Denise DiMarzo

Freelance Office Manager & Admin Support Freelancer

1353
Location:West Warwick, Rhode Island, United States
Profile:https://www.freelanced.com/denisedimarzo
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2 Skills
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ADMINISTRATIVE ASSISTANT/SPECIAL SECURITY REPRESENTATIVE
Office of Naval Intelligence Detachment, U.S. Navy, 686 Cushing Road, Newport, RI 02840
Dates Employed: 1/5/2009 to 10/23/2010

•Was the Office Manager to the Officer in Charge and Executive Officer.
•Prepared correspondence that is neat in appearance, property formatted, contains required information and has minimal spelling or grammatical errors within reasonable timeliness.
•Routed incoming correspondence directly to the appropriate recipient, on a daily basis.
•Prepared and mailed out Welcome Aboard packages for new personnel.
•Handled and safeguarded correspondence commensurate with the classification, privacy, and sensitivity requirements.
•Tracked all Detachment tasks and correspondence and develops logs, reports, queries, and metrics as required by Official Navy Regulations and as directed to ensure all suspense’s were met.
•Developed and updated tailored policies and implementation guidance on administrative matters.
•Maintained official command calendar and manages OIC calendar, ensured appointments and other entries are updated on average within one day of notification.
•Executed OIC travel requirements, including orders, travel and lodging within Defense Travel System (DTS). Facilitated any last minute changes. Ensured all travel arrangements prepared within required timelines and per Government guidelines.
•Took minutes at meetings.
•Acted as Primary Action Officer for all official external visits/visitors and reviews, to include Special Security and Inspector General Assessments.
•Ensured office supplies are maintained at the appropriate level and ordered all office supplies, furniture, toner cartridges and anything else that was required by the office.
•Managed the development of the annual budget and ensures accurate completion and submission within established deadlines.
•Tracked budget expenditures and prepared accurate periodic reports and updated the supervisor and within established deadlines.
•Served as Defense Travel System and Government Credit Card Point of Contact and Subject Matter Expert .
•Served as the Detachment Security Manager and Special Security Representative.
•Ensured security clearances for all Detachment personnel are current and manages periodic reinvestigation notification, completion, submission and follow-up ahead of deadlines.
•Managed visit request procedures and processes including clearance certification and verification.
•As required, maintained an accurate and up-to-date inventory of classified material.
•Stayed apprised of current security regulations, conducts SCIF and security program self-assessments and ensures Detachment compliance with all relevant security regulations.

SECRETARY/ ADMINISTRATIVE ASSISTANT
U.S.C.G. Civil Engineering Unit Providence, Department of Homeland Security, 300 Metro Center Blvd. Warwick RI 02886
Dates Employed: 4/18/2004 to 6/7/2008.

•Was the Secretary to the Commanding Officer and the Executive Officer.
•Integrated several types of software, such as spreadsheets, database, word processing, desktop publishing and graphics applications, to generate specific working documents and forms.
•Worked with Excel and Access creating reports, spreadsheets, tables
•Outlook calendar – scheduled meetings, appointments, booked conference rooms
•Created presentations periodically in PowerPoint
•Prepared engineering specifications, correspondence, messages, reports and engineering data.
•Provided advice, guidance, and assistance to staff on various issues, including personnel and pay procedures. Evaluated the office needs of the immediate work area and participates in work groups documenting the requirements for developing a specialized application or procedure.
•Performed technical work that was demanding in terms of knowledge and skills required to adequately accomplish assigned tasks. Handled independent assignments requiring use of specialized techniques. Exercised initiative in developing solutions to common technical and procedural problems.
•Served as the organization’s focal point for providing office management services for an organization with subordinate units and/or customer units.
•Provided assistance and technical guidance to staff on various issues including personnel and pay procedures, security issues, retirement, and workman’s compensation. Acted as liaison between CEU Providence and Civilian Personnel Representatives.
•Assisted new employees with completing all personnel papers (i.e. I-9’s verifying documentation, TSP paperwork, Health benefits paperwork, Retirement paperwork, beneficiary paperwork etc.).
•Maintained all personnel files for 60 civilian employees.
•Prepared and mailed out Welcome Aboard packages for new personnel.
•Acted as Assistant Building Manager responsible for monitoring daily services provided by the Building Owner.
•Acted as a member of the Command Security Team and Held a Secret Clearance.
•Arranged meeting details such as location, schedule, agenda, and attendance list for special events.
•Performed full range of procedural work of the office. Assisted Supervisor’s subordinates in procedural aspects of expediting the work of the office, including redistributing assignments to take care of fluctuating workloads.
•Justified and requested office equipment replacement.
•Screened visitors and telephone calls in accordance with appropriate security procedures.
•Served as Time and Attendance Administrator and researched and compiled reports in the required computer program. Prepared materials for the Supervisors approval by reviewing and researching time and attendance records and logs, compiling information on such items as salary costs, hours worked, leave and full time equivalencies, tracks personnel actions for assigned personnel, ensuring the principal and other assigned supervisory personnel are aware of all suspense’s for personnel actions, within-in grades, etc.
•Performed wide variety of mail and file procedures. Provided information to operating elements of the organization by routing all materials received and by prompt processing of outgoing materials.
•Was the Unit Travel System Approving Official
•Was the Manager for DHL Account
•Was the Assistant Manager for Mail Account
•Acted as Health Benefits Coordinator for entire office

ADMINISTRATIVE ASSISTANT
U.S.C.G. Civil Engineering Unit Providence, Department of Homeland Security, 300 Metro Center Blvd. Warwick, RI 02886
Dates Employed: 10/7/1991 to 4/17/2004
Promoted Due to Increase of Duties to Secretary/Administrative Assistant Position

•Prepared engineering specifications, correspondence, messages, reports and engineering data.
•Assembled, typed, reviewed and finalized complex engineering specifications. I reviewed for proper format, spelling, grammar, clarity and presence of required paragraphs. I ensured that all required information was provided, included in the correct location.
•Performed training to the technical staff on specifications editing procedures.
•Maintained Civil Engineering Data System (CEDS) and Oracle databases which identified and tracked the units project backlog, shore facilities inventory, Coast Guard Real Property and Personal Property and other management information and works closely with the Facility Asset Manager Coordinators (FAMS).
•Received incoming calls, distributed incoming mail, greeted visitors and allowed access to visitors per security procedures.
•Integrated several types of software such as spreadsheets, databases, word processing, desktop publishing, engineering applications, payroll, and graphic applications to generate specific working documents and forms.
•Converted all engineering/contracting documents to PDF files for electronic solicitations.
•Provided assistance and technical guidance to staff on various issues including personnel and pay procedures, security issues, retirement, and workman’s compensation. Acted as liaison between CEU Providence and Civilian Personnel Representatives.
•Maintained all personnel files for 60 civilian employees.
•Acted as liaison between CEU Providence and the Building Manager. Insured lease obligations between the landlord and tenant are met. Worked very closely with GSA Representatives regarding the lease, i.e. cleaning, painting, upgrading office spaces and other types of maintenance which are required. Worked very closely with the Federal Protective Service regarding the security for our office which is required through GSA and because we are a Government Agency.
•Managed and maintained publications, phone directories, manuals and directives.
•Was the Unit Travel System Approving Official
•Was the Manager for DHL Account
•Was the Assistant Manager for Mail Account
•Acted as Health Benefits Coordinator for entire office
•Served as Time and Attendance Administrator and researched and compiled reports in the required computer program. Prepared materials for the Supervisors approval by reviewing and researching time and attendance records and logs, compiling information on such items as salary costs, hours worked, leave and full time equivalencies, tracked personnel actions for assigned personnel, ensuring the principal and other assigned supervisory personnel are aware of all suspense’s for personnel actions, within-in grades, etc.
•Served as the principal administrative person in the organizational unit and assists other staff members, subordinate units, and customer units. Managed office operations for an organization with a mission that affects a wide range of agency activities and/or customer units.
•Arranged meeting details such as location, schedule, agenda and attendance list for special events.
•Point of contact for the maintenance and upkeep of office equipment such as copiers and fax machines.
•Maintained files, typed narratives and statistical material from rough drafts. Reviewed letters for format and accuracy and prepares in final form for Commanding Officer’s signature.
•I was a member of the Command Security Team and also held a Secret Clearance.

Freight Rate Assistant
U.S. Naval Construction Battalion Center, Davisville, Rhode Island 02854-1161
Dates Employed: 10/3/1989-10/4/1991
Reason for Leaving: Involved in RIF and Base Closure

•Was responsible for adapting procedures, methods and practices used in arrangements for shipments and delivery of outgoing cargo to carriers, preparing bills of lading and other transportation control movement documents, all special handling and accessorial services, interpret transportation rules, regulations, tariffs, tenders, etc.
•I assisted other tenant commands, other departments, in providing the following information and advice in connection with the transportation of material/equipment to various geographical locations: changes in rates, new routes available or transit arrangements (taking into account changes in transportation costs); transit and final destination points; savings resulting from transit privileges when taken within the time limits; safety factors to consider; and diversion of shipments from vendors directly to the consignee or another port of embarkation to expedite delivery for urgent priority requirements or to reduce transportation charges.
•I was responsible for initiating and scheduling shipping actions. This included selecting type of carrier, notifying carrier dispatch office, securing necessary routing authorization, and preparation and distribution of pertinent shipping documents.
•Shipments were also made to other parts of the country and involved different transportation modes such as: rail, truck, air, railway express, freight forwarders, air express, and parcel post.
•I exerted economies on handling material by proper selections of carrier; accurate commercial descriptions of goods, grouping lots to increase overall weight and gain reduced freight rates; combined shipments to decrease cost of documentation.

Supply Clerk/Procurement Assistant
U.S. Naval Construction Battalion Center, Davisville, Rhode Island 02854-1161
Dates Employed: 7/1/1989-10/2/1989
Reason for Leaving: Was involved in Reduction In Force and was reassigned to another position

•Was responsible for the accurate preparation of orders for Supplies and Services. The data was transcribed from handwritten telephonic quotations compiled by purchasing agents and the requisition documents. I correctly transcribed descriptions, quantities, unit prices, totals, and all terms and conditions agreed upon between the purchasing agent and the supplier
•Special clauses were required when applicable, such as transportation clauses, pick-up instructions, returnable drum clauses, subscription clauses, (priorities and allocation designators) warranty clauses, special invoicing instructions, special shipping instructions, and contractual clauses. Navy Priority designators and accounting data. I was required to insure that all clauses were included when and if required and they were typed in the proper place on the purchase order.
•I initiated and prepared Requests for Quotations from groups of requisitions with several names or prospective suppliers.
•I researched for correct addresses, compiled data from many separate request documents working with Military Specifications, Stock Nomenclature Cards, written descriptions and excerpts and printed material obtained from commercial brochures.
•Typed repair orders, modifications/amendments to orders and cancellations, prepared annual requisitions (electricity, water, gas); prepared annual purchase requisitions, prepared annual service requisitions/contracts (maintenance of office equipment, scales, etc.), prepared annual Blanket Purchase Agreements. Maintained a log of request documents received in the Branch indicating current status and final actions thereon. Answered inquiries from customers on status, maintained files on all purchases made and maintained publications in an up to date state NAVSUP Manuals, Vols. 1 & 2.

Procurement Assistant
Officer in Charge, Naval Facilities Engineering Command, Contracts Office, Naval Construction Battalion Center, Davisville,Rhode Island 02854
Dates Employed: 6/15/87 through 7/1/89
Reason for Leaving: Contracting Branch transferred to CA and I was involved in a Reduction in Force In-House and was downgraded due to RIF Procedures to position listed above.

•Was Assistant to a Contract Specialist providing relief on many contract administration details.
•Maintained follow-up actions required, initiated and typed in final form letters of award, delegate letters to DCAS elements and initiated requests for pricing proposals involving contract changes.
•I obtained technical and pricing evaluations and negotiated appropriate modifications under the guidance and in consultation with the Supervisor or Contract Specialist or in situations involving highly complex issues assisted the Specialist by researching and assembling case-related data and information.
•Prepared in final form negotiation memoranda and contract documentation utilizing information personally developed from guidelines available or as provided by the negotiator, depending on the particular situation.
•Attended bid openings and recorded bid results, prepared Abstract of Bids, recorded and transcribed minutes at negotiation conferences, independently initiated per-award surveys, maintained contract files and administered contracts through to physical completion and final payment.
•Updated status reports. Set up tickler files for negotiations.
•Administered a series of selected fixed price contracts of average complexity responsible for accomplishing all required actions to insure the Government’s interests were always protected.

EDUCATION:

Mt. Pleasant High School, Providence, Rhode Island, High School Diploma

JOB-RELATED HONORS, AWARDS, MEMBERSHIPS, ETC.:

Board of Directors –The 100 Club of Rhode Island – A charitable organization granting death benefits to slain officers and firemen, and scholarships and bonds to their children.
Executive Secretary – Armed Forces Civilian Council – A mix of retired and active members of the military of all grades who function as a group, blending and resolving wishes of the community and military.
Notary Public – State of Rhode Island
Mentor at Randall Holden Elementary School, Warwick, RI
I was the Coordinator for Partnership in Education
Was on the Advisory Committee, Board of Directors for High School Work Program
Was a member on the Quality Management Board (QMB) at CEU Providence
Was a member on the Employee Quality Forum (EQF) at CEU Providence
Serves at voting member on the Morale Committee at CEU Providence
QSI on 5 September 1982
Letter of Appreciation from Atlantic Division, Norfolk, VA on 7 September 1983
Special Act Award on 18 October 1985
Sustained Superior Performance Award on 21 May 1986
Performance and Cash Awards Received every year from June 1991 through June 2008
Citation for Unit Commendation Award on 12 July 1993
On the Spot Cash Award 30 Sept 1993
Special Act Award 15 September 1994
Federal Employee of the Year Award through the RI Federal Executive Council in June 1998
Employee Recognition Award 12 May 2004
Employee Recognition Award October 2006
Excellence in Mentoring Award Partnership Award 18 January 2007

JOB-RELATED TRAINING COURSES:

Support Staff in Today’s Environment – 8/19/83 NETC, Newport, RI
Supply Ashore Correspondence Course – 5/8/84
Defense Small Purchase Course – 5/9/86
Fleet Material Support Office Training; Principles of Navy Retail and Financial Management – 11/3/86-11/7/86
****** Harassment Course – 3/31/87, 8/29/88 Mandatory Course
Principles For Communicating Effectively – 10/1/87
Management of Defense Acquisition Contracts (Basic) Correspondence Course – 6/19/89
Governmental Bookkeeping & Accounting Correspondence Course – 10/22/93
Word 97 Intermediate, Microsoft Access, Microsoft Excel, Microsoft Word, Microsoft Outlook,
Business Writing For Results – 7/25/94
Incident Command System National Training Curriculum 10/24/94
How to Identify and Fix Pesky PC Problems
Powerful Communications Skills
CMS Custodian Security Training – 2/99 Group Woods Hole, MA
How to Deal With Difficult People – Fred Pryor Seminar
Shore Asset Management System Report Portal (SAM’s) Training April 2005
Ethics Training
Training for the Exceptional Assistant 31 August 2005
Leadership for Non-Supervisors Training 8 and 9 December 2005
Certificate of Attendance for The Women’s Conference 24 January 2006
Women’s Conference February 2006
Mistake-Free Grammar & Proofreading Course 2007
DoD Information Assurance Awareness 7 January 2009
SCI Administration 5 February 2009
SSO Administration 6 February 2009
SSO/SSR Security Professional 21 February 2009
Basic SCI Systems User Refresher Course 1 April 2009
Security Manager’s Course May 2009
Skills (2) Rating
Office Management
Admin Support