Yyyyyy x. yyyyyy                                                  

Job Posting: Executive Secretary to Director of Federal Bureau of Prisons

Address: 0000 xxxxxx xxxx , xxxx , xxxxx 00000           

Phone: (xxx-xxx-xxxx

Email: abc@xyz.com

Citizenship: COUNTRY

Social Security Number: XXX-XX-XXXX

 

 

Core Qualifications

 

Over 10 years of experience at Federal Bureau of Prisons

Strategic Planning

Negotiation and Communication skills

Consistently meet deadlines

Performance Optimization

Budgeting & Finance

Crisis Management

Organizational Leadership

Consensus Building & Teaming

Decision-Making

Quality Control

 

 

Professional Experience

 

FEDERAL BUREAU OF PRISONS, U. S. DEPARTMENT OF JUSTICE; 1992-1997 & 2002-Present

 

Correctional Program Division (FBOP) - Address

Supervisor:  May Contact - Kim Williams ( xxx-xxx-xxxx

Hours:  40 per Week

Administrative Officer/Management Analyst; Salary: $67,908/yr; 2006-Present

 

Promoted to contribute dynamic analytical and leadership skills in providing administrative oversight, management and technical assistance for the Office of Emergency Preparedness and the Intelligence Section.  Maintain full accountability for the effective administration of daily operations of 6 internal units within the branch.  In addition, provide administrative support to the Assistant Director s Office and the Administrator for Correctional Services Branch, serving as point of contact in absence of staff in the Assistant Director s Office.  

 

Apply written communication abilities toward creating memorandums, editing and finalizing controlled correspondence.   Conduct comprehensive review and analysis in interpreting the Use of Force Reports and other reports of incidents that occur in the federal prisons.  Carefully analyze the information for the corrective actions taken and key information into the access program data base system for the monthly report.   Effectively plan and coordinate travel arrangements, while cost-effectively allocating, administering and managing a budget of over $80,000 and perform cost center manager duties, demonstrating exceptional project management and organizational skills in achieving operational timelines and goals.

 

Proficiently receive and track incoming Congressional requests; review, edit and prepare each controlled correspondence in final form.  After Assistant Director signs them, scan and close out each letter and mail to the Congressional Office.  Exhibit solid analytical and writing talents in composing clear and effective letters and memorandums in draft and final form for signature. 

 

 

 

 

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Yyyyyy x. yyyyyy                                                  

Job Posting: Executive Secretary to Director of Federal Bureau of Prisons

Social Security Number: XXX-XX-XXXX                                                                                  page 2 of 4

 

 

Resourcefully maintain the office calendar of all meeting and annual/sick leave for staff members.   Coordinate and prepare a weekly report providing the Assistant Director a schedule of meetings, travel, training, special events and annual leave for all staff in each branch.  Actively schedule and confirm appointments on the Assistant Director s calendar and notify reminders verbally and in writing.  Plan and execute travel arrangements for the Administrators and prepare and consolidate travel packages for all 30 staff members in each branch.  Distribute time and attendance for Intelligence and Counter Terrorism Branch and Correctional Services Branch.  Prepare personnel actions requests and hand deliver all request to Human Resources. 

 

Directly facilitate and maintain the cost centers for the Intelligence and Counter Terrorism Branch and Correctional Services Branch.   Contribute budget and spending limit recommendations to the Administrators.  Receive all requests for travel and credit card purchases and record information in the data base, while monitoring and reconciling monthly to ensure accuracy.  Gather data, prepare memorandum of discrepancies and/or reprogramming of funds and advise on the current year ending expenses and the new fiscal budget. 

 

Complete special assignments as requested by senior management.  Proactively assisted with keying 20-50 reports received from the field staff pertaining to the Use of Force actions taken with problem inmates. 

 

Exhibited solid leadership qualities in teaching a one-day training session on the DOJ/FIMS Travel Program at the West Virginia, Counter Terrorism Unit.  Assisted the Office of Emergency Preparedness in coordinating the National Disaster Work Group.  Prepared the notification letters, obtained hotel/conference room accommodations and researched the airline cost for 12 people.

 

 

Program Review Division (Detailed to Clearinghouse) (FBOP) - Address

Supervisor:  May Contact - Debra Hood (202) 353-4197

Hours:  40 per Week

Administrative Officer; Salary: $60,000/yr; 2005-2006

 

Efficiently supported the FBOP in eliminating over 3,200 positions due to budgetary requirements.  In performing all operational duties, interpreted and applied Program Review/Human Resource policies to ensure adherence to all regulations.  Proactively attended and participated in staff meetings to brief Senior Deputy Assistant Director on the status of Grade Retention and Human Resource issues. 

 

Oversaw, interpreted and drafted responses received in the Clearinghouse Mailbox to assist staff in the displacement process; posted vacancy announcements daily.  Carefully reviewed, analyzed and conducted a comparison of the Nationwide and the USAJobs announcements for accuracy.  Effectively designed and updated the Clearinghouse Web Page within the internal system to boost productivity.

                                                                                                                                                

 

Correctional Program Division (FBOP) - Address

Supervisor:  May Contact - Paul Laird (202) 307- 3131

Hours:  40 per Week

Administrative Officer; Salary: $59,000/yr; 2002-2005

 

Appointed to serve as Liaison between staff and Senior Deputy Assistant Director on all administrative projects.  Built and established key relationships with management and staff members.  Relied upon to provide direct support to the Assistant Directors Office and management support to the Administrative Support Staff; monitored and tracked all correspondence for quality control. 

 

 

 

 

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Yyyyyy x. yyyyyy                                                  

Job Posting: Executive Secretary to Director of Federal Bureau of Prisons

Social Security Number: XXX-XX-XXXX                                                                                  page 3 of 4

 

 

Led and conducted monthly meetings to inform, discuss or recommend any new information.  Designed, developed and implemented correspondence guidelines for Administrative support staff.  Contributed detail-oriented talents in reviewing and editing all new and updated policies for accuracy.  Reviewed and analyzed the operational budget for the Assistant Director in order to provide comments and recommendations.  Conducted annual physical property audits of all equipment in the Assistant Directors and other office as assigned, maintained the Time and Attendance records and prepared for yearly Program Review audits.

 

 

Administration Division (FBOP) - Address

Supervisor:  May Contact - Robert Newport (Retired)

Hours:  40 per Week

Administrative Officer; Salary: $53,000/yr; 1994-1997

 

Collaborated with and supported the Senior Deputy Assistant Director of Finance and the Deputy Assistant Director of Facilities in all aspects of administrative functions.  Steered the reconciliations and recommendations on budgetary issues such as reporting monthly active and reviewing annual expense for future changes.  Identified and promptly resolved personnel and payroll issues for the Assistant Directors Office.  

 

 

DISTRICT OF COLUMBIA OFFICE OF THE CORRECTIONS TRUSTEE - Address

Supervisor:  May Contact - John L. Clark, PHONE NUMBER

Hours:  40 per Week

Administrative Officer; Salary: $55,000/yr; Dates (with months)

 

Maintained full accountability for effective daily administrative operations of the office.  Directly led and supervised Administrative Support, planned and coordinated workflow and assigned projects to optimize utilization of human capital and operational resources.  Applied analytical and troubleshooting abilities toward identifying and resolving problems with personnel and budgeting issues.  Facilitated the office space moves; coordinated and organized all logistics in order to provide a smooth transition without major interruptions.  Worked closely with GSA and other venders in facilitating and coordinating the move.  Carefully oversaw all the contracts dealing with supplies, furniture, equipment and security issues with the new location. 

 

 

Education/Training/Certifications

 

Master of Business Administration (MBA) - University of Maryland University College (Adelphi, MD), Graduating in 2009; Completed 4 semesters

Bachelor of Science in Business Management and Personnel & Labor Relations - University of Maryland University College (Adelphi, MD), 2005

 

Successfully completed rigorous curriculum in the MBA program including: Marketing Management, Government and Contracting, Human Resource Management, Organizational Behavior, Leadership & Change, Conflict Management, Problem Solving, Management & Organizational Theory, Business Ethics, Business Finance, Accounting, Business Law and Business Organization.

 

 

Technical Skills

 

Wordperfect, Word, Access, Powerpoint, Excel

 

 

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Yyyyyy x. yyyyyy                                                  

Job Posting: Executive Secretary to Director of Federal Bureau of Prisons

Social Security Number: XXX-XX-XXXX                                                                                  page 4 of 4

 

 

Achievement Awards

 

Outstanding Performance Awards in 2008, 2005, 2004, 2002, 2000, 1999, 1998, 1997

 

 

Affiliations

 

University of Maryland University College Alumni

Mary Kay Independent Sales Representative

Parent Teacher Association, Member

 

 

Volunteer & Community Service

 

Volunteer - Middleton Lane Child Care Center on Summer Field Trips

Annual Volunteer - local Parent Teachers Association with school activities

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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Applicant:                                          Yyyyyy x. yyyyyy

Social Security Number:              XXX-XX-XXXX

Position:                                            Executive Secretary to Director of Federal Bureau of Prisons        

KNOWLEDGE, SKILLS & ABILITIES (KSAs)

 

 

FACTOR A:  Ability to relate and deal effectively with supervisors, peers and others.

 

 

In my current position as Administrative Officer/Management Analyst at the Correctional Program Division of the Federal Bureau of Prisons, I consistently relate and deal effectively with supervisors and peers.  I work directly with the Assistant Director in scheduling meetings, travel, training, special events and annual leave.  I also exhibited solid interpersonal relation and communication talents in teaching a one-day training session on the DOJ/FIMS Travel Program at the West Virginia, Counter Terrorism Unit.

 

Supporting my qualifications in relating effectively with supervisors and peers, I attended and participated in numerous staff meetings as an Administrative Officer at the Program Review Division of the Federal Bureau of Prisons.  I then directly relayed the information and briefed  Senior Deputy Assistant Director on the state of Grade Retention and Human Resource issues.

Due to my exceptional communication abilities, I was appointed to serve as a liaison between staff members and the Senior Deputy Assistant Director on all administrative projects.  I proactively built and established key relationships with management and team members.  I provided direct support to the Assistant Directors Office as well as management support to the Administrative Support Staff.

 

Applicant:                                          Yyyyyy x. yyyyyy

Social Security Number:              XXX-XX-XXXX

Position:                                            Executive Secretary to Director of Federal Bureau of Prisons        

KNOWLEDGE, SKILLS & ABILITIES (KSAs)

 

FACTOR B:  Ability to communicate in writing, including the ability to proofread and edit documents prepared by others.

With accountability for writing various documents and memorandums, I have effectively applied my solid written communication and proofreading abilities.  As the Administrative Officer/Management Analyst at the Federal Bureau of Prisons, I contribute solid writing skills toward drafting memorandums, editing and finalizing controlled correspondence.  I conduct comprehensive review and analysis of information to key into a database for monthly reporting. 

 

In addition, I proficiently receive and track incoming Congressional requests.  In order to ensure accuracy, I review, edit and prepare each controlled correspondence in final form.  After signature by the Assistant Director, I then scan and close out each letter and mail to the Congressional Office.  Exhibiting strong analytical talents, I compose clear and effective letters and memorandums in draft and final form for the Assistant Director s signature.

 

As demonstrated in my progressive career, I have continually excelled in communicating in writing, with accountability for preparing, proofreading and editing various documentations.  I received all requests for travel and credit card purchases and recorded information in the data base, while monitoring and reconciling monthly to ensure accuracy.  After gathering the appropriate data, I prepared memorandum of discrepancies and/or reprogramming of funds and advised on the current year ending expenses and the new fiscal budget. 

 

Applicant:                                          Yyyyyy x. yyyyyy

Social Security Number:              XXX-XX-XXXX

Position:                                            Executive Secretary to Director of Federal Bureau of Prisons        

KNOWLEDGE, SKILLS & ABILITIES (KSAs)

FACTOR C:  Ability to organize the workflow of clerical and administrative support functions.

 

 

A key part of my jobs has been to continually monitor and organize the workflow of clerical and administrative support functions.  In my current role as the Administrative Officer/Management Analyst at the Federal Bureau of Prisons, I contribute dynamic analytical and organizational skills in providing administrative oversight, management and technical assistance for the Office of Emergency Preparedness and the Intelligence Section.  I maintain full accountability for the effective administration of daily operations of 6 internal units within the branch.  In addition, I provide administrative support to the Assistant Director s Office and the Administrator for Correctional Services Branch, serving as point of contact in absence of staff in the Assistant Director s Office.  

 

I have performed various administrative duties supporting senior management throughout my career.  As the Administrative Officer at the Correctional Program Division of Federal Bureau of Prisons, I served as liaison between staff and Senior Deputy Assistant Director on all administrative projects.  I provided direct support to the Assistant Directors Office and management support to the Administrative Support Staff. 

 

While serving as an Administrative Officer at the District of Columbia Office of the Corrections Trustee, I oversaw all aspects of daily administrative operations of the office.  I directly supervised Administrative Support ad facilitated with office space moves in order to ensure a smooth transition with minimal workflow interruptions.

 

Applicant:                                          Yyyyyy x. yyyyyy

Social Security Number:              XXX-XX-XXXX

Position:                                            Executive Secretary to Director of Federal Bureau of Prisons        

KNOWLEDGE, SKILLS & ABILITIES (KSAs)

FACTOR D:  Skill in using a personal computer.

 

 

In all of my positions, I have continually utilized my technical proficiencies in successfully completing my daily activities.  Applying my technical expertise, I prepared documents and correspondence on a personal computer using various programs including WordPerfect, Word, Access, PowerPoint and Excel.

 

Illustrating my comprehensive knowledge of computers, I have effectively designed and updated the Clearinghouse Web Page within the internal system while serving as the Administrative Officer at the Program Review Division of the Federal Bureau of Prisons.  I oversaw, interpreted and drafted responses on the computer regarding Clearinghouse Mailbox mail.  I also carefully conducted a comparison of Nationwide and USAJobs announcements on the web to ensure accuracy.

 

In addition, a key part of my jobs has been to utilize the personal computer to organize and coordinate schedules and appointments for senior management.  I maintained the office calendar on the computer and prepared weekly reports.  I was also appointed to complete special assignments.  I assisted with keying 20 to 50 reports received from the field staff pertaining to the Use of Force actions taken with problem inmates, utilizing the computer.

 

Not only do I have experience working with computers in the workplace, but throughout my undergraduate and graduate academic experience, I consistently utilized a personal computer to research, prepare and complete reports, projects and papers.  Also, I utilize the computer at home for personal use.  Thus, I have comprehensive computer skills and knowledge of various software programs.