Shelbi Odom

This is a professional support position with a wide variety of responsibilities. The position performs advanced secretarial duties for the Maintenance & Construction Officer-DC and other professional staff of the Maintenance & Construction section for the Region. The work includes extensive use on the computer, preparing correspondence, tracking documents, and coordinating with other staff throughout the Region and FMBC Central Office. This work involves dealing with the public and working with other professional staff. Duties include but are not limited to the following:

• Operates personal computer equipment to create documents from a variety of rough drafts. These documents include technical correspondence, complex reports, project development building programs, material specifications, contracts, bid packages, project budgets and schedules, project budget and schedules, pay requests and travel vouchers for the Supervising Construction Projects Administrator and other professional staff.
• Itemize purchases on E-forms for P-card purchases as well as process purchase request transactions in MFMP.
• Enter and track maintenance work orders utilizing the AIMS database.
• Identifies strike teams, coordinates with Central Office, works with vendors and insurance adjusters, and prepares reports for FEMA recovery efforts for all natural disasters.
• Reviews word processing and spreadsheet documents prepared by section’s professional staff for correctness of grammar, spelling, and form. Makes necessary changes and prepares finished documents. Revises and modifies existing word processing documents such as contracts, bid packages, and specifications. This consists also of retrieving portions of several documents and merging them together.
• Works with supervisor on personnel activities as requested. Assists the Assistant Bureau Chief of Maintenance and Repairs in maintaining complete and current performance standards and position descriptions for all professional staff for which he/she is responsible.
• Serves as the contact for Regional Staff to questions with policies, benefits and procedures to employees and job applicants.
• Reviews job applicants on advertisements and sends those meeting minimum qualification to supervisor.
• Receives, reviews, verifies and corrects/ collects selection packages documentation including but not limited to veteran’s preference, rehire forms, minimum qualifications and forms as required.
• Compile and prepare reports and documents pertaining to personnel activities. Review records/ reports and the regions staff’s timesheet to verify details and update/ correct as needed.
• Works on higher level personnel items such as discipline, FMLA, Worker’s Compensation with supervisor as requested. This is includes maintaining complete and current performance standards and position descriptions for all staff within the region.
• Performs functions of processor as requested for Purchasing Card transactions for the Assistant Bureau Chief of Maintenance and Repairs, verifying accuracy established by department procedures and review period pay requests.
• Performs a variety of support tasks such as copying prepared documents and material from files, serves as section’s telephone receptionist and provides interpretation of policy and procedures as required, sorts incoming mail, and distributes mail and other documents to section’s staff. Organizes and maintains section’s filing system for the Assistant Bureau Chief of Maintenance and Repairs and other professional staff.
• Receives and directs visitors to appropriate staff, assisting in keeping calendars for the Assistant Bureau Chief of Maintenance and Repairs and other professional staff, making travel arrangements, and preparing travel itineraries and vouchers. Maintains suspense and follow-up system for the Maintenance & Construction Officer-DC and calendar of events for professional staff. Prepare agenda, schedule, and announce meetings, take and transcribe minutes as required.
• Participates in required departmental staff training to enhance background and ability. Performs other related duties as required.

• As Team Lead I was the first point of contact for the operation manager and handled any issues that arised that the manager could not be there for.
• Improved the overall patient registration process by implementing new procedures and training team members accordingly.
• Served as a liaison between patients, physicians, nurses, and administrative staff to facilitate smooth operations within the office.
• Enhanced patient satisfaction by addressing inquiries and resolving concerns promptly.
• Greeted and assisted patients with check-in and check-out procedures.
• Verify and upload insurances and driver's license into the practice management and electronic medical records system.
• Balanced deposits and credit card payments.

• Accurately documenting all income, expenses, sales, and other financial activities.
• Entering financial data into accounting software and spreadsheets.
• Organizing and storing financial documents, such as invoices, receipts, and bank statements.
• Calculating employee wages, deductions, and taxes.
• Matching bank statements with internal records to identify and correct discrepancies.
• Tracking expenses and revenue to monitor and manage cash flow.
• Managing payments to vendors and collections from customers.
• Assisting with tax returns and payments.
• Customer Service to include offering basic information on matters of ownership, basic appraisal laws, office procedures, exemptions and property values and route complex queries to the designated department staff.
• Assist property owners navigate resources like public records, including ownership information, legal descriptions, and mapping functions.

• Reviewed and processed applications for FDOC new hires.
• Perform data collection, review, recording, and filing. Inputting data into computer systems.
• Collaborated with team members to develop best practices for consistent customer service delivery.
• Engaged with both staff and the public, responding to inquiries and interpreting departmental rules and policies.