Stephanie Williams
NC DHHS/ Council on Developmental Disabilities
Smithfield,NC
1
Certification
19
years of professional experience
Detail-oriented Executive Assistant with expertise in managing complex schedules and coordinating meetings while handling confidential information. Strong communication and organizational skills enhance team collaboration and drive results. Resourceful in adapting to shifting priorities, consistently delivering high-quality outcomes.
Work History
Executive Assistant
2 Years 2 Months- Coordinate executive calendars, prioritizing meetings, deadlines, and constituent commitments.
- Prepare board and committee materials, agendas, minutes, and follow-up actions.
- Manage confidential correspondence, records, and sensitive documentation with accuracy.
- Schedule meetings, conference calls, and travel arrangements for senior leadership.
- Track deadlines, deliverables, and action items to keep initiatives on schedule.
- Support event logistics, including room setup, materials, and participant coordination.
- Manage office inventory, tracking supplies and placing orders to ensure smooth daily operations.
- Work with senior management to initiate new projects and assist in various processes.
- Serves as NCCDD’s primary purchasing agent for equipment and supplies.
- Coordinates the development of materials and publications for quarterly Council meetings, workshops, and Executive Committee sessions.
- Manage travel planning, reimbursements, and training logistics for the Executive Director, Director of Operations, and the 40-member Council.
- Prepare budget authorization forms, process invoices and purchasing transactions, and ensure alignment with state, DHHS, and federal guidelines.
- Serves as a primary point of contact for Council members, external stakeholders, state agencies, partner organizations, and the general public.
- Supervises Office Assistant V and temporary administrative staff.
- Provides operational oversight for NCCDD’s In-House Initiatives, including the Council Development Fund, Rossi Fund, and Conference Funding programs.
- Conducts program research, assists with HR onboarding /offboarding tasks, coordinates contracting and office logistics, analyzes data for program impact, and implements operational improvements requiring independent judgment.
Registration Specialist
1 Year 5 Months- Interpreting the statutory and regulatory compliance of orders, and advising telephonic, walk-in, and correspondence customers of applicable laws and regulations.
- Efficiently and accurately evaluating and processing electronic requests to amend birth certificates which contain missing or erroneous information, require legal name changes, or require modification to other data within the legal record.
- Maintained and updated electronic vital records in NCOVR, ensuring accuracy and compliance.
- Assisting with the Registration and Amendments activities performed by others.
- Cross-matched birth and death records in electronic registration system to prevent fraudulent use of birth certificates.
- Utilized electronic systems for proofreading, researching, analyzing, editing, and gathering required information or documentation daily.
- Updated court order name changes in NC DAVE system.
- Processed marriage and divorce records in NC DAVE system.
- Issue birth certificates and vital check invoices for payment.
- Created mail merge documents for efficient mass mailings.
- Supervised overtime volunteers within Special Registration Unit to ensure effective operations.
Administrative Specialist II
5 Years 8 Months- Serve as lead administrative support for Chronic Disease and Injury Section chief and section office staff
- Handle all travel arrangements and reimbursements for section chief and staff
- Maintained and updated the section chief's calendar.
- Managed all administrative and support needs for the section office and reported directly to the section chief.
- Liaise with vendors to order and maintain inventory of office supplies
- Plan meetings and prepare conference rooms
- Use survey instruments and collected data for variety of studies
- Create files, reports and records while maintaining confidentiality
- Prepare documents in Word and Excel
- Take meeting minutes monthly for five different branches within division, including section management team meeting
- Managed all webinar announcements for the CDI section.
- Approved staff time entries in beacon system and maintained records in SAP GUI
- Work with IT staff to update Listserv
- Collaborated with budget team to ensure accurate completion of section office inventory
- Work with Block Grant to send out Health Communities mailings
- Worked with Purchasing on assembly of sections AA
- Submitted IT & facilities requests on phone, via email or through IT ticketing system (TARS).
- Oversaw daily operations of building receptionist duties, ensuring efficient front desk management.
Administrative Officer
3 Months- Coordinated logistics for events, including associated travel and logistical arrangements
- Arranged comprehensive travel plans for management, board members and executive staff
- Executed accounts receivable duties, including invoicing, charge-back research, discrepancy resolution, and reconciliations
- Responded to client inquiries and address, resolve or escalate issues to management personnel to ensure client satisfaction
- Managed office supplies and vendors, organized workspace, and oversaw daily operations for a 9-person staff
- Aggregated and prepared documentation and reports for office meetings, ensuring timely distribution and accurate filing
- Support agency Director through personal document management, calendar organization and collateral preparation for meetings
- Documented meeting minutes accurately. Coordinate board and committee meetings, including schedules and information preparation and distribution
Administrative Assistant III
1 Year 8 Months- Managed scheduling for department events and meetings.
- Research/compile/input/processes and retrieve information from a variety of source documents and verify format/accuracy/completeness
- Prepared, tracked, and monitored warehouse department invoices to ensure timely processing and accurate financial reporting
- Compiled and organized financial data to produce detailed expense reports.
- Create and monitor all requisitions for payment
- Processed all purchase orders by documenting and verifying receipts.
- Supported warehouse supervisor in managing daily operational tasks. with all aspects of the department budget process
- Perform all duties relating to the matter of the department budget, financial forecasting, including the presentation of findings, reconciliation of errors and discrepancies
- Utilized Oracle BI Publisher to process and generate accurate material forecasts for warehouse work orders
- Maintain all staff time/payroll records
Office Manager/Executive Assistant
9 Years 4 Months- Supported Chief, Assistant Chief and Team Leaders with daily operational functions
- Obtained documents, clearances, certificates, and approvals from local, state, and federal agencies to ensure compliance and facilitate operations
- Trained and supervised junior level administrative colleagues as required
- Served as corporate liaison between Finance, IT and Human Resource Departments
- Screened resumes and coordinated phone and in-person interviews to identify qualified candidates for open positions
- Trained and supervised junior level administrative colleagues.
- Developed and implemented new employee evaluation processes, enhancing performance assessment and feedback mechanisms
- Prepared agency files for cases under litigation
- Created detailed expense reports and requests for capital expenditures
- Maintained personal state issued P-card (credit card.)
- Established, maintained, and updated the section's database and developed spreadsheet reports.
- Managed state-issued P-card for purchasing transactions
- Coordinated with all media in North Carolina by creating and submitting monthly Certificate of Need legal ads
- Managed all aspects of the section's document storage.
- Compiled public hearing information, (i.e. Meeting agendas, sign-in sheets) for use at scheduled public hearings
Education
Bachelor of Science - Business Administration
Skills
Calendar management
Executive support
Office management
Vendor management
Expense Reporting
Calendar management
Purchase orders
Fiscal Budgeting
Business Forecasting
Spreadsheet management
Database Management
Records Management
Process Improvement
Microsoft 365
Office management
Certification
North Carolina Notary
Timeline
Executive Assistant
NC DHHS/ Council on Developmental Disabilities
08.2024 - CurrentRead More
Registration Specialist
NC DHHS/Division Of Public Health (DPH)/NCOVR
01.2023 - 06.2024Read More
Administrative Specialist II
DHHS/ Division Of Public Health/CDI Section Office
10.2018 - 06.2024Read More
Administrative Officer
N.C. Department of Transportation
05.2018 - 08.2018Read More
Administrative Assistant III
Public Works Commission
09.2016 - 05.2018Read More
Office Manager/Executive Assistant
Department of Health and Human Services/ DMH & DHSR
05.2007 - 09.2016Read More
William Peace University
Bachelor of Science from Business Administration
Read More