Brooke Tolman
Borden,ON
Summary
Motivated and proficient professional with 3 years of supervisory experience. From her supervisory experience, Ms. Tolman is able to utilize attention to detail, provide programmed services, and employ the ability to perform duties unsupervised. Ms. Tolman’s ability to adapt to work surroundings and learn quickly provide value to any company. Working both in her own capacity as a consultant and in the DND capacity as a Deputy Administrative Officer have allowed Ms. Tolman to be highly self-motivated and team-oriented when tasks are given. Adept at managing budgets, payroll, invoicing and general accounting functions. Instrumental in keeping business operations fully compliant and working within budgetary guidelines. Ms. Tolman also has excellent time management and communicates well while enjoying being the problem solver.
Overview
16
16
years of professional experience
1
1
Certification
Work History
Deputy Administrative Officer AS-01
DND
03.2023 - Current
- Professional, Liaise with admin team in getting updates on any changes to positions (vacancies, new hires, LWOP, deployments, etc.)
- Track and audit these changes and maintain accuracy of SWE by making corrections as required within an internal unit tracking system
- Work with benefits and entitlements within the capacity of the substantive collective agreement for Overtime, Standby, and special leave pay
- Every pay period conducts an audit on DRMIS and making changes to codes as necessary
- Identify variances on DRMIS, investigate the variance and make corrections as necessary
- Completing tasks for the Admin Officer on an as needed basis
- Initiating and finalizing claims for civilian and military members
- Briefing senior staff such as Major /Capt.
- With updates to programming and management of tasks
- Deliver personnel budget presentations regarding each quarter and end of year SWE for the unit (250ppl)
- Monitor Civilian pay issues bi - weekly with Pay Centre and Timekeepers
- Monitor payouts from HRSS.
- Skilled at working independently and collaboratively in a team environment.
- Demonstrated respect, friendliness and willingness to help wherever needed.
Administration Support Clerk and Procurement Officer
DND
06.2022 - 03.2023
- Prepare supporting documentation for various methods of procurement and to provide related support services
- Enter member’s records and track changes in Guardian
- Provide instructions and support to assigned client organization regarding contracting and procurement requirements
- Prepare and process Members financial claims
- Collate incoming and outgoing mail for CFFCA
- Use a variety of software used in procurement activities, to input, manipulate, retrieve data and information, to cross reference specifications, invoices, etc
- Organization documents to confirm delivery, initiate payment and track files, and also for inventory, receipting, tracking, issuance control and reporting purposes
- Update member’s records in Guardian and Monitor Mass
- Respond to internal and external enquiries, prepare call-ups against standing offer agreements (SOA) and requisitions contracts
- Collect corresponding documentation per project and delegating appropriately
- Answer member’s financial inquiries as a Financial Clerk
- Create and monitor RPO work orders for CFFCA
- Updated account information to maintain member records.
Facilities Coordinator Clerk
Calian
09.2021 - 06.2022
- Entered member’s records and track changes in Guardian for the unit Warrant at CFLTC Ops
- Briefing senior staff weekly in weekly O groups
- Facilitated creating new MITE codes for Canadian Forces Logistics Training Centre new fiscal year training schedule
- Prepared and processed policies and procedures in SharePoint
- Updated member’s records in Guardian and Monitor Mass
- Processed facility booking requests for Canadian Forces Logistics Training Centre personnel in SRMS
- Developed and maintained the facilities schedule reflecting Canadian Forces Logistics Training Center's training schedule
- Administered daily email correspondence using Microsoft Office personal inbox and Canadian Forces Logistics Training Centre OPS plus box
- Collected corresponding documentation per project and actioning appropriately
- Coordinated proposals for unit changes
- Answered member’s inquiries and needs as the OPS Facility Coordinator Clerk
- Processed force test requests for Canadian Forces Logistics Training Centre personnel in FORM e-FIT
- Acted as the IT liaison for all Canadian Forces Logistics Training Centre Assets
- Created and monitor RPO work orders for all Canadian Forces Logistics Training Centre buildings
- Nominated members for all Professional Development courses in Guardian
Elle Icon Consulting
10.2020 - 12.2021
- Digital and Social Media Consulting and Marketing Professional, )
- Tasks Performed:
- Effectively file client records and track changes
- Prepare and process monthly retainer
- Update business records
- Process business income and monthly monetary records
- Develop and maintain Client content effectively
- Emailing clients
- Prepare proposals for new clients
- Answered client’s inquiries and needs regarding work to be tasked
Children and Youth Program Supervisor
Borden Family Resource Centre
11.2018 - 08.2020
- Delivered key support to Military members and families with in the community of CFB Borden in obtaining access to child care, youth supervision and various other military and civilian resources
- Briefing Director and manager in weekly Supervisor meetings to remain on track with goals and expectations
- Provided assistance with applications and delivered information regarding community programs for military families
- Developed policies and procedures for implementing and administrating written policies
- Communicated new initiatives to families regarding children and youth development opportunities and local programs
- Processed client files
- Encouraged administrative efficiency and effectiveness
- Recruit new staff candidates
- Maintained employee records and effectively update changes
- Process Payroll for employees
- Update policies and procedures according to appropriate change
- Interview applicants about their experience, education, and skills
- Inform applicants about job specific details
- Processing travel claims for staff
- Produced and distributed email updates and other forms of communication
- Prepared invoices, reports and staff memos
Mortgage Agent
The Mortgage Station
06.2016 - 06.2018
- Arranged Client and Staff confidentiality
- Reviewed approved loan applications to facilitate closing process.
- Followed up with clients on missing loan documents, providing guidance on best way to complete application process.
- Developed financial client records
- Handled and distribute Mail
Educational Assistant
York Region District School Board
09.2007 - 07.2018
- Consult with employer to identify needs and preferred qualifications
- Delivered personalized educational, behavioral, and emotional support to individual students to enable positive learning outcomes.
- Provided support to help students with special needs learn and grow.
- Handling client concerns and complaints
- Partnered with teacher to plan and implement lessons following school's curriculum, goals, and objectives.
- Applied specialized teaching techniques to reinforce social and communication skills.
- Compiling paperwork and filing appropriately
- Assessing documentation and making recommendations
- Following policies and procedures
- Greeting clients
Education
Associate of Arts - Early Childhood Education
Seneca Collage
Toronto2006
Skills
- Administrative Management Abilities
- Oversee Administrative Functions
- Administrative Support
- Commanding Officer Advisement
- Order and Refund Processing
- Computer Proficiency
- Microsoft Excel
- Adobe Systems Adobe Acrobat
- Team Development
- Microsoft SharePoint
- Oracle
- Monitor Mass
- ClaimsX
- DRMIS
Accomplishments
Qualified Pools:
22-DND-EA-NAST-495592 Group and Level: CR-04, CR-05, AS-01
- Supervised team of 5 staff members.
- Used Microsoft Excel to develop inventory tracking spreadsheets.
- Developed and implemented SWE tracking system and forecasting, which resulted in increased company efficiency for the quarterly budgets.
- Managed inventory and office budgeting for supplies for busy office of 50 employees.
- Managed daily PT, Classroom and facilities schedules and bookings for Canadian Forces Logistics Training Centre .
Additional Information
- Security Clearance Information: Clearance Level: Enhanced Reliability (Secret Clearance in process)
Certification
- Guardian Service Record Management
- DRMIS UU19, UU06, UU39, UU48, UU49, and UU50
- Green Procurement
- Expenditure Management Course: Section 32, 33, 34
- Contracting Direct With Trade
- Guardian MITE Scheduler
- Guardian MITE Manager
- Mental Health First Aid
- Becoming a supervisor: The Basics
- Payment card Orientation
- Procurement Basics for Professional Services
- Common Business Rules for Standing Offers
- Common Business Rules for Supply Arrangements
- Phoenix manager Self-Serve
- Preventing Harassment and Violence in the workplace for employees.
Timeline
Deputy Administrative Officer AS-01
DND
03.2023 - Current
Administration Support Clerk and Procurement Officer
DND
06.2022 - 03.2023
Facilities Coordinator Clerk
Calian
09.2021 - 06.2022
Elle Icon Consulting
10.2020 - 12.2021
Children and Youth Program Supervisor
Borden Family Resource Centre
11.2018 - 08.2020
Mortgage Agent
The Mortgage Station
06.2016 - 06.2018
Educational Assistant
York Region District School Board
09.2007 - 07.2018
Associate of Arts - Early Childhood Education
Seneca Collage
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