Suzette Smith

Current Grade: Principal Administrative Assistant, USIBWC - IMD GS- 09

• Enhanced team productivity with diligent maintenance of meeting agendas, minutes, and action items.
• Demonstrated excellent problem-solving skills when faced with unexpected challenges or complex situations requiring immediate attention.
• Facilitated timely delivery of special projects to meet organizational and departmental objectives.
• Managed paper and electronic filing systems by routing various documents, taking messages and managing incoming and outgoing mail.
• Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.
• Continually sought methods for improving daily operations, communications with clients, recordkeeping, and data entry for increased efficiency.
• Performed research to collect and record industry data.
• Identified and recommended changes to existing processes to improve accuracy, efficiency, and quality service.
• Drafted professional memos, letters, and marketing research objectives to support acquisition of services.
• Updated spreadsheets and databases to track, analyze, and report on IMD data.
• Interacted with vendors, contractors and professional services personnel to receive orders, direct activities, and communicate instructions.
• Exemplified strong multitasking abilities by balancing multiple competing priorities simultaneously while maintaining a high degree of accuracy and professionalism.
• Developed strong relationships with vendors, negotiating contracts to secure cost-effective services for the company.
• Increased profitability by analyzing spend data and identifying opportunities for cost reduction.
• Ensured timely delivery of materials through effective planning and coordination with suppliers.
• Streamlined purchasing processes for increased efficiency and reduced operational costs.
• Assisted in developing annual budgets based on historical spend data, projected needs, and company objectives for responsible cost management practices during the fiscal year.
• Computed and created purchase orders in ILMS-Arriba to monitor stock levels, verify purchase requisitions, and expedite customer orders.
• Reviewed proposals, qualified vendors, and recommended optimal suppliers.
• Performed monthly reconciliation of open purchasing orders.
• Sourced and qualified bidders, obtained favorable pricing and returned finalized review of awarded contracts.
• Implemented innovative supply chain management strategies to streamline procurement process.
• Enhanced project efficiency by streamlining special construction processes and implementing time-saving techniques for the current EIS AT&T contract.
• Conducted thorough quality control inspections throughout billing phase of special construction, identifying potential issues early on and taking corrective action when necessary.
• Managed budgets effectively to minimize financial risks and optimize resources allocation for maximum impact.
• Monitor contract performance of all IT contracts. Total of an approximate $5,000.000.00 in contracts.
• Follow up with CO with post award actions.
• Gather and provide technical review of bids and proposals to the CO.
• Understood each target customer's business model, mapped out organization, and identified unique technology needs.
• Created and managed project plans, timelines and budgets.

Acquisition Department - Headquarters USIBWC, Grade Level: GS-10

• Assist in the preparation of Independent Government Cost Estimates (IGCE), market research, sole source documents, Statement of Work (SOW), Statement of Objectives (SOOs), Performance Work Statements (PWS), evaluation criteria, Determination and Findings (D&Fs), Limited Source Justifications and /or other forms of documentation that may need to be submitted to the Contracting Officer for processing of requirements;
• Review requirement documents with the program offices for requirement validation and clarity, participate in pre-proposal/Pre-bid conferences as necessary and obtain information from technical officials prior to preparation of the solicitation.
• Assess and analyze price and cost proposals, analyze basis of estimates, and select cost or price analysis techniques in compliance with solicitations and applicable regulations.
• Assist the Government in reviewing proposals and supporting proposal evaluation activities using the FedSelect tool or other analysis techniques as appropriate for the acquisition. This support includes the drafting of source selection recommendation memorandum and other contractual documents.
• Prepare draft solicitation documents, Invitation for Bid (IFB), Request for Qualifications (RFQ), Request for Proposals (RFP), and Federal Supply Schedule (FSS) solicitation documents, using a template or by developing from scratch, addressed in Applicable Regulations, inclusive of all current and applicable clauses and provisions, etc.
• Publish solicitations on solicitation websites, or other methods as required by applicable regulations.
• Develop requirements documents for construction requirements using Design-Build or Design-Bid-Build project delivery methods and A&E service requirements.
• Communicated frequently with stores and vendors to manage orders and verify revisions on purchase orders.
• Computed and created purchase orders in ILMS-GFMS to monitor stock levels, verify purchase requisitions, and expedite customer orders.
• Plan Acquisition Strategy for each requirement assigned with a full range of pre-award and post award functions.
• Follow agency and federal policy when determining proper Acquisition Strategy.
• Provide customers with clear, concise, and comprehensive guidance on how Acquisition Strategy was determined.
• Compiles and analyzes information and trends.
• Analyzes input for validity, legality, and consistency with agency mission priorities.
• Participates in agency program planning and evaluation activities.
• Independently reviews all procurement documents provided for accuracy and compliance, consistent with acquisition policy, and to ensure submissions comply with Federal Acquisition Regulation Requirements.
• Provides guidance and recommendations to customers that is consistent with goals and priorities of Commissioner, as well as those of Administration, in close coordination with Chief Procurement Officer and Chief Administrative Officer
• Assists Chief Procurement Officer in communicating internal and external acquisition decisions made during Acquisition Strategy process.
• Provides small purchase information and advice to agency staff, answers technical questions pertaining to micro/simplified acquisition process.
• Advises requestors on products available, sources, prices, and vendor reputation.
• Determines if purchases of common use items and verifies requirements to consolidate and reduce number of repetitive purchases.
• Keeps informed of available goods and services by checking commercial catalogs, contact files, listings of vendors offering specific goods, and informal contacts with sales representatives.
• Prepares and administers small purchase acquisitions.
• Purchases wide variety of supplies and services involving specialized requirements, unstable prices, unique product characteristics, or hard-to-locate sources.
• Selects and uses appropriate micro or small purchase method to place order(s) such as Purchase Order and Agency Forms.
• Determines appropriate open market or mandatory source of supply depending on nature of requirement.
• Coordinates solicitation of annual and multi-year BPAs and PO/DOs.
• Issues modifications as needed.
• Answers inquiries regarding delivery, performance issues, and/or payment problems.
• Inspects orders involving quality assurance and shipping problems
• Returns defective merchandise as necessary and assures appropriate credit is received
• Apply knowledge as alternate point of contact as agency's Purchase Card Program Coordinator
• Provides guidance and training to credit cardholders and approving officials if requested.
• Performs pre and post award order admin responsibilities and executes documents within monetary limitations.
• Prepares written RFQs clearly explaining items desired and various terms and conditions and make contractual binding decisions for the agency in administration of the contract.
• Reviews specs and coordinates changes with managers, supervisors, or technical personnel and monitors contract performance, negotiations, deliver/task order extensions of delivery schedules and price adjustment modifications.
• Analyzes requirement descriptions including those with unique or critical characteristics in order to identify problem areas in specs, determine if quotes are acceptable, and to decide if substitutions are applicable or should be referred to other personnel.
• Applies various acquisition clauses pertaining to inspection, acceptance, packaging, or testing.
• Tailors clauses to each RFQ.
• Develops and writes synopsis of RFQ for publication in Gov point of entry (GPE).
• Ensures requirements for competition have been met.
• Serves as liaison between vendor and customer to negotiate or discuss equitable price adjustments, changes in terms of delivery, cancellation of orders.
• Communicates in writing and orally with internal and external stakeholders in both formal and informal settings.
• Exhibits dependability and reliability.
• Promotes open communication.
• Contributes creative ideas and actively participates in team meetings resulting in added value to team's products and services.
• When problems arise, explores causes and assists in resolving them.
• Works with team members to appropriately implement decisions.
• Open-minded to new ideas and approaches in implementing team's goals.
• Managed vendor purchase order dispatch, delivery and invoicing to set contractual guidelines and maintain budgetary regulations.
• Performed monthly reconciliation of open purchasing orders.
• Maintained complete documentation and records of all purchasing activities.
• Assessed areas of service concern and developed improvement plans.
• Determined lowest possible cost, factoring in quality and reliability and negotiated favorable contracts.
• Communicated with vendors regarding inventory needs and negotiated prices to maintain profit margins.
• Reviewed proposals, qualified vendors and recommended optimal suppliers.
• Maintained focus and organization to regularly complete tasks with precision, timeliness and flexibility to accommodate fluctuating assignments and emerging business trends.
• Solved diverse supply chain problems involving numerous sources, logistics and scheduling factors.
• Communicated frequently with stores and vendors to manage orders and verify revisions on purchase orders.
• Handled customs clearances and documentation to deliver goods in compliance with laws and regulations.

Office Automation (Series: 0326)-, GS-05

• Serve as technical assistant for records guidance, policies , and procedures regarding dispositions, retirement and archiving of USIBWC records.
• Determining method of collection and evaluation of type of records.
• Conduct quarterly inventory of electronic records via electronic record keeping system DataXport-PaperVision.
• Process Freedom of Information/Privacy Acts that required elevated coordination due to sensitivity.
• Screen issues and requests that were complex to higher echelons that are critical to agency.
• Conduct one on one training to personnel on regulations, directives, and standards regarding data information management FOIA's, and PA's.
• Recommend based on guidance if records were to be searchable and open for public release.
• Notify chain of command of any noncompliance or potential risk areas.
• Coordinate retirement schedule records with Federal Records Center (FRC) and ensure compliance with transfer requirements with National Archives and Records Administration (NARA).
• Performs mass scanning of agency documents and historical records.
• Assign classification and retrieval of documents through electronic data management system and agency library archive system.
• Research and audits records within agency to include financial and operational files and, also correspondence requested by individual staff members and reporting requirements.
• Performs research, studies, interprets, and keeps well informed on regulation policy and guidance governing agency policy and office processing procedures.
• Provide support in conducting budget function estimation for: Asset Management Department, and Records Management Department and aids in all needed documentation acquisition duties.
• Receives recurring service contracts through utilization of (ILMS) Integrated Logistics Management System and Ariba Spend Management Program.
• To include managing purchase requisitions, purchase orders, invoicing, and payments.
• Assist Resource Manager for employee customer support of business systems like, E2, Arriba, ILMS and other business applications.
• Serve as timekeeper for Administrative Departments and take accountability of employee time, leave records, and submission to Finance Department.
• Adhered to established procedures for handling sensitive and classified documents to retain chain of custody integrity
• Contacted document requestors and obtained additional information required to process document requests.
• Logged Freedom of Information Act (FOIA) requests and verified eligibility of documents for release to requestors.
• Scanned paper documents into computer and assigned identification numbers to simplify tracking process.
• Generated targeted correspondence to accompany transmission of outgoing document packages.
• Collaborated across departments and levels of management to gain consensus on procedural documentation.
• Reviewed and approved all client contracts prior to submission.
• Converted documents from one application to another.
• Performed document reproduction, printing documents from electronic sources such as email attachments, PDF files and cloud storage.
• Contributed to design and implementation of overall corporate documentation standards, numbering conventions and templates.
• Provided leadership vision, direction and development of multiple complex and high-priority contracts between company and business partners.
• Managed regulatory requirements and audit support needs by completing and submitting accurate paperwork.
• Assessed impact of emerging technology and system upgrades on workflow.
• Verified continuity among corporate and divisional work teams by documenting and communicating actions, irregularities and continuing needs.
• Updated and created drawings using Corel Draw, Solid Works, AutoCad and controlled firmware files.
• Remained informed on current regulations, especially concerning research industry and document creation.
• Prepared documents for projects in accordance with project manager, team or client specifications.
• Identified areas of weakness and recommended or implemented process improvements.
• Maintained organized and efficient document flows by using excellent planning and multitasking skills.
• Carried out in-depth needs assessments to determine document management requirements at department and individual user levels.
• Managed file archival and information retrievals.
• Provided training to contract development teams on proper responses and areas of flexibility within contracts.
• Supported end-user access requirements by establishing compliant systems and effective access policies.
• Managed training courses, setup and maintenance for document control systems.
• Engaged in daily communications with internal partners and identified document-related issues that required interdepartmental cooperation.

(Series: 0303) US Army Installation Management CMD- USAG Fort Bliss Directorate of Public Works - Operations & Maintenance Division El Paso, Texas, Grade Level: GS-05

• Provide administrative and technical support to Division Chief, and Operations and Maintenance Division at Directorate of Public Works
• Works through established practices, policy, and procedures; uses judgment in finding and selecting most proper guidelines for application
• Generate, update, and review reports responding to requests for information about tasks or management reports using databases
• Create, monitor, and maintain existing databases to meet reporting requirements as well as Division Web Share-Point Manager
• Maintains necessary files in accordance with Army Regulation Information Management System (ARIMS), purging and retiring files as prescribed by regulation
• Sorts and distributes mail for necessary action and maintains follow up suspense files
• Performs editing and composing of letters, reports, and correspondence for procedural and grammatical accuracy, conformance with general policy, factual correctness, and adequacy of content
• Procures and inventory of office supplies using Department of Defense Electronic-Mall (DOD EMALL), and local preferred vendors
• Performs time keeping and related duties automated reporting system, linked to Automated Time and Attendance Production System (ATAAPS)
• Knowledgeable of variety of office automation software and hardware
• Coordinates Official Travel Duty (TDY), for Division through Defense Travel System (DTS)
• Performs full range of personnel actions and research processing along with documenting
• Review thru Defense Civilian Personnel Data System (DCPDS) personnel actions program
• To include requests for or recruitments, promotions, awards, and other disciplinary actions necessary to employee record
• Coordinates with HR representative to resolve personnel action processing issues
• Assess personnel actions requests for completeness of data, such as: signatures, dates, and supporting attachments
• Receives and reviews training requests
• Initiates, validates, and receive of purchase requisitions and service contracts thru (GFEBS) General Fund Enterprise Business System.
• Provided best-in-class support to team members, closely monitoring activity to best meet needs
• Executed record filing system to improve document organization and management
• Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors
• Restocked supplies and submitted purchase orders to maintain stock levels
• Updated spreadsheets and databases to track, analyze and report on performance and sales data
• Scheduled office meetings and client appointments for staff teams
• Maintained company handbook to outline policies and provide insights to company mission and values
• Created detailed expense reports to facilitate reimbursement for business expenses incurred
• Offered technical support and troubleshot issues to enhance office productivity
• Scheduled conference rooms, prepared agendas and maintained calendars to prepare for meetings and events
• Set up conference rooms, technology and materials to facilitate meetings
• Generated reports and typed letters in Word and prepared PowerPoint presentations
• Edited documents to improve accuracy of language, flow and readability
• Recorded meeting minutes to provide historical account of actions, measure progress against strategic plan and drive accountability
• Booked airfare, hotel and ground transportation to coordinate office travel
• Screened visitors and issued badges to maintain safety and security
• Monitored office calendars to plan meetings, activities and travel to maximize productivity
• Managed incoming correspondence to enhance employee performance and reduce time spent on processing and responding
• Received and sorted incoming mail and packages to record, dispatch or distribute to correct recipient
• Maintained consistent and efficient flow of human resources information throughout departments by updating corporate intranet
• Oversaw office inventory activities by ordering and requisitions and stocking and shipment receiving.
• Communicated corporate objectives to various divisions to meet deadlines and adhere to company budgets.
• Trained employees in company and regulatory compliance requirements to promote conformance.
• Analyzed data related to administrative costs and spending trends to prepare budgets for personnel.
• Assigned tasks and directed team of office clerks.
• Delivered performance reviews, recommending additional training or advancements.
• Updated reports, managed accounts and generated reports for company database.
• Kept operations in compliance with DoD regulations by developing and directing effective internal systems.
• Established workflow processes, monitored daily productivity and implemented modifications to improve overall performance of personnel.
• Developed highly-efficient administrative team through ongoing coaching and professional development opportunities.
• Maintained primary relationship accountability for clients, overall servicing responsibility and client satisfaction to maximize profitability of client relationships.

Headquarters United States European Command Headquarters USEUCOM Special Staff Commandants- GS-05

• Office Stuttgart Baden-Wurttemberg Office; handle request calls with high level of discretion, tact, and diplomacy.
• In and Out-Processing Clerk for all service branches, ranks, and individuals assigned or attached to command.
• As well as, providing necessary paperwork required for each service to include, civilians, and contractors.
• Coordinate with Special Security Office in issuing security badge stamp allowing individuals to facilitate documentation to have controlled access to their perspective workplace.
• Review AE Forms 600-77A and confirm if individual is allowed Status of Forces (SOFA) Identification.
• Review AE Forms 190-1AG request application for waiver to limit of POV's authorized to register in accordance with AE Regulation 600-1.
• Assigned as Ration Card Official, issue ration cards to all service members assigned or attached to command.
• Schedule quarterly inventory, inspections, and destruction IAW AE Regulation 600-702.
• Maintain accurate record log and filing system IAW Army Regulations to include addition and deletion.
• Serve as alternate for Reserve TDY Lodging Affairs, consisting of thoroughly screening of service branch orders and coordinate with USAG installations hotels in determining living quarters.
• Webmaster for HQ USEUCOM Commandant's.
• Coordinate monthly mandatory Newcomers Orientation and Sponsorship Program.
• Maintained consistent and efficient flow of human resources information throughout departments by updating corporate intranet.
• Provided best-in-class support to team members, closely monitoring activity to best meet needs.
• Participated in strategic planning and public relations.
• Created presentations to inform, motivate and persuade internal and external audiences.
• Screened visitors and issued badges to maintain safety and security.
• Received and sorted incoming mail and packages to record, dispatch or distribute to correct recipient.

AETC Air Education and Training Command, 37 Mission Support Squadron, Lackland Air Force Base, Evaluations Technician (Active Duty) AETC Air Education and Training Command, Lackland Air Force Base, 37Mission Support Squadron,

• Schedule and organize military personnel for Defense Language Aptitude Test (DLPT) and (DLAB) Language Testing
• Maintain master testing schedule and prepare correspondence
• Coordinate and confirm testing sessions
• Conduct test briefings maintain database to ensure all tests scheduling materials are sent to correct testing facility
• Administer quality checks to ensure proper processing of tests
• Conduct inventory of materials and analyze test data to assess effectiveness
• Manage and plan Air Force Staff Sergeant testing cycle, (04E5)
• Formulate testing schedules and test eligibility
• Manage testing records of testing cycle and (WAPS), Weighted Airman Promotion System
• Process official distribution of testing results
• Conducted mass military in- processing briefings monthly
• Input and update daily evaluation reports from units and reports arriving by mail
• Manage overdue evaluation rosters concerning inbound and outbound reports
• Maintain filing system for evaluation section for record keeping
• Coordinate correspondence to AFPC Randolph Air Force Base regarding enlisted and officer evaluation reports, promotion boards, and forwarding reports to gaining or losing units
• Review transaction registers daily to verify validity of updates that have occurred or are about to occur and correct any actions that were updated incorrectly
• Accountable for conducting in-processing briefings for inbound military members regarding performance reports
• Processing awards and decorations, filing career enhancement documents at Unit Personnel Record Group, and aid in issuing military and civilian ID Cards.
• Worked with customers to understand needs and provide excellent service
• Carried out day-to-day duties accurately and efficiently
• Offered friendly and efficient service to customers, handled challenging situations with ease
• Used Microsoft Word and other software tools to create documents and other communications
• Created spreadsheets using Microsoft Excel for daily, weekly and monthly reporting
• Received and processed stock into inventory management system
• Collaborated with team members to achieve target results
• Drove operational improvements which resulted in savings and improved profit margins
• Resolved conflicts and negotiated mutually beneficial agreements between parties
• Used critical thinking to break down problems, evaluate solutions and make decisions
• Worked to maintain outstanding attendance record, consistently arriving to work ready to start immediately
• Oversaw and managed hiring process and assisted human resources
• Planned and managed recruitment activities for new hires using strategic personnel, staffing, and position management practices
• Reviewed and screened applicant resumes to identify qualified candidates
• Maintained personnel records and statistical data to establish accuracy and compliance with applicable regulations
• Conducted workplace compliance training to reduce liability risks and operate effectively
• Monitored employee attendance and performance, addressing issues in accordance with company policies and procedures
• Managed payroll processing and benefits to compensate employees for service rendered
• Conducted performance reviews and provided feedback to managers on employee performance
• Pre-screened resumes prior to sending to corporate hiring managers for consideration
• Assisted with writing job postings and job descriptions for boards
• Generated and analyzed reports to monitor employee engagement and attrition trends
• Applied mediation and collaboration to successfully resolve employee complaints and grievances.