Melissa Colquhoun
Bowmanville,ON
Summary
Organized, dependable and successful at managing multiple priorities with a positive attitude. Willingness to take on added responsibilities to meet team goals. Detail-oriented team player with strong organizational skills. Ability to handle multiple projects simultaneously with a high degree of accuracy. History of approaching policy challenges with a disciplined and quality-driven mindset. Adept at solving problems, managing conflict and organizing change with an accurate and efficient approach. Familiar with data gathering and analysis, modeling and trend forecasting.
Overview
31
31
years of professional experience
Work History
Senior Operational Policy Officer
Ministry of Transportation
2024.02 - Current
- Planning, assessing, developing, modifying, and implementing operational proposals, policies, or procedures
- Monitoring, evaluating, and providing administrative support services to related programs
- Researching issues, policies, procedures, or regulation/legislation through internal or external sources
- Developing options and alternatives, analyzing financial, legal, economic, social and other implications and making recommendations to senior management through reports and presentations
- Develop, modify, evaluate, and monitor operational policies and procedures, forms, news releases, informational presentation and other materials and identify training and development needs of users in implementing approved policy or procedural decisions
- Providing updates to management and ministry executives of work/ project progress and changes and consulting with Coordinator for direction and advice
- Advising on and participating in communication of policy development evaluation to all relevant staff and affected parties, including development of systems and procedures to ensure successful implementation of operational policies
- Liaising closely with divisional partners and government to provide input into formulation or amendment of operational policies/procedures, bulletins, training and awareness materials related to road user safety; Providing input in reviewing of manuals documentation to ensure consistency of policies and procedures Advising Training, Development and Documentation Section of upcoming training to be prepared and delivered by a Training and Development Officer, as well as necessary changes to program manuals and assisting in the preparation and production of various educational/awareness brochures and appropriate distribution procedures; Developing and/or amending program/ sub-program related to Road User Safety Programs
- Evaluating business procedures related to the administration of the programs and forwarding recommendations to the Coordinator for review; Identifying overall trends in road safety and program deficiencies, investigating and developing options and recommendations to the Coordinator on courses of action;
- Conducted regular reviews of existing policies, identifying areas for improvement or revision as necessary.
- Maintained a strong understanding of relevant legislation, ensuring compliance within all drafted policies.
- Collaborated with stakeholders to gather valuable input, ensuring policies were well-informed and comprehensive.
Program Support Assistant
Ministry of Transportation
2022.09 - 2024.02
- Oversee and coordinate the office’s overall administrative functions
- Prepare meeting agendas, emails, and memos for distribution, ensuring accessibility standards are met
- Coordinate, track and monitor e-mails, materials, correspondence, Ombudsman’s Office & MPPs Office requests
- Providing timely/concise verbal and written responses in an accurate, knowledgeable, and professional manner
- Serve as the primary administrative contact for our team
- Supporting Heavy Commercial Vehicle (HCV) clients via telephone and email – documenting interactions within the HCV database
- Authenticating client identity as per procedures
- Walking clients through the external site
- Responding to client enquiries/complaints, received by email using approved messaging and maintaining logs on outstanding customer issues & documenting responses
- Track and record all files reviewed
- Using client management and transaction record systems such as Heavy Commercial Vehicle Deferred Payment Program (HCV DPP) external and internal site, Amazon Connects, Licensing and Control System (LCS) and Action Request Management System (ARMS)
- Investigating client files and fees using internal site and LCS
- Interacting with IT support for any technical issues
- Prepares weekly & monthly reports on client’s accounts and making recommendations / flagging issues to manager / team lead on appropriate action
- Supports audit and oversight program, prepares files for review by the Controllership Financial Analyst
- Review accounts / self-declaration documentation for accuracy
- Prepares draft recommendation based on review
- Submits package for review
- Issue letters to non-compliant clients
- Tracing, investigating, researching, and cross-checking system reports
- Receive Integrated Financial Information System (IFIS) errors from Financial Analyst and take appropriate action to investigate and resolve issues
- Providing training to new team members
- Served as Lead trainer for 25 vendor staff, 3 senior staff and 3 students
- Ad hoc duties as assigned.
Purchaser / Project Management / Administrative Assistant / Support
Bel-Merit Enterprises Ltd.
2002.01 - 2022.01
- Purchasing materials and supplies as required by the office / shop based on material requisitions received daily
- Ensuring product levels, and order flow are perfected to achieve target delivery dates and sales goals
- Contacting vendors on various materials needed, negotiating pricing, preparing, and dispatching purchase orders for the same, track orders
- Ensure products purchased meets the parameters established and hold vendors accountable for delays or supply of poor-quality goods
- Invoicing using Business Vision & QuickBooks, processes payments, maintains accurate accounting records and control, monitor and balance petty cash, preparing cheques, bank deposits, reconciliations and performs detailed calculations to balance accounts, purchases, remittances, disbursements, and refunds
- Managing projects with the Shop Supervisor and Interacting with the Project Managers/coordinators from receipt of purchase orders to completion of jobs
- Prepares agendas, takes/transcribes minutes and follows-up on action items
- Scheduling and tracking jobs using Sales force
- Compiling daily, weekly & month end reports
- Answering multi-line telephone and providing key secretarial support to various departments
- Performs related administrative functions, coordinates, and maintains an efficient and effective record/retrieval system
- Data entry, drafts correspondence, compose and type letters and memoranda
- Monitor status and accuracy of workshop projects, expedites jobs, resolves problems/issues with clients, Project Managers & Coordinators, prepares status reports and provides recommendations to customers
- Coordinate and expedite contracted work, determining specifications and meet deadlines
- Monitor, track, and report attendance
- Scheduling of Appointments, maintaining management calendars, Flight & Hotel bookings
- Operates office equipment and computers, utilizing a variety of software packages, applying speed and skill
- Prepares presentation material
- Utilizes detailed layout and formatting
- General office duties like receiving and distributing mail, order and maintain an inventory of office supplies and equipment
- Member of the Health and Safety Committee (Conducting Plant Tours, Scheduling & holding meetings, and Updating the Health & Safety Bulletin Board and Binders)
- Ensure that the tracking and follow up of requests on various jobs is maintained and deadlines are met.
Secretary/Office Assistant
Al Nabooda Automobiles LLC
1997.01 - 2002.01
- Answered multi-line phone system and enthusiastically greeted callers.
- Maintained daily report documents, memos and invoices.
- Scheduled appointments and conducted follow-up calls to clients.
- Handled sensitive information discreetly, maintaining confidentiality when managing personnel files or financial data.
- Handled daily scheduling tasks and provided administrative support for entire department.
- Prepared professional correspondence, including memos, letters, and emails, ensuring accuracy and timeliness.
- Entered data into system and updated customer contacts with information to keep records current.
- Maintained electronic filing systems and categorized documents.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Maintained office supplies inventory by checking stock and ordering new supplies.
- Provided clerical support to company employees by copying, faxing, and filing documents.
- Managed executive calendars, scheduling appointments and meetings to optimize time management.
- Provided exceptional customer service by promptly addressing inquiries and resolving issues professionally.
- Contributed to a positive work environment by providing support to colleagues when needed in various tasks or projects.
- Maintained accurate records of office expenses, assisting in budget preparation and cost control efforts.
- Assisted in event planning and execution for company functions such as conferences, workshops, or social gatherings.
- Screened visitors and issued badges to maintain safety and security.
- Composed inter-office correspondence and provided product and service information to customers.
Secretary/Office Assistant
S.I Properties Limited
1994.01 - 1997.01
- Managed incoming correspondence to enhance employee performance and reduce time spent on processing and responding.
- Monitored and tracked budgets and expenses.
- Coordinated travel arrangements for staff members.
- Assisted with onboarding of new employees.
- Supported staff on special assignments and ad hoc projects.
- Coordinated and scheduled meetings and appointments.
- Created and maintained detailed records of all office activities.
- Purchased and maintained office supplies.
- Processed incoming and outgoing mail and packages according to established procedures.
- Kept office supplies well organized and sufficiently stocked, placing orders promptly to replenish materials before depleted.
- Promptly received and forwarded incoming communications, such as phone calls, emails, and letters, to appropriate staff.
- Answered and managed incoming and outgoing calls while recording accurate messages for distribution to office staff.
- Input data into spreadsheets and databases.
- Created purchase orders and tracked invoices to avoid missed or delayed shipments.
Education
Skills
- Customer Service Excellence
- Leadership skills
- Negotiating skills
- Accounting
- Analytical and Critical thinking skills
- Oral and Written Communication skills
- Relationship and Time Management
- Issues & Database Management
- Superior Computer skills
- Interpersonal skills
- Organizational skills
- Policy Analysis
- Research and Evaluation
- Policy compliance understanding
Other Information
Canadian Citizen, Volunteered at the Lakeridge Health Bowmanville, Valid driver's licence (G Class), Willing to travel., Fully Vaccinated
Key Qualifications
- Excellent organizational, analytical, problem solving and multi-tasking skills, with the ability to set priorities, coordinate a diverse workload and meet tight deadlines.
- Ability to work independently in a high pressure, fast-paced, high volume team environment, with minimal supervision.
- Excellent interpersonal and customer service skills with the ability to communicate effectively with senior staff, team members, clients, vendors, the public and external contacts in person, by phone and mail.
- Experience in the performance of varied administrative tasks involving the preparation, research, summary and reconciliation of data and the control and expedition of documents, data, revenues, and cash (e.g., verifying, accepting, and posting incoming payments, paying for services, receiving, and recording deposits for end of day balancing).
- Excellent verbal and written communication skills and the ability to compose written correspondence, summaries, statements, and documentation requiring the interpretation and application of a wide range of administrative practices.
- Operate office equipment and computers, using a variety of software packages, applying speed and skill. Prepares presentation material. Utilizes detailed layout and formatting.
- Ability to type/keyboard at a fair rate of speed. Proof-reading skills with an emphasis on diligence and accuracy.
- Considerable experience using Word, Excel, PowerPoint, Outlook, Business Vision, QuickBooks, Salesforce, Office 365, MS Teams, SharePoint, OneDrive, OneNote, Amazon Connects & LCS.
- Experience in coordinating meetings along with boardroom bookings, luncheons, travel, and accommodations. Take and transcribe minutes.
- Ability to exercise independent judgement and discretion in dealing with confidential matters and the ability to manage and resolve demanding situations calmly with tact and diplomacy.
- Very resourceful, flexible, adaptable, and possess a high degree of common sense and initiative.
- Experience receiving and paying out cash, monitors, and balances petty cash, prepares bank deposits, withdrawals, reconciliations, and processes cheques and performs detailed calculations and computations to balance accounts, purchases, remittances, disbursements, and refunds.
References
Available upon request.
Timeline
Senior Operational Policy Officer
Ministry of Transportation
2024.02 - Current
Program Support Assistant
Ministry of Transportation
2022.09 - 2024.02
Purchaser / Project Management / Administrative Assistant / Support
Bel-Merit Enterprises Ltd.
2002.01 - 2022.01
Secretary/Office Assistant
Al Nabooda Automobiles LLC
1997.01 - 2002.01
Secretary/Office Assistant
S.I Properties Limited
1994.01 - 1997.01
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