Katie McMahon-Stevens

• Provide high-level professional and confidential secretarial and administrative support to the Kimberley Regional Manager and regional management team
• Effectively manage the Regional Manager's calendar and schedule meetings, ensuring efficient use of time. Act as a liaison between the Regional Manager and regional and departmental staff, and external stakeholders to coordinate meetings and relay information as directed. Filter and triage queries according to Regional Manager workflow priorities.
• Facilitate and attend meetings, prepare agendas and support materials in advance, and arrange meeting room bookings, catering, and provision of technical equipment. Record and circulate meeting minutes, reports, presentations, and other documents as required.
• Control and maintain confidential records and filing system for the Regional Manager using Sharepoint and the departmental digital records management system (Kaartdijin Mia)
• Actively monitor the Regional Manager's Outlook account, receiving, distributing and actioning incoming correspondence on behalf of the Regional Manager.
• Maintain a tracking system (implementation of Regional Manager's daily task list) to ensure timelines are met by Regional Manager and regional staff concerning Ministerial correspondence, parliamentary questions, and other internal departmental requests
• Draft correspondence using Microsoft Office Suite on behalf of Regional Manager, including letters, memos, Ministerial Briefing Notes, and internal and external emails. Design and develop Powerpoint presentations
• Coordinate and assist the Regional Manager and regional staff to research and collate information for ministerial correspondence and other departmental reports and responses, ensuring the correct templates utilised. Assist with drafting and proof reading documents to ensure alignment with departmental guidelines and formats
• Review local policies and procedures regularly to ensure efficiency and compliance. Draft new policies and update existing policies as required.
• Coordinate and arrange travel, accommodation and car hire for meetings, conferences and seminars for Regional Manager and regional staff
• Manage the implementation of processes and policies relating to Human Resource Management, recruitment and training. This includes:

- Providing accurate and current advice to staff according the relevant Awards, Acts and policies

- Review and process claims (District Allowance, annual leave travel concessions, camping allowances)

- Coordinate recruitment processes, assisting managers in completing relevant forms and providing advice.

- Track contract renewals, confidential filing and record keeping of personnel files, maintain current organisational charts and regularly update regional Job Descriptions

- Coordinate and manage Personal Development Plan process for Regional Manager's direct reports

- Coordinate and facilitate the delivery of training for all Kimberley Region staff according to priority, including mandatory departmental training and other as directed

• Participate in departmental fire management activities, including an active role in the state pre-formed team (resources, management support)
• Implementation of fire shift register processes and data entry, and input of fire overtime claims for wages staff
• Provide administration support at Joint Management Body meetings and liaise with Traditional Owner groups

• Provided excellent service and attention to customers when face-to-face or through phone and email conversations, ensuring that current and accurate information was provided to the public and external stakeholders on departmental services and facilities as required
• Provided high-level administrative and secretarial support to West Kimberley District staff, including preparation of correspondence and other documents using Microsoft Office Suite applications. Provided human resource management assistance - processing of allowance claims and advising on relevant Policy and Awards
• Managed district filing system, mail processing, archiving and records disposal per departmental guidelines and State Records Act 2000
• Managed bookings and payments for camping and entry into National Parks using Parkstay, and bookings and payments for the Danggu Geikie Gorge boat cruise using the Rezdy online booking system
• Prepared and accurately processed accounts payable, journal transfers and revenue transactions using the Oracle financial system
• Balanced and managed reimbursement of petty cash, and reconciled monthly staff corporate card expenditure
• Maintained the District Asset Register and property equipment register
• Checked stock to determine inventory levels of brochures and saleable publications, and maintained consumable office supplies. Advised staff on supply policies and procedures to comply with the State Supply Commission Act 1991
• Performed data entry tasks accurately within specified timeframes.
• Arranged travel and accommodation for District Manager, district staff and other DBCA staff as directed
• Set up workshops, conferences and meetings by scheduling and reserving rooms and preparing supplies.
• Created and distributed documents, such as agendas and meeting minutes.
• Tracked and submitted employee timesheets to prepare for payroll processing
• Actively participated in roles relating to fire management, including bushfire suppression and prescribed burning, and emergency response including search and rescue and wildlife strandings

• Preparation of burn prescriptions as directed by the District Fire Coordinator.
• Assessment and review of submitted burn prescriptions to ensure all information was present and correct
• Mapping of fire and prescribed burns using the ArcGIS program
• Conducted prescribed burn boundary checks and preparation prior to burning season
• Managed the departmental database (Red Card) to record District staff's current skills and competencies
• District and State fire duties as required, including resources officer, management support officer, catering and logistics

• Customer service and reception
• Processing incoming/outgoing mail
• Tender of sales via EFTPOS & cash
• Accounts payable
• Accounts receivable - including generating invoices
• Monthly corporate card reconciliation
• Reconciliation of revenue collected from National Parks
• Provide administration support to the DBCA team
• Audit checks on Oracle financial batches
• Stocktake and ordering of saleable publications
• District filing using Objective/Infobase
• Process payroll timesheets and audit check reports
• Operational fire duties as required
• VISTAT (visitor statistics) reporting
• Input of Fleet running sheets
• Maintaining Search and Rescue contact via VHF radio for aircraft.
• Provided general clerical support such as photocopying, faxing, scanning.
• Oversaw office inventory by restocking supplies and submitting purchase orders.