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Us Coast Guard Headquarters - Administrative Specialist Resume Example

Nora Butler
XXXX XXXXX XXXXX, Waldorf, MD 20601
Professional Summary

• Adapt to changes in priorities and meet critical deadlines • Adobe Acrobat Professional

• Adobe Photoshop Basic & Advanced • Budget Management

• C4IT Knowledge • Customer care techniques and processes

• Data Collection, Production Analysis & Dissemination • Defense Travel System

• JFTR, FTR & JTR • E-Travel Administration

• E-Travel Policy & Procedure • E-Travel Instructor

• E-Travel Approving & Reviewing Official • Forms Management

• Graphic design and web design software • HR Management

• Microsoft Office Professional (All applications, including SharePoint 2010) • Microsoft's SharePoint Designer.

• Multi-tasked • Organizational Management

• Personnel Management • Policy Management

• Project Management • Records Management

• Recruitment strategies • Research Methodology

• Sets priorities • Strategic Planning

• Strong customer service skills • Supports organizational strategies

• Web-Travel Preparation and Examination System (Web-TPAX) • Team player

• Training /Development • Travel Regulations

• Work Independently • Writing/Editing

Administrative Specialist Oct 2009Present U.S. Coast Guard Headquarters, Civil Rights Directorate Washington, DC • Provide administrative oversight to the Coast Guard's Civil Rights Directorate's (CRD) travel program by providing customer service and technical assistance for questions and problem-solving on topics and on topics ranging from software usage, to entitlements, travel police issues, and transaction and payment issues in the Web-Travel Preparation and Examination System (Web-TPAX). Provided customer service/assistance to travelers, budget personnel and its field units regarding Temporary Duty Travel (TDY) entitlements. Served as a liaison between the Pay and Personnel Center (PPC) and the traveler.
• Provide assistance in researching and interpreting travel policies and procedures regarding Joint Federal Travel Regulations (JFTR), Federal Travel Regulations (FTR) and Joint Federal Regulations (JTR). Prepared a Standard Operating Procedure (SOP) and provide related business rules on the Web-TPAX e-travel system.
• Monitor and update budget data, and modifies elements within the lines of accounting to reflect new fiscal year data. Ensure that Coast Guard Travel regulations are being adhered to throughout CRD. Collaborate with SATO in the resolution of travel problems involving ticketing, lodging arrangements and rental vehicle arrangements. Analyze travel documents and reports available in Web-TPAX and identifying and resolving any issues.
• Manage and coordinate Financial Procurement Desktop (FPD) transactions for procurement requests for equipment purchases, equipment maintenance contracts, subscriptions, blanket purchase agreements, office supplies and services via government credit card. Verify purchase card statements and reconciliation via Purchase Card Application (PCA).
Serve as the CRD webmaster. Maintain proficiency in SharePoint Administration (site creation, document libraries, and list). Responsible for conducting studies, analyzing facts, and initiating programs in the areas of information management, primarily in information collection and content management. Coordinate hands-on SharePoint development by creating custom web parts, analyzing facts, integrating content, including indexing, creating custom work flows and access controls. Analyze and make recommendations concerning the centralization or decentralization of CRD programs content and data. Implement operational performance targets to improve management of automated software program or projects. Provide consultation and guidance in applying collaborative technologies to solve business problems.
• Analyze and evaluate the effectiveness of program development or execution, and formulate and implement guidance in the areas of administration, financial, budget and property management. Prepare reports to senior management teams upon request. Conduct a thorough review of all correspondence, determine deadlines and offer suggestions concerning actions to be taken. Delivered briefings to present findings, solutions, and recommendations to senior management teams, program managers and clients. Became a reliable resource within the department.
Key Accomplishments:
• Formally recognized and presented a challenge coin by the Vice Commandant of the U. S. Coast Guard for the outstanding performance and service provided to CRD.
• Served as liaison and assist in developing and implementing plans for disseminating routine information about specific CRD programs.
• Knowledgeable in time and attendance policy and regulations and is responsible for timely and accurate Time & Attendance (T&A) reporting; utilized Web-TA application system in order to review individual timesheets, verified payroll reports and prepared and certified leave audits.
• Lead the development and coordination of an effective records management program to include audits, tracking, filing and archiving systems for storage, retrieval and chronological files.
Supervisor: Edgar Weaver (202-372-4595)
Okay to contact this Supervisor: Yes
Administrative Officer, First Class Petty Officer, (E-6) Jul 2003Nov 2008 U. S. Coast Guard Headquarters, Headquarters Support Command (HSC) Washington, DC
• Oversaw The Defense Enrollment And Eligibility Reporting System (Deer)/Real-Time Automated Personnel Identification System (RAPIDS). Responsible for oversight and coordination of HSCs DEERS/RAPIDS site, analysis, and issuance of policies and procedures. Responsible for creating periodic reports using detailed statistical analysis regarding Common Access Card (CAC) activities data for submission to the Defense Manpower Data Center (DMDC).
• Provided advice to senior management and customer service staff on day-to-day use of the DEERS/RAPIDS system.
• Provided advice and assistance to management on DEERS/RAPIDS policies and procedures.
• Served as the resident expert on all matters related to military personnel programs, this includes Government Purchase Card Program, budget, assignments, promotions, separations, retirement services, replacements, awards and decorations.
• Facilitated requirements to make sure all retirement actions are accurate and completed in a prompt/ timely manner.
• Planned and assisted in administering the authority for processing Coast Guard Medals and Awards.
• Ensured policy guidance for receipt of awards by active and reserve Coast Guard members and other Service members assigned to duty within the Coast Guard is adhered to in accordance with the Coast Guard Medals and Awards Manual.
• Researched applicable laws, policies and Coast Guard precedents to recommend appropriate actions/solutions to the Headquarters Support Command (HSC) awards board.
• Coordinated HSC's awards board process for review and approval, ensuring that requests are compliant within Coast Guard regulations and those programs were administered fairly and consistently.
• Managed database applications, used data entry forms, complex queries and reporting techniques in support of the Military Officer Evaluation Report (OER) process.
• Provided training sessions regarding coast guard travel policies, procedures and best practices as well as changes/ updates to JFTR/FTR and JTR policies and procedures. Provided technical assistance to the Online Travel Management System (e-Travel). Applying in-depth knowledge and trained more than twelve hundred employees on its proper use. Displayed a natural ability to interpret and evaluate the theories of e-Travel, which aided in maximizing its use for customers and contributed to the correct processing of hundreds of e-Travel claims.
• Conducted management oversight of the Government Travel Card (GTC) program and analysis and delinquency reports. Served as Debt Management Monitor (DMM) by identifying processes and monitors travel records with balances due to the government and provides due process notifications to the traveler. Provided guidance and interpretation of travel credit card procedures. Reviewed monthly travel credit card records for potential cases of misuse. Conducted monthly audits of travel credit card expenditures and provided detail reports to senior leadership.
• Served as the unit drug testing coordinator. Successfully managed the Commandant's drug screening program and ‘zero tolerance' drug policy at Coast Guard Headquarters by preserving the chain of custody and security of more than 1,500 samples.
• Awarded the Coast Guard Achievement Medal as an end of tour of duty/ military retirement service award.
• Awarded the Army Achievement Medal for participating in the State Funeral of President
Gerald R. Ford.
• Displayed superior technical competence and a strong commitment to customer service by ensuring a smooth transition to the expansion of DEERS for the issuance of the new Coast Guard ID Common Access Card (CAC), which benefited 4,000+ Coast Guard Headquarters personnel. Supervised, trained, mentored, and evaluated eight junior enlisted military members. Effort contributed to the office being acknowledged as a one of the top DEERS/RAPIDs sites in the Military District of Greater Metro Washington, DC.
• Relied on military acumen and professionalism that was gained from service in the United States Marine Corps and was a role model for junior enlisted personnel for prestigious military ceremonies. For example, orchestrated and led a host of military funeral honor processions, which provided families of deceased services personnel with compassionate, professional, and time-honored ceremonies.
Supervisor: Teresa Marshall (202 475-5391)
Okay to contact this Supervisor: Yes
  • Oversee activities directly related to making products or providing services.
Human Resources Recruiter, Second Class Petty Officer, (E-5) Aug 1999Jul 2003 U. S. Coast Guard Recruiting Office New York City New York, NY
• Recruitment of qualified applicants to specific classified positions in the U. S. Coast Guard and U. S. Coast Guard Reserve, to include medical support, administrative/clerical staff, electronics technicians and other technical trades.
• Utilized various prospect/candidate management data bases, as well as application processing software.
• Scheduled appointments with and interviewed job applicants, administered tests and interpreted results.
• Developed relationships with local businesses, organizations and agencies.
• Conducted briefs and presentations to local civic groups, colleges and high schools.
• Utilized the internet for sourcing and posting jobs.
• Coordinated transportation and lodging for newly selected applicants.
• Verified references and ran background checks.
• Completed periodic status reports.
• Submitted weekly recruitment activity plans.
• Exceeded performance levels stated in goal requirements, achieving 120 percent of annual goals.
Supervisor: Pierre Funderburk (786-395-1406)
Okay to contact this Supervisor: Yes
Personnel and Pay Administrator, Petty Officer Third Class, (E-4) Jun 1994Aug 1999 U. S. Coast Guard Headquarters, Personnel Reporting Unit (PERSRU) Washington, DC • Provided technical assistance to supervisors and/or employees in support of personnel management policies, i.e. waivers and exceptions to policies, personnel actions, personnel records updates, and automated systems designed for maintenance of military personnel actions.
• Verified and determined appropriate pay, allowances and entitlements resulting from multiple military reserve pay categories to include: Title 10 active duty; Title 14 active duty; active duty for training (ADT) and active duty for operational support (ADOS).
• Utilized People Soft, Direct Access/ Joint Uniform Military Pay System (JUMPS).to conduct force structure queries/analysis.
• Researched and analyze legislation, executive orders, policies, directives, etc. pertaining to military personnel actions.
• Assisted customers with Temporary Duty Travel (TDY) and Permanent Change of Station (PCS) entitlements, i.e. relocation and shipment of household goods and Temporary Lodging Allowance & Expense (TLA & TLE). Provided advice to travelers on how to make payment or process a waiver/appeal.
• Drafted memorandums for general office correspondence, utilized excel spreadsheets for team work lists and progress report, created power point presentations for office training.
• Knowledge of automated data processing (ADP) systems and terminology to ensure automated systems continue to support military personnel.
• Knowledge of numerous Coast Guard and Coast Guard Reserve regulations, policies and procedures, as well as U.S. Codes pertaining to the personnel management of active, reserve, and retiree personnel; and the purposes contents and uses of military personnel records.
• Awarded the Joint Service Achievement Medal while assigned at the Armed Forces Inaugural Committee (AFIC).
• Selected as the Military Service Member of the Month while assigned at the Armed Forces Inaugural Committee (AFIC).
• Maintained 200+ personnel records, verified pay and personnel transactions including vacation time, awards, training, personal information, entitlements, insurance policies, and allotments were properly entered into People Soft/Direct Access and Joint Uniform Military Pay System (JUMPS).
Bachelor of Science: Information Systems Management Jun 2015 University of Maryland University College (UMUC) Adelphi, MD
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Resume Details

This is a real resume for a Administrative Specialist in Waldorf, Maryland with experience working for such companies as Us Coast Guard Headquarters, Civil Rights Directorate, U S Coast Guard Headquarters. This is one of the hundreds of Administrative Specialist resumes available on our site for free. Use these resumes as templates to get help creating the best Administrative Specialist resume.

Previous Companies:

  • US Coast Guard Headquarters
  • Civil Rights Directorate
  • U S Coast Guard Headquarters

Previous Job Positions:

  • Administrative Specialist
  • Administrative Officer
  • First Class Petty Officer
  • Human Resources Recruiter
  • Second Class Petty Officer


  • University of Maryland University College (UMUC)

Level of Education:

  • Bachelor of Science

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