Emily Martinez
Böblingen
Summary
Productive, customer-oriented, and personable Administrative Support professional offering 12 years of experience in clerical, data entry, and fast-paced roles. Well-versed in maintaining accuracy and efficiency in all office operations, including calendar management, program coordination, regulations, compliance, and business tasks. Relocating to Washington D.C. area June 2024
Overview
12
12
years of professional experience
1
1
Certification
Work History
Senior Administrative Specialist
Valiant Integrated Services
Böblingen
08.2022 - Current
- Effectively processed over 140 inbound Marines throughout Europe and Africa, completing all necessary in-processing requirements including travel claims, supplemental travel claims, and pay documents.
- Streamlined administrative workflow by developing real-time accessible rosters, email templates, and processes. Conducting research on regulations to support inquiries.
- Maintained standard document of a Marine's Official Military Personnel File (OMPF) and safeguards controlled forms.
- Extracted information from the MCTFS and ReportNet; prepared Unit Diary (UD), verified UD transactions, and audits UD Management Reports.
- Provided administrative customer service for I/B and O/B personnel and for personnel deploying to and from temporary Duty.
- Developed internal control procedures that ensure quality assurance, timely, and accurate reporting.
- Established internal controls in order to ensure compliance with current directives.
- Assisted RPAC personnel conducting record audits.
- Tracked and monitored pay related issues using the Disbursing Tracking Management System and Reports, taking necessary corrective actions.
- Issued ration cards in accordance with US Army Europe regulations. Processed area clearances and dependent entry approval requests.
- Scanned and uploaded personnel records into the appropriate military personnel file systems.
- Provided position orientation and training for new contractors, government civilians, and military members as required. Additionally providing
- Performed other administrative tasks as requested by government or contractor supervisor. Addressing a range of inquiries related to pay, travel expenses, and entitlements.
Administrative Support Assistant
Child and Youth Services - Parent Central Services
Stuttgart
09.2021 - 08.2022
- Supported and managed over 3,000+ registrations fiscal YTD
- Managed, sent, and tracked packets via Excel tracker for Army Public Health Nurse clearance as part of a Multidisciplinary Inclusion Action Team.
- Utilization of automated programs, email correspondences, facilitating enrollments, registrations, and collection of payments
- Efficiently performed data entry tasks by inputting information, scanning and uploading various documents into organized filing systems
- Verifying military orders, scheduling appointments, registering new households, managing documents, reviewing financial information and calculating total family income sheets for child care fees
- Created custom email templates that are easily modified to improve productivity for business inquiries, requests, and appointments
- Additional duties include informing patrons of U.S. Army protocols and processes for children with special accommodations and medical needs
- Initiating shot reports and following up with time-sensitive verifications and communicated with all CYS facilities and Army Public Health Nurses to initiate start dates for child care
- Identified and corrected billing errors to optimize financial reporting
- Administering refunds, credits, and processing fees on an case by case basis
- Provided comprehensive training to newly hired personnel on operational processes.
- Educated military personnel, government employees, and families on available programs and provided guidance on navigating U.S. Army processes.
Aira Agent
Aira Tech Corp
La Jolla
05.2021 - 09.2021
- As an Aira Agent duties include providing service to people who are blind and low-vision, remotely though applications, coordination of traveling and route planning
- Giving visual information and assisting in various tasks from simple to business-related scenarios and completion of professional tasks
Front Office Representative
Physicians Premier Emergency Room
Corpus Christi
07.2016 - 08.2017
- Welcomed and communicated effectively with incoming patients, interviewing them about their reason for visit and tailored services appropriately.
- Determined patient insurance eligibility, completed registration processes, and scheduling processes via Electronic Medical Record and scheduling system.
- Effectively communicated with providers, staff, and third-party billing to complete tasks.
- Managed patient registration processes, insurance verifications during and after visits, assisted in facilitating patient transfers, collection of copayments, and conducting surveys.
- Compiled relevant patient data, entered data in databases and excel spreadsheets.
Admitting Patient Access Representative
CHRISTUS Health System - Christus Spohn Hospital
Corpus Christi
03.2016 - 07.2016
- Accessed patient information through variety of office software applications, maintaining strict confidentiality to remain compliant with HIPAA regulations
- Greeted and communicated with patients and their family members upon sign-in, interviewed their reason for visit and addressed their immediate concerns
- Handling and facilitating admission orders, registration of patients incoming both via EMS/waiting room, coordinating patient registration, and improving patient wait times
- Determined patient insurance eligibility and benefits, scheduled, prepared, and ensured validation of admission orders
- Procedural requirements included data elements, insurance verifications, authorization for services, collections for all patient portions, balances, and balancing of cash at shift end
Group Personal Trainer
Fit Body Boot Camp
Brownsville
11.2014 - 02.2016
- Supervision of the facility and clientele during class hours
- Assisted clients through individualized nutrition training and check-ins
- Responsible for opening, closing, and maintenance of the facility
- Sales responsibilities included signing up new members for training programs and guiding members through their training experiences
- Creating daily exercise plans for group settings and teaching large group classes
Medical Scribe - Senior Trainer
ProScribe LLC, Valley Baptist Medical Center
Harlingen
08.2012 - 02.2016
- Assisted and communicated effectively with emergency room physicians by completing their medical charts and documentation
- Observed all emergency room patient encounters and assisted with administrative tasks such as handling phone calls, retrieving patient reports/findings, and other duties as needed to improve efficiency, reduce errors, and reduce wait times
- Reviewed patient charts and records for accuracy and proper documentation to avoid claim errors.
Personal Trainer
Freedom Fitness - Ultra Body Fitness
Brownsville
04.2014 - 09.2014
- Trained clients, provided nutritional guidance, education, and follow ups. Maintained a professional and clean environment for members.
- Prepared workout plans and nutrition guides for clients, modified changes in their program after body measurements were completed to achieve their personal goals
- Communicate with clients during training sessions and potential clients during work days
Assistant Fitness Director
Freedom Fitness - Ultra Body Fitness
Brownsville
01.2014 - 09.2014
- Planning, assisting in coordination, and creating appointments for potential clients
- Overseeing of our personal training team, contracts, and ensuring positive client experiences and outcomes
Education
Bachelor of Science - Healthcare Administration
Southern New Hampshire University
Manchester, New HampshireMBA - Health Care Administration
The University of Texas Rio Grande Valley
Edinburg, TexasSkills
- Community relations and outreach
- Instructional plan implementation and effective communicator
- Clerical, billing, and administrative experience
- Performs tasks according to customer service procedures and operational guidance
- Familiar with Healthcare and Military Pay-related regulations
- Navigating Electronic Health Record programs and Military administrative programs
- Appointment scheduling
- Facilitating reports
- Proficient in Microsoft programs (Excel, Word, Powerpoint, Sharepoint), Outlook, Slack, Zoom, Google, ADP and Teams
- Patient, encouraging, safety-conscious
- Ability to supervise clients, work teams, and disperse tasks to improve productivity
- Efficient with managing filing systems, automated information systems, and problem resolution
- Experienced in HIPAA compliance, safeguarding private information
Certification
- IBM Data Analyst, IBM - Coursera - 2021
- OPSEC Awareness for Military Members, DOD Employees and Contractors - August 2023
- USMC MC Records Management: Every Marines Responsibility - January 2024
Security Clearances
- Secret Clearance (Currently Active)
Languages
English
First Language
Spanish
Advanced
C1
German
Beginner
A1
Volunteer Work
- Be My Eyes volunteer (2020-2021): Assisted low-vision and blind individuals by providing real-time visual assistance.
Timeline
Senior Administrative Specialist
Valiant Integrated Services
08.2022 - Current
Administrative Support Assistant
Child and Youth Services - Parent Central Services
09.2021 - 08.2022
Aira Agent
Aira Tech Corp
05.2021 - 09.2021
Front Office Representative
Physicians Premier Emergency Room
07.2016 - 08.2017
Admitting Patient Access Representative
CHRISTUS Health System - Christus Spohn Hospital
03.2016 - 07.2016
Group Personal Trainer
Fit Body Boot Camp
11.2014 - 02.2016
Personal Trainer
Freedom Fitness - Ultra Body Fitness
04.2014 - 09.2014
Assistant Fitness Director
Freedom Fitness - Ultra Body Fitness
01.2014 - 09.2014
Medical Scribe - Senior Trainer
ProScribe LLC, Valley Baptist Medical Center
08.2012 - 02.2016
Bachelor of Science - Healthcare Administration
Southern New Hampshire University
MBA - Health Care Administration
The University of Texas Rio Grande Valley
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