Transcript State of Arizona ADOA Career Center Resume Tutorial

State of Arizona
ADOA Career Center
Resume Tutorial
Resume Tutorial
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Before you create your resume brainstorm why an
employer should hire you!
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If you do not already have a draft resume Complete the
Resume Building Sheet
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If you have a draft available go through the tutorial and
review your resume for areas of improvement
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Write down the 5 reasons why you are the best
candidate
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You need to identify why you are unique and areas
where you have gone above and beyond
The Creation of the Resume
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You can develop your resume by using one of the
templates, below:
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Example 1
Example 2
You will create this document, using tabs, fonts, and
spacing.
Recommended fonts include: Times New Roman, Arial or
Tahoma
Your margins can be adjusted: the lowest you can use is
.5 – this is located in File, Page Setup
Resume Sections
The resume typically has 6 different headings/sections.
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Section 1: Name and Address
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Section 2: Summary
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Section 3: Key Words/Accomplishments
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Section 4: Professional Experience
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Section 5: Education & Training
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Section 6: Additional Information
This presentation will guide you through each section and will provide
you with information about how to create each section.
Type Your Heading
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The purpose of the heading is to give the employer your
contact information
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Name, phone number, address, and email address. Your
name should be in a larger font – suggested font is 14pt
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Make sure to have a professional email address.
EXAMPLE OF HEADING
Sara Social
1234 W Job Vista Rd Phoenix, Arizona 85000
Phone: 602-542-4459 Email:[email protected]
Type Your Heading
Your Summary
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The summary is a broad overview of your skills. It guides
the reader and provides an overview of what you bring to
the position
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The summary can help you target specific positions that
are of interest to you
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Your summary must include technical, organizational,
interpersonal skills and knowledge
Your Summary
You can use this example to fill in your experience
[Professional Label] with extensive [general
functional area] background in [3-4 things you
want to be hired to do] with [industry/types of
organizations] at [organizational level/location] in
support of [people you relate to] [Experience
includes:]
Summary Examples
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Results oriented professional with a diverse background in Human
Resources
Extensive knowledge of Federal and State employment laws and a
thorough understanding of complex personnel rules and procedures
Provide exceptional and timely customer service
Demonstrated ability to direct and complete multiple projects while
meeting strict deadlines
Purchasing Manager with extensive experience in capital improvement
projects and capital equipment purchasing in healthcare and government
environments. Proven experience in leading negotiations, preparing
business presentations, and developing business relationships. Strong
knowledge of risk management and compliance issues pertaining to
healthcare and government procurement practices. Excellent leadership
skills empowering and motivating employees resulting in an organization of
high performing dedicated employees.
Results oriented, dependable professional experienced in customer
service management. Excel in fast paced environments as well as
motivating staff to increase productivity. Demonstrated ability to
identify customer needs and gain customer trust. Expertise in
resolving escalated customer service issues. Works well
independently as well as part of a team.
Summary Example
Sara Social
1234 W Job Vista Rd
Phoenix, Arizona 85000
Phone: 602-542-4459 Email:[email protected]
PROFESSIONAL SUMMARY
Energetic Executive Assistant with a comprehensive background in supporting senior level
management teams. Significant focus on managing and coordinating administrative needs for
multiple executives and teams simultaneously. Record of consistent achievement in creating efficient
and productive working environments. Saved time and costs by creating electronic systems and
effective documentation. Ability to handle multiple responsibilities, set priorities, communicate ideas to
others, and respond positively to demanding situations. Demonstrated ability to interface effectively
with diverse groups.
Type Your Summary
Key Words/Accomplishments
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Key words are utilized to describe your
skills.
Use 6-12 key words that describe your
talent or skills. You should have an
accomplishment statement to back up
your key words in your professional
experience section.
Key Words
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Below are a variety of key words that you can use to
describe your experience
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Budgeting
Administration
Relational Databases
MS Office
Financial Reporting
Inventory Control
Contract Negotiations
Statistical Data
Customer Service
HRIS
People Soft
Six Sigma
Audio Visual/Media
Program Management
Process Development
Client Relations
Events Planning
Seminars/Conferences
Management Reporting
Case Management
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Quarterly Reports
Accounts Payable/Receivable
Policies and Procedures
Process Improvement
Purchasing
Cost Accounting
Community Outreach
Communication Skills
Strategic Planning
Executive Administration
Problem Resolution
Program Management
Process Development
Client Relations
Events Planning Seminars/Conferences
Management Reporting
Case Management
Interpersonal Skills
Writing Skills
Research Skills
Compliance
Key Words Example
Sara Social
1234 W Job Vista Rd
Phoenix, Arizona 85000
Phone: 602-542-4459
Email:[email protected]
SUMMARY
Energetic Executive Assistant with a comprehensive background in supporting senior level management
teams. Significant focus on managing and coordinating administrative needs for multiple executives and
teams simultaneously. Record of consistent achievement in creating efficient and productive working
environments. Saved time and costs by creating electronic systems and effective documentation. Ability to
handle multiple responsibilities, set priorities, communicate ideas to others, and respond positively to
demanding situations. Demonstrated ability to interface effectively with diverse groups.
KEY QUALIFICATIONS
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HRIS People Soft
Placeware
Administration
Events Planning
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Six Sigma
Process Development
MS Office
Seminars/Conferences
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Audio Visual/Media
Client Relations
Visio & PageMaker
Management Reporting
Type Your Key Words
Professional Experience
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Now you will begin the process of adding your
work experience
Start with your most current/recent position and
work backwards
Your focus for your work experience should be
the last 10 years
For each employer include full name of
employer,( do not use acronyms), your title,
dates, city, state
Guidelines for Developing Your
Professional Experience
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For each job, write 4-5 sentences about your basic job duties and responsibilities
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With each experience (within last 10 years), develop 2 or 3 statements qualifying and
quantifying that experience. These statements are your accomplishments
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Be sure to demonstrate your skills in this section
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Typically, you use bullets to highlight this experience, but you will also see this
displayed in a paragraph format
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You need to start each statement with Action Words - refer to the “ Action Verbs”
handout
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Put experience in reverse chronological order
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Do not use personal pronouns
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Spell out all abbreviations, this includes agency information and titles. Not everyone
will know what DES/FAA/PSE I means...
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If you are currently involved in the experience - use present tense. If the activity is
finished – use past tense.
Writing Accomplishment Statements
In general, consider an activity to be an accomplishment if any of the following occurred:
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Your performance exceeded your past performance
Equal results were achieved with less resources
Processes were streamlined: Making them easier, simpler, or completed more quickly
Something new was achieved
An effective accomplishment statement consists of four parts:
1.
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A potential problem, opportunity, or issue
What you actually accomplished
What you did about it
Demonstrates how your results benefited the organization
Types of accomplishments:
Reduced costs, processing errors (resulting in increased quality, sales, etc.)
Planned a program
Advocated legal rights at a domestic violence shelter by accompanying victims to their cases
Helped to create and implement various programs to teach those between the ages of 13 and 80 to canoe,
windsurf and sail
Took the initiative to create a program
Improved a process
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Examples of Accomplishment Statements
Initiated advanced assembly procedures to increase production 10% by reducing turn around time from 5 to 4
days
Planned and scheduled over twenty tours per week, organized and conducted monthly meetings for over 20 tour
guides
Trained new employees in customer service and telephone procedures
Organized campus tours and served on informative panels for prospective students for the past three years
Professional Experience
This section represents the
overall scope of your position and
daily duties
Notice that by adding “key contributions
the reader will be enticed to read more
Department of Administration– Phoenix, AZ
2000 – Present
Fiscal Services Technician
Manage all financial transactions, posting debits and credits, producing financial statements,
and recording all transactions. Prepare management reports and financial summaries using
Microsoft Excel detailing financial status. Generate bank deposits, verify and balance
receipts. Create invoices and track overdue accounts. Manage payroll and prepare payroll tax
returns. Research and resolve billing and collections disputes.
Key Contributions:
 Supported a significant increase in productivity levels by streamlining accounting
processes.
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Prepared and delivered to management, under extremely quick turnaround timelines,
accurate monthly, quarterly, and annual financial statements.
Can’t think of accomplishments?
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Having a scope of your
job and key
accomplishments is
ideal, but can be
difficult to write
If you are not able to
come up with specific
accomplishments, you
can bullet your
experience
10/05- Present Attorney General’s Office
Phoenix, AZ
Legal Assistant III
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Assist 2-3 attorneys in dependency, severance and guardianship hearings
and trials
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Schedule interview of witnesses, and gather documents including police
reports, criminal records, jail records, court transcripts and service provider
records
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Prepare and filed disclosure statements.
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Prepare subpoenas to be issued and served for records and witnesses
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Organize exhibits, and prepar trial notebooks and exhibit logs
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Draft timely motions, responses, correspondence, memoranda, voir dire
questions and jury instructions
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Organize file before and after trial and prepared an appeals file for the
appeals attorney
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Attend legal trainings and Non-Attorney Trainings, West Law trainings and
Arizona Department Economic Security training for certification
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Develop and maintain good interpersonal relationship with attorneys,
supervisors, legal support staff, case managers, service providers, court
personnel and law enforcement agencies.
Professional Experience Example
Sara Social
1234 W Job Vista Rd
Phoenix, Arizona 85000
Phone: 602-542-4459
Email:[email protected]
SUMMARY
Energetic Executive Assistant with a comprehensive background in supporting senior level management
teams. Significant focus on managing and coordinating administrative needs for multiple executives and
teams simultaneously. Record of consistent achievement in creating efficient and productive working
environments. Saved time and costs by creating electronic systems and effective documentation. Ability to
handle multiple responsibilities, set priorities, communicate ideas to others, and respond positively to
demanding situations. Demonstrated ability to interface effectively with diverse groups.
KEY QUALIFICATIONS
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HRIS People Soft
Placeware
Administration
Events Planning
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Six Sigma
Process Development
MS Office
Seminars/Conferences
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Audio Visual/Media
Client Relations
Visio & PageMaker
Management Reporting
CITY OF CHANDLER, continued:
 Re-designed new hire training manual to a cleaner, more modern approach. Emphasizes the
professionalism and organization of the training team.
 Reorganized the new hire training program, including location, lodging, shipment of materials resulting in
significant savings and ease of planning.
 Managed training preparation and logistics for a major software platform conversion during a merger.
Accomplished task without disruption to work output.
Senior Administrative Assistant, 2003—2005
Maintained and coordinated calendars for two Vice Presidents, set appointments, screened calls. Planned and
coordinated conferences, meetings, and events. Arranged all on-site logistics, including transportation,
accommodations, cost analysis and audiovisual support.
 Saved travel costs on international and domestic travel for the Vice Presidents by using expertise travel
knowledge ensuring lowest fares and hotel rates.
 Reviewed and discussed resumes of possible candidates with manager to determine qualifications and
best fit for open position(s). Acted as point of contact for candidates overseas to ensure candidate
information and documentation were in place.
 Prepared, tracked and summarized departmental statistics on a daily and monthly basis. Enabled
management to provide feedback to supervisors and their teams.
PROFESSIONAL EXPERIENCE
STATE OF ARIZONA, Phoenix, AZ
Executive Assistant, Human Resources Department, ADOA, 2006 – Present
Support 2 Executive Directors and their teams. Manage calendar and daily schedule. Arrange all travel,
including air, transportation and accommodations. Complete expense reports and maintain corporate card
currency. Run daily reports. Screen calls as needed. Make and distribute copies of documents needed for
meetings.
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Developed expense reports that identified areas of opportunity for decreased spending and increased
monitoring.
Recruited by management to represent site/department throughout system conversions, disaster recovery
testing and training of new systems to both on and off site locations.
Improved accuracy and productivity by developing an automated process for payroll and attendance
records.
CITY OF CHANDLER, Chandler. AZ
Administrative Assistant, Training Department Coordinator, 2005—2006
Supported training team of 14 employees and established plans and procedures for major technology
conversions during a merger/acquisition. Managed the logistics for the conversion projects, which included
printing and shipping manuals and instructor supplies, coordinating participant’s meals, and creating and
distributing electronic surveys. Built relationships with internal and external clients.
 Embraced responsibilities normally handled by the training manager; initiative enabled the manager to
concentrate on classroom delivery.
 Wrote detailed manual including procedures and documentation of the training coordinator position.
 Eliminated unorganized documents and manuals; created a electronic library of frequently used documents
and manuals that ensured critical material was easily accessible at all times.
STATE OF NEW MEXICO, Albuquerque, NM
Senior Administrative Assistant, 1998—2003
Managed calendar and daily schedule for Site Manager, coordinating multiple activities in a fast-paced
environment. Scheduled appointments and recorded them on electronic calendar. Liaised with management
and clients to coordinate meetings and confirm information for presentations and documents. Created and
edited documents and presentations.
 Prepared, tracked and summarized departmental budgets on a daily and monthly basis submitted to
management, resulting in accurate monitoring and forecasting of expenses.
 Developed and implemented training program for newly hired administrative assistants including business
software and office procedures. Increased productivity of new hires.
 Researched, tracked and documented incoming legal correspondence while utilizing outside resources
such as tax offices, attorneys and colleagues. Successfully planned and coordinated conferences,
meetings and events individually and as a team while maintaining budget and time constraints.
Type Your Professional Experience
Education and Training
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Typically appears at the end of the resume
because your work experience really is the most
important in your resume
List schools attended for your degrees awarded
or in progress
Dates are optional. If you add a date to your
education, the reader may be able to determine
your age
Include professional development or relevant
training. You may want to review your Arizona
Government Transcript for your coursework.
Example
CITY OF CHANDLER, continued:
 Re-designed new hire training manual to a cleaner, more modern approach. Emphasizes
the professionalism and organization of the training team.
 Reorganized the new hire training program, including location, lodging, shipment of
materials resulting in significant savings and ease of planning.
 Managed training preparation and logistics for a major software platform conversion during a
merger. Accomplished task without disruption to work output.
Senior Administrative Assistant, 2003—2005
Maintained and coordinated calendars for two Vice Presidents, set appointments, screened
calls. Planned and coordinated conferences, meetings, and events. Arranged all on-site
logistics, including transportation, accommodations, cost analysis and audiovisual support.
 Saved travel costs on international and domestic travel for the Vice Presidents by using
expertise travel knowledge ensuring lowest fares and hotel rates.
 Reviewed and discussed resumes of possible candidates with manager to determine
qualifications and best fit for open position(s). Acted as point of contact for candidates
overseas to ensure candidate information and documentation were in place.
 Prepared, tracked and summarized departmental statistics on a daily and monthly basis.
Enabled management to provide feedback to supervisors and their teams.
STATE OF NEW MEXICO, Albuquerque, NM
Senior Administrative Assistant, 1998—2003
Managed calendar and daily schedule for Site Manager, coordinating multiple activities in a fastpaced environment. Scheduled appointments and recorded them on electronic calendar.
Liaised with management and clients to coordinate meetings and confirm information for
presentations and documents. Created and edited documents and presentations.
 Prepared, tracked and summarized departmental budgets on a daily and monthly basis
submitted to management, resulting in accurate monitoring and forecasting of expenses.
 Developed and implemented training program for newly hired administrative assistants
including business software and office procedures. Increased productivity of new hires.
 Researched, tracked and documented incoming legal correspondence while utilizing outside
resources such as tax offices, attorneys and colleagues. Successfully planned and
coordinated conferences, meetings and events individually and as a team while maintaining
budget and time constraints.
EDUCATION
Bachelor of Science (BS), Human Resources Management and Business Administration,
Arizona State University, Tempe, AZ
Type your
Education and
Training
Additional Information
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Include relevant
information such as:
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Professional
Memberships
Military
Licenses &
certifications
Foreign Language
Abilities
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Awards & Recognition
Community
involvement and
volunteer positions
Sample Resume 1
Very Basic Resume
Note: This is an
excellent way to
list multiple
positions with
one organization
Jennifer Jolly
123 E. Happy Rd
Phoenix, AZ 85000 (602) 123 – 0000 mobile
[email protected]
SUMMARY
Experienced HR professional with an extensive background in staffing, process development, and training. Record
of consistent achievement in creating efficient and productive working environments, improving and automating
processes saving time and costs. Ability to handle multiple responsibilities, set priorities, communicate ideas to
others, and respond positively to demanding situations.
KEY QUALIFICATIONS
● Staffing & Recruitment
● Training
● Customer Service
● Policy & Procedures
● Project Management
● HRIS
HUMAN RESOURCES EXPERIENCE
Arizona Department of Emergency and Military Affairs (DEMA)
2005-Present
Administrative Assistant
 Coordinate and distribute monthly newsletter to instructors advising of important training information
providing valuable and precise information
 Schedule training courses for state HazMat Firefighters, Policeman, Emergency Medical Technicians and
many other first responders
 Build and collect bi-weekly payroll forms for DEMA employees
 Assist in coordinating yearly authorization workshops for current DEMA instructors informing and updating of
any changes
 Prepare class rosters, agendas, evaluation sheets, file folders and biographical sketches in support of
training events
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Act as media coordinator for Palo Verde exercises/disasters
Act as Public Information Officer administrative assistant during state declared emergencies
Participant in largest U.S. Congress mandated terrorist exercise for the State of Arizona (TopOff4), receiving
an Outstanding Achievement Team Award
ABC Company
1998-2004
Human Resources Manager
 Created Standard Operational Procedures (SOP) and electronic filing system utilizing software such as
Adobe Acrobat Professional to convert the office to a paperless system which dramatically increased
efficiency
 Streamlined office work flow by creating new standard office forms
 Managed numerous projects concurrently for an organization of over 17,500 employees
 Conducted meetings to explain regulatory, procedural and policy requirements for staff and issued
identification cards and badges
 Reviewed, determined and processed the following personnel actions utilizing an electronic personnel data
awards, time off, years of service, performance appraisals, pay increases, promotions, leave without pay
and terminations
 Assisted customers and support supervisors with worker's compensation and pay issues
 Prepared reports using data from various source documents and preparing reports according to prescribed
guidelines
 Coordinated diversity initiatives to promote recognition and cultural differences
 Utilized office, law, rule and regulations as guidelines to efficiently assist customers
 Supervised and instructed office staff
 Awarded the Outstanding Team Award
Human Resources Assistant
1998-2003
 Instructed supervisors and customers on company personnel regulations
 Prepared, calculated, logged and managed routing of correspondence for official government business
travel for over 500 personnel
 Maintained official corporate records and executed administrative policies determined by or in conjunction
with other officials
 Recognized for outstanding performance and awarded twice for meritorious service
 Responsible for maintenance and auditing of over 5,000 employee personnel records
EDUCATION & TRAINING
Arizona Department of Economic Security
2005-2005
HR Specialist
 Reviewed employment applications to evaluate qualifications or eligibility of applicants and selected
qualified candidates for interviewing
 Advertised job openings on hiring gateway and statewide job board
 Calculated and presented interview scoring to hiring managers
 Coordinated and presented information on benefits, insurance and employment documents for the new hire
orientation.
 Assisted with confidential personnel issues within personnel rules and gave appropriate suggestions.
 Coordinated job fairs for Child Protective Services resulting in over 150 new hires in a 4 month time span,
compared employment and certification verification of new hires
 Explained personnel policies, benefits, and procedures to employees and job applicants
 Processed, verifed, and maintained documentation relating to personnel activities such as staffing,
recruitment, training, grievances, performance evaluations, and classifications
 Answered questions regarding examinations, eligibility, salaries, benefits and payroll concerns
 Collaborated with HR managers and hiring managers to generate offer letters and individual employee
benefits packages
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Conducted detailed background and reference checks from law enforcement officials, previous
employers, and other references to determine applicants' employment acceptability
Performed Human Resources Information System (HRIS) functions
Indiana University - B.S. Personnel Management., estimated completion June 2008
Arizona Government University 222 completed hours in leadership
Arizona Licensed Public Notary
ADDITIONAL SKILLS
Software: Windows and MS Office Applications-Office XP/Vista: Word, Excel, Power Point, Access, Outlook and
Adobe Acrobat Professional 8
Administrative: Type 60 + wpm, Office Multitasking & Time Management Skilled, Detail Oriented, Current Secret
Security Clearance
Computer: Internet/Email, Outlook, GroupWise, HRIS, State Training and Registration System (STARS)
Resume Checklist
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Make sure there are no
grammatical or spelling
errors
Absence of personal
pronouns
Appropriate tense in
statements
Absence of slang, jargon,
and abbreviations
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Short descriptive phrases
begin with action words
Qualified and quantified
descriptions
Dated entries listed in
reverse chronological
order
Categories arranged with
most relevant information
first
Consistent format