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Jarrell - Executive Administrative Assistant - Fort Collins, CO, USA

Lynn Jarrell

Fort Collins, CO, USA

Services

Executive Administrative Assistant

Summary:

Serve as an Executive Assistant to the Associate Deputy Chiefs of Business Operations, working on highly controversial and confidential matters, office continuity, and internal direction for the office and perform special project assignments. Provide analytical and office management expertise in support of the office. Demonstrate an extremely high level of skill leadership and innovative practices to work through a maze of competing interests, while moving toward long-term objectives. Supervise one GS-4/5 administrative employee. Receive all correspondence for the Deputy Area, including evaluating and recommending ways to improve the effectiveness of work operations to support small procurements that require varying approaches, such as formulating a more efficient way of performing cost analyses and soliciting bids. Review and analyze documentation and records control procedures for the agency program. Maintain records management program for single-mission program with related functions. Plan and develop new methods for coordinating the administrative work of a complex organization. Perform personnel process for hiring new employee, including outreach, announcement and interviewing of potential candidates for the agency. Process procurement actions for requesting staffs, including, locating, analyzing, and distributing information on potential sources for acquisitions. Served as back up for a (GS-12) to the Deputy Chief of Business Operations, occasionally coordinated the Deputy Chief calendar, and schedule meetings.

Work History

Business Operations Deputy Area

US Forest Service

From February 2011

Executive Assistant, GS

Serve as an Executive Assistant to the Associate Deputy Chiefs of Business Operations, working on highly controversial and confidential matters, office continuity, and internal direction for the office and perform special project assignments. Provide analytical and office management expertise in support of the office. Demonstrate an extremely high level of skill leadership and innovative practices to work through a maze of competing interests, while moving toward long-term objectives. Supervise one GS-4/5 administrative employee. Receive all correspondence for the Deputy Area, including evaluating and recommending ways to improve the effectiveness of work operations to support small procurements that require varying approaches, such as formulating a more efficient way of performing cost analyses and soliciting bids. Review and analyze documentation and records control procedures for the agency program. Maintain records management program for single-mission program with related functions. Plan and develop new methods for coordinating the administrative work of a complex organization. Perform personnel process for hiring new employee, including outreach, announcement and interviewing of potential candidates for the agency. Process procurement actions for requesting staffs, including, locating, analyzing, and distributing information on potential sources for acquisitions. Served as back up for a (GS-12) to the Deputy Chief of Business Operations, occasionally coordinated the Deputy Chief calendar, and schedule meetings.

Executive Assistant to External Affairs Office

Detail GS

and organized the External Affairs Administrative Assistants to guide them on proper protocol as a liaison between External Affairs and the Chief's Office. Provided responses to congressional inquiries and memorandums from the External Affairs Officer, Legislative Affairs, and Chief of the Forest Service, utilizing the Forest Service Correspondence Database. Created and managed the External Affairs Officer email utilizing the Lotus Notes Database and performed other duties as assigned.

Acting Office Manager, GS

US Forest Service, Office

January 2010 - May 2010

-301-09

Ensured practices and procedures used by secretaries in subordinate organizational segments were consistent with those of the supervisor's office. Initiated recommended changes in administrative policies. Prepared agendas for Natural Resources & Environment briefing papers and coordinated periodic training in all phases of secretarial work such as correspondence, telephone procedures, publications, directives, reports, and public relations responsibilities. Navigated the various subordinate levels of hierarchy and differing technical functions to determine who should handle complicated inquiries from telephone callers and personal visitors. Answered all non-technical requests, using knowledge of the substantive work of the organization to notify the appropriate subordinate management official about a technical information request, and followed up to ensure a timely and thorough response. Planned and developed new methods for coordinating the administrative work of a complex organization with disparate organizational segments that require complicated administrative controls to accomplish the work of the organization. Exercised exclusive control over the supervisor's calendar, with complete authority for time commitments. Scheduled meetings and made arrangements such as preparing agendas, notifying participants, and arranging luncheons and similar matters. Developed background information and composed drafts of introduction and speeches to be presented at various meetings by the supervisor. Coordinated conferences and arranged travel and hotel accommodations, based on knowledge of the schedules and commitments of the participants. Arranged for leadership subordinates to represent the office when scheduled conflicted.

Office of the Chief

US Forest Service

August 2009 - October 2009

Office of the Chief

US Forest Service

November 2008 - February 2011

Administrative Support Assistant, GS-303-07

Provided a variety of staff support and guidance related to all administrative operations. Analyzed, created, maintained, reviewed and prioritized correspondence related to Congressional, Decision Memorandum for the Secretary of Agriculture, Informational Memorandum, and Freedom of Information Act (FOIA). Served as a liaison between all levels of staff with the Forest Service and Leadership in the Chief's Office. Independently managed administrative and clerical support functions and coordinated with subordinate units to implement office procedures throughout the agency. Gathered information for weekly briefing from USFS management to the Under Secretary of Natural Resources & Environment Office. Prepared and processed recommendations for awards and personnel actions. Processed and edited letters to Congress, Secretary of Agriculture, Under Secretary of Natural Resources & Environment, Chief of the Forest Service, Regional Foresters, and all levels of the Forest Service. Utilized various computer programs including Microsoft Word, Excel, Power Point, and Visio.

Greeted visitors for the Chief, Associate Chief, External Affairs Officer, and the National Press Officer

US Forest Service, Chief's Office

November 2007 - December 2007

Performed receptionist duties, including, responding to telephone inquiries, determining the appropriate action to ensure the caller's needs were met. Greeted visitors for the Chief, Associate Chief, External Affairs Officer, and the National Press Officer, managed correspondence, reviewed and edited all incoming documents for the Chief's signature, and entered all actions into the automated tracking system. Communicated and coordinated with staff members throughout the agency, USDA, Congressional staff, state and federal agencies, and the public on a regular basis.

Office Automation Clerk GS

US Forest Service, Real Estate Division

June 2006 - November 2008

-0326-5/6

Performed a wide array of administrative tasks and prioritized personal tasks, with consideration of a flexible, interruptive work environment. Utilized a variety of software products including, but not limited to Microsoft Word, Excel, and Power Point. Developed responses to congressional inquiries and memorandums that are signed by the Director, Deputy Chief, Chief, the United States Department of Agriculture (USDA) Under-Secretary for Natural Resources and the Environment, and the USDA Secretary. Utilized the Forest Service Correspondence Database, created and managed email utilizing the Lotus Notes Database, and planned and confirmed travel arrangements utilizing the Fed Traveler Database. Screened and responded to inquiries both in-person and via the telephone; and worked in close coordination with other members of the administrative staff to perform other duties such as gathering information for Senior Executive meetings with members of Congress. Managed office correspondence for Program Managers by reviewing, editing, and finalizing documents for signature. Monitored and tracked all incoming correspondence to ensure timely responses by the Director. Produced reliable results within a reasonable time, and met all established deadlines. Managed travel coordination for the Lands' Staff in accordance with federal travel regulations, and processed time and attendance. Scheduled meetings for the staff, determining the requirements for space and resources and reserved the appropriate conference rooms while ensuring all resources were completed and ready for use. Effectively communicated and interacted with other Forest Service staffs in the offices of the Regional Foresters, Deputy Chiefs, Chief, and USDA's Under Secretary. Served as back up and detailed for 30 days as a (GS-9) to the Executive Assistant for the Director of Lands and, occasionally coordinated the Director's calendar, arrange travel, and scheduled meetings. Planned and...

Eligibility Maintenance Technician/Administrative Support Specialist

The Prudential Insurance Company

September 1988 - June 2005

of America, Albany, NY
Eligibility Maintenance Technician/Administrative Support Specialist

Prepared eligibility determinations and benefit authorizations for clients applying for and/or receiving health insurance from over twenty individual companies. In accordance with applicant's employers' regulations and established policies and procedures, determined initial and ongoing health insurance eligibility. Coordinated with company benefits representative to ensure compliance with the Employee Retirement Income Security Act of 1974 (ERISA), and Health Insurance Portability and Accountability Act of 1996 (HIPAA) regulations, which interpret health insurance program requirements. Ensured compliance with federal and state rules, regulations, and guidelines while governing various benefits. In addition to reviewing, verifying, and analyzing the data, made determinations and developed the notifications to the beneficiary. Exercised calm, listening skills in response to client irritabilities in an effort to best explain benefit decision.

Senior Library Clerk

Schenectady County Public Library, Hamilton Hill Branch

January 1987 - August 1988

Established a new library branch in Schenectady, New York, including design assistance, organization, and set-up of the branch. Implemented the Dewey Decimal System for all books and other library reference materials; kept accurate records and prepared monthly reports; trained and supervised the work of other library staff and volunteers; and assisted adults and children in becoming familiar with the arrangement and location of the library services and materials. Assisted library patrons at circulation desks, checked library materials, maintained circulation records and answered inquires; issued library cards to patrons; provided information to patrons at the branch, and via the telephone regarding library hours, rules, fines, and related subjects and routed calls to the appropriate personnel; collected fines for overdue or lost materials; processed materials into and out of reserve status; referred patrons to appropriate professional staff; assisted patrons in the selection and use of a variety of library materials, including online computer reference resources; scheduled class visits and story times and represented the library in the community with media interviews and neighborhood meetings. Served as a liaison between the Hamilton Hill Branch Library and Headquarters.

Administrative Specialist

U.S. Army

September 1980 - May 1982

Served, as liaison for the General at meetings, representing the Headquarters Company as an enlisted Private First Class, diversity female. Briefed the General on the issues and decisions made at the meetings. Organized duties and determined priorities to meet assigned deadlines. Navigated frequent interruptions in a fast-paced and ever-changing environment. Completed assignments accurately and met conflicting deadlines and schedules, which were often set by others. Screened office and telephone inquiries to determine their needs, responding and resolving complaints as well as requests for information regarding regulations, procedures, systems and precedents relating to assigned responsibilities. Maintained a calendar of activities, meetings, and various events for the Headquarters Company.

Qualifications & Certifications

GS Graduate School USDA

Human Resources Institute

Schenectady Community College

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