Records Management Coordinator / Administrative Assistant
U.S Naval Support Activity, Defense Logistics Agency, DLA Distribution Bahrain, Southwest Asia
Total years of experience :14 years, 0 Months
- Responsible of Records management for DLA Distribution
Bahrain as a Records Coordinator (RC).
- Serves as the liaison between the Bahrain office and DLA
Distribution Components Records Officer for all records
management issues.
- Responsible for the timekeeping and attendance data and the
maintenance of related documentation as a Certifying Officer
(CR) and Human Resource Assistant.
- Responsible for accurate and timely recording of all certification
of absences in accordance with the legality of law, rules and
regulations.
- Manages own training requirements through DLA’s Learning
Management System (LMS).
- Managing sensitive and confidential matters like personnel
relations, employee relations, and organizational changes,
planning and protecting the security of information, data and
files.
- Documenting training attendance and managing local training
records.
- Ensuring that employees have attested to the accuracy of their
current pay period's time and attendance (including exceptions
such as use of leave) and any adjustments or corrections that
are required after time and attendance is approved.
- Creating/Preparing Office File Plan.
- Responsible for electric and paper records filing arrangement by
creating and maintaining the records series according to DLA
Records System (DLA Records Disposition Schedule).
- Ensures records are identified and filed properly.
- Ensuring records are created and maintained to document office
program and administrative activities and determining Record
Status and distinguish between record and non-record
materials. Retain records as long as required in the DLA
Records Schedule. Destroy or delete those records that are
authorized for disposal as soon as indicated in the schedule.
- Preparing weekly and monthly Reports.
- Managing executive calendars.
- Providing general administrative support as the command public affairs and protocol liaison for documenting special events and preparing for Distinguished Visitor (DV) activities at the site.
- Identifying DVs flags according to rank and service with little or no guidance.
- Issuing and purchase of office supplies, arrange and organize stock/supplies closet.
- Establishing, organizing and supervising the maintenance of department records, ensuring complete accuracy and confidentiality.
- Establishing, maintaining and controlling personnel, employees, recruitment relations records, files, reports, and organization charts.
- Providing data for and preparing management information reports and documents.
- Lend and collect books, DVDs, and other materials at circulation desks.
- Register new patrons and issue borrower identification cards that permit patrons to borrow books and other materials.
- Enter and update book in the system.
- Sort books, publications, and other items according to established procedure and return them to shelves, files, or other designated storage areas. - Locate library materials for patrons. -Instruct patrons on how to use reference sources.
- Inspect returned books for condition and due-date status, and compute any applicable fines.
- Answer routine inquiries, and refer patrons in need of professional assistance to librarians.
- Maintain records of items received, stored, issued, and returned, and file catalog cards according to system used.
- Provide assistance to librarians in the maintenance of collections of books, periodicals, magazines, newspapers, and audiovisual and other materials.
- Take action to deal with disruptive or problem patrons.
- Classify and catalog items according to content and purpose.
- Send out notices and accept fine payments for lost or overdue books.
- Review records, such as microfilm and issue cards, in order to identify titles of overdue materials and delinquent borrowers.
- Maintaining employee file records up-to-date by handling changes in employee status in timely manner.
- Preparing paperwork needed to create new employee profile and to place new employee on payroll.
- Preparing and posting job advertisements, screening applications, arranging interviews, participating in selection process, and administering pre-employment tests as required.
- Providing general administrative support such as preparing correspondence, forms and reports, arranging meetings, composing regular correspondence, processing confidential reports and documents, filing electronic and hard copy, tracking deadlines, and taking down minutes as needed.
- Entering data into the database or HR system for maintaining accurate records.
- Providing data for and preparing management information reports and documents.
- Liaising with payroll, absence recording, and holiday recording systems.
- Maintaining and developing the filing system of personnel.
- Advising staff regarding personnel, benefits, and pay issues.
- Administering staff benefits, programs, and events.
- Counseling applicants and employees on rules, policies, benefits, procedures and job opportunities.
- Supporting in completion of job application materials and documents, and preparation of employment interviews and tests.
- Establishing, organizing and supervising the maintenance of department records, ensuring complete accuracy and confidentiality.
- Managing sensitive and confidential matters like personnel relations, employee relations, and organizational changes, planning and protecting the security of information, data and files.
IT (Information Technology) Department:
Editing websites by working on the CMS (Content Management System) through the HTML.
* Project worked on:
1- BDB (Bahrain Development Bank).
2- CBB (Central Bank of Bahrain).
Creating and Deleting E-mails.
- Maintaining employee file records up-to-date by handling changes in employee status in timely manner.
- Preparing paperwork needed to create new employee profile and to place new employee on payroll.
- Providing general administrative support such as preparing correspondence, forms and reports, arranging meetings, composing regular correspondence, processing confidential reports and documents, filing electronic and hard copy, tracking deadlines, and taking down minutes as needed.
- Providing assistance in hiring process activities such as posting jobs on job board or website, reviewing applications and maintaining a spreadsheet on tracking an applicant.
- Entering data into the database or HR system for maintaining accurate records.
- Providing data for and preparing management information reports and documents.
- Liaising with payroll, absence recording, and holiday recording systems.
- Maintaining and developing the filing system of personnel.
- Assisting the human resource officer with the maintenance and development of human resource procedures and policies.
- Advising staff regarding personnel, benefits, and pay issues.
- Administering staff benefits, programs, and events.
- Counseling applicants and employees on rules, policies, benefits, procedures and job opportunities.
- Supporting in completion of job application materials and documents, and preparation of employment interviews and tests.
- Establishing, organizing and supervising the maintenance of department records, ensuring complete accuracy and confidentiality.
- Establishing, maintaining and controlling personnel, employees, recruitment relations records, files, reports, and organization charts.
- Managing sensitive and confidential matters like personnel relations, employee relations, and organizational changes, planning and protecting the security of information, data and files.
- 2015 - (Present) - MBA Master in Business Administration - University of Bahrain