XIOMARA E. TAPIA
Albany,NY
Work Preference
Summary
Detail-oriented professional with a proven ability to manage multiple concurrent tasks and demonstrate strong decision-making skills. A self-motivated work ethic ensures effective performance in both independent and collaborative settings. Committed to delivering high-quality results by consistently prioritizing tasks to meet deadlines and exceed expectations. Adaptable and resourceful, ready to tackle challenges with a proactive approach.
Overview
16
16
years of professional experience
Work History
Administrative Assistant 1
NYS OTDA – EISP
09.2024 - Current
- Primary Travel Liaison to EISP Director, entering expense reports in the Statewide Financial System (SFS).
- Facilitated collaboration within my team by tracking project progress In Power Apps.
- Increased my team productivity by 10% in the last quarter.
- Organize, manage, track and store documents, ensuring they remain accessible, confidential, and up to date.
- Manage the bureaus main line, route mail and handle ECT inquiries.
- Register staff for trainings after receiving supervisory approval. Track and ensure training attendance.
- Create system manuals, user guides, technical specifications, and other complex documents.
- Communicate with various divisions and bureaus, ensuring timely communication and coordinate meetings.
- Provide data analysis of TA programs and other reports.
- Provide training materials to new employees, and coordinating orientation to ensure a smooth integration into the team.
- Contribute to policy updates, researching regulations to ensure company compliance.
- Perform other duties and projects as required.
Contract Management Specialist Trainee 2
NYS OTDA – Bureau of Contract Mgmt.
09.2022 - 09.2024
- Streamlined laws, policies, and procedures governing New York State procurements.
- Utilized the Statewide Financial System (SFS) to establish and encumber contracts, process transactions and access reports.
- Provided guidance to agency and hosted agency staff regarding procurement methods, contract development, and contract administration.
- Conducted market research and cost reasonableness for procurements.
- Drafted solicitations, contracts, and related documents for assigned procurements.
- Reviewed existing and revised laws, rules, regulations, and policies and ensure ongoing procurement compliance.
- Negotiated contracts with vendors, securing favorable terms that contributed to cost reductions and increased profitability.
- Prepared MWBE/SDVOB quarterly utilization reports, EEO reports, and MWBE/SDVOB Annual Goal Plans; making sure we comply with the 10-15 percentage set per contract guidelines.
- Gathered and analyze data, draft reports, and spreadsheets, develop and document procedures.
- Performed duties with a 'continuous improvement' mindset, offering ideas and solutions to coworkers.
- Utilized my p-card to make purchases under $10K.
- Developed strong relationships with stakeholders, ensuring clear communication and alignment on project objectives.
Administrative Assistant 1
NYS ODTA – A&QI
12.2019 - 09.2022
- Functioned as the point of contact to A&QI Director and provided administrative support to all unit Directors.
- Delivered excellent customer service through prompt responses to client inquiries, addressing concerns effectively, and building strong relationships.
- Ensured confidentiality of privileged and sensitive material.
- Managed FOIL, ECT and Commissioner Office assignments.
- Served as liaison to all local districts and client questions, complaints, reports and appeals related to A&QI.
- Acted as first level reviewer of Clearance documents, and executive approvals.
- Participated in the development of policies and procedures for various programs.
- Approved director’s 2099 reports and leave slips on behalf of the Director.
- Supported executive staff through scheduling meetings, coordinating travel arrangements, and preparing crucial documents.
- Collaborated on special projects as assigned by leadership.
Office Assistant 2 - Calculations
NYS OGS-RPM Security Initiatives/Health & Safety
10.2018 - 12.2019
- Provided direct executive support for the two Directors in the Unit.
- Attended and actively participated in meetings, conference calls and trainings.
- Developed and implement policies and procedures to ensure a safe and healthful work environment for OGS employees and tenants.
- Maintained our yearly budget under 5 million dollars, as established by Finance and Legal Department.
- Performed complicated budget transactions for ongoing monthly meetings with Finance management.
- Helped manage the agency’s Asbestos control program and Daycare lead paint renovation program.
- Coordinated safety shoe program and payment.
- Created complex spreadsheets for our Security Initiatives and PM/R&I projects statewide.
- Used SFS and AiM to create projects and work orders to be funded accordingly.
- Handled all the billing & report process for the Security ID card unit, in SFS and Medip.
- Reached out to vendors for project quotes, prepare Purchase Requisitions, send for approval to MWBE and then to CAPS for processing to get PO numbers.
- Managed accident reporting, audits and inspections.
- Achieved high levels of accuracy in data entry tasks while adhering to strict deadlines.
- Supported executive staff with well-prepared reports, presentations, and meeting materials.
- Coordinated meeting schedules and logistics, leading to smoother operations and better time management.
Office Assistant 2 - Calculations
NYS OGS-Contract Admin. and Purchasing
02.2017 - 10.2018
- Assisted in financial tasks such as invoicing, expense tracking, and budget preparation to ensure accuracy.
- Produced, developed, prepared, tracked and provided fiscal and administrative oversight to contracts.
- Processed more than 60 payments daily on FileNet.
- Managed the purchase of goods and services consistent with procurement practices and guidelines.
- Timely approved and reviewed contract payments, purchases and requisitions and kept filling records.
- Processed contract claims and vouchers; reviewed contract payments to ensure compliance.
- Ensured that all purchases were MWBE approved.
- Contacted vendors and contractors for payment processing in FileNet and SFS databases.
- Created monthly billing invoices and reports in SFS.
- Processed Purchase Orders and requisitions via SFS.
- Attained skilled knowledge of Finance operations, contract and purchasing.
- Reconciled agency billing statements every month.
- Purchased and maintained office supplies.
Education
Associate of Applied Science - Business Management – Cyber Security
Eastern Gateway CC
Steubenville, OH05.2024
Coursework - Biology - Wildlife Management
University of Puerto Rico, CUH
Humacao, PR12.1998
Skills
- Client relationship management
- Strong verbal communication
- Quality control
- Proficient in Microsoft Office Suite
- Staff management
- Office administration
- Productive time management
- Efficient data input
- Client engagement
- Financial accounting expertise
- Document organization
- Calendar organization
Accomplishments
- Earned "Certificate of Achievement - L.E.A.N." in 2021.
- Held first-point-of-contact for all internal and external communications with executive-level officers while working in OTDA A&QI.
- Updated and maintained company database to reflect current and accurate client records for more than 175 accounts.
- Increased office productivity 30% by implementing new process improvements while working in OGS RPM.
- Responded to over 25 customer inquiries each day.
- Managed inventory and office budgeting for supplies for busy office of over 200 employees.
Languages
Spanish
Native or Bilingual
Personal Information
Title: Administrative Assistant 1
Work Availability
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Quote
There is a powerful driving force inside every human being that, once unleashed, can make any vision, dream, or desire a reality.
Tony Robbins
Software
Microsoft Suite Products
PowerPoint
Adobe Pro
VLC Media Player
Google Chrome
Zoom
Windows
Interests
Reading, spending time with my pets, arts and crafts, volunteering
Timeline
Administrative Assistant 1
NYS OTDA – EISP
09.2024 - Current
Contract Management Specialist Trainee 2
NYS OTDA – Bureau of Contract Mgmt.
09.2022 - 09.2024
Administrative Assistant 1
NYS ODTA – A&QI
12.2019 - 09.2022
Office Assistant 2 - Calculations
NYS OGS-RPM Security Initiatives/Health & Safety
10.2018 - 12.2019
Office Assistant 2 - Calculations
NYS OGS-Contract Admin. and Purchasing
02.2017 - 10.2018
Coursework - Biology - Wildlife Management
University of Puerto Rico, CUH
Associate of Applied Science - Business Management – Cyber Security
Eastern Gateway CC