Administrative Specialist, Office Administration, Payroll, HR

*** *. **** **** ****** Phone: 408-***-****

Sunnyvale, CA 94085 Email: **********@*****.***

Johnette L. Nicholas

Objective:

To obtain a challenging, rewarding position in which I could apply and expand upon my current skills.

Ideally I would like to work in a fun, dynamic, and motivating environment with potential for growth.

Education:

2008 San Jose State University San Jose, CA

Bachelor of Arts Degree in Sociology – Graduated with Honors

President’s Scholar for 2 Consecutive Years – 4.0 GPA Required

Alpha Kappa Delta: Sociological Honor Society Member

2000 West Valley College Saratoga, CA

Associate of Arts Degree in Liberal Studies – Graduated with Honors

Experience:

October 2010 – May 2013 Cobalt Power Systems, Inc. Mountain View, CA

Administrative Specialist – Responsible for all administrative functions including but not limited to:

Managed the SunPower lease program for photovoltaic (solar) system installations on residential and

commercial properties. Acted as the primary liaison between SunPower’s A/P department, generated and

provided all documentation for several hundred leases, tracked the status of each project with an in depth

spreadsheet, including the progress billing and receivables.

A/R & A/P: Created customer invoices, verified and posted vendor invoices for payment, received

payments and entered bank deposits, check runs, managed an extensive and detailed spreadsheet for all

open receivables on a daily basis, and generated financial reports. A/R and administrative contact for

General Contractors, completed payment applications and supplied business licenses, W-9 forms and

other required business documentation as necessary.

Month-end Closing: Reconciled credit cards, bank statements and various revenue accounts.

Bi-weekly payroll in QuickBooks, certified prevailing wage payrolls for public/private funds

projects, employee reimbursements, garnishment payments. Managed locked payroll files, created

reports on behalf of management for employee reviews.

Managed employee access and entries into GHG time clock system, approved timecards, corrected

errors and fixed incorrect allocations of job and pay codes, time punches and reviewed prior to running

payroll.

HR: Set up new hire profiles and managed employee files including PTO accrual, promotions and

salary/wage increases, 401k plan deductions and contributions, health insurance deductions, tax

reporting data, etc.

Served as the direct A/R and administrative contact for General Contractors, completed payment

applications and supplied business licenses, W-9 forms and other required business documentation as

necessary.

Generated and signed Conditional and Unconditional Lien Releases for Subcontractors. Secured

Certificates of Insurance for general liability, automobile and workers’ compensation insurance

requirements. Secured Certificates of Insurance for general liability, automobile and workers’

compensation insurance requirements.

Conducted semi-monthly meetings with the President, department Directors and Management to

review open receivables and discuss action items with a focus on completing projects and receiving

payments in a timely manner.

Supported Management and staff assisting with major projects for the President and Directors as

well as co-workers, including creating charts and graphs, spreadsheets and various projects using

Microsoft Office Excel, Word, etc.

March 2009 – May 2010 AlikeList, Inc. Sunnyvale, CA

Office Manager – Responsible for all administrative functions including but not limited to:

A/P: Payment processing, bank deposits, check runs, expense reports, invoice posting.

Month-end Closing: Entered accruals, made journal entries, reconciled credit card and bank

statements, reviewed and ran financial reports. Tax Filing: Prepared 1099 Tax forms

Contractors/Consultants.

HR: Managed all employee medical, dental/vision benefits, was responsible for all employee files

and records including new hire forms, PTO, salary increase and various other documents.

Performed statistical analysis of competitors and conducted target demographic research via the

internet.

Supported user interface and graphic design of website which included image creation, capture and

manipulation. Edited images and content using various tools including Photoshop and Word Press.

Assisted with user experience, graphic design, content revision, proofreading, copywriting and other

random tasks as necessary.

Supported Management, staff and assisted with projects for the CEO, COO and the CMO (Co-

Founders). Maintained schedules and appointment calendars for entire office staff.

Office Work: Creation and maintenance of spreadsheets for several departments, letter drafting, data

entry, opened and distributed mail, package shipping and receiving, maintained relationships with

vendors, customer service, organized board meetings, planned company events, prepared travel

itineraries for employees and visitors which included securing reservations for flights, hotels, AV

equipment for meetings, conferences, etc.

July 2005 – December 2008 Security People, Inc. dba Digilock Sunnyvale, CA

Office Administrator – Responsible for all administrative functions including but not limited to:

A/R & A/P: Sales order Maintenance, created customer invoices, bank deposits, payment processing,

check runs, reconciled credit card and bank statements, posted invoices for payment.

HR: Managed all employee medical, dental/vision benefits, responsible for all employee records

including new hire, vacation and salary increase.

Purchase Orders: Creation and maintenance of purchase orders.

Receiving: Received and managed all inventory transactions within software.

Tax Filing: Prepared 1099 Tax forms Contractors/Consultants.

Administrative Projects: Assistant to the President, Vice President, Operations Manager.

Office Work: Created and maintained spreadsheets for several departments, letter drafting, data entry,

typing, faxing, filing, mail distribution, shipped and received packages, purchased office supplies,

performed various customer service tasks, organized business meetings and travel itineraries.

January 2004 – July 2005 Del Monaco Specialty Foods, Inc. San Jose, CA

Administrative Director – Responsible for all administrative functions including but not limited to:

A/R & A/P: Processed and maintained all sales orders, invoicing, processed payments from customers,

bank deposits, invoice posting, bank reconciliation, payment processing, daily check runs.

HR: Managed all employee medical and dental benefits, responsible for all employee records including

new hire, vacation, wage increase and termination paperwork.

Purchase Orders: Created and maintained purchase orders, received and managed all inventory transactions.

Payroll: Calculated timecards, updated records for payment increases/deductions, processed payroll,

distributed paychecks.

Administrative Projects: Assistant to the CEO, CFO, Director of Sales/Marketing, Director of Operations.

February 2001 – May 2003 Cisco Systems / Manpower San Jose, CA

Lobby Ambassador / Receptionist

Administrative Projects: Applied various skills for campus wide employees including CEO John Chambers.

Office Work: Data entry, typing, filing, faxing, MS Windows applications, package handling and shipping.

Customer Service: Answered phones, call routing, assisted customers and Cisco employees, problem solving & damag

control.

MP News Member: Contributed to the maintenance of the reception website for all Cisco Lobby Ambassadors.

Skills:

MS Excel Certified, Microsoft Office Suite, QuickBooks, Syspro, GHG, Sugar CRM, ERP, Word Press,

Google Calendar & Applications, WebEx, Go to Meeting, Excellent Written & Verbal Communication,

Typing – 80 WPM, Data Entry, Accounting, Management, Highly Organized, Detail Oriented, Excellent

Memory, Dependable, Fast Learner, Flexible, Team Player, Fluent in Sign Language

Interests:

I enjoy reading, traveling, going to concerts, fine dining and spending time with my family. I am an avid

collector of Disney memorabilia, a big fan of music and film, and love ice skating and basketball games.

LinkedIn URL: http://www.linkedin.com/in/johnettenicholas

References Available Upon Request

Contact this candidate