to detail
- Critical thinking
- Organizational skills
Timeline
Information Management Assistant (IMA)
US Department of State
04.2021 - 05.2023
Human Resources Assistant (HRA)
US Department of State
03.2020 - 04.2021
Office Manager
D&J Wheelock’s Inc.
01.2008 - 08.2019
Bachelor's degree - English
University of Arizona
Associate’s degree - General studies
Cochise Community College
Awards
Received four employee of the year awards from D&J Wheelock's Inc. (2008, 2009, 2011, 2013)
Received United States Federal "Franklin Award' for 100% inventory accountability.
Received United States Federal "Meritorious Service Award" for 3+ years of dedicated excellence in Information Technology.
Received United States Defense Intelligence Agency "Certificate of Appreciation and Accommodation" for 3+ years of bi-weekly instructional classes in western style cooking for Kenyan single mothers.
Received United States Federal "Group Franklin Award" for managing high profile visits to the US Embassy in Nairobi Kenya.
Received United States Federal "Group Meritorious Service Award" for the Embassy wide move of 300+ desks to new building.
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