Administrative Assistant Manager

Jessica Alvarado

**** **** **** *****

Oak Lawn, IL 60453

Phone 773-***-****

E-mail: ********@*****.***

Objective: Seeking a position in Accounts Receivable/Payable

Education: Fox College, Oak Lawn, IL-graduated April 2002 - Associates in

Applied Science

Fox College, Oak Lawn, IL-graduated October 2001 - Certificate in

Business Admin.

Hubbard High School, Chicago, IL-graduated June 2000

Skills: Typing: 75 words per minute

Computer Programs: Microsoft Windows 98, Word 2000, Word 2007,

Excel 2000, PowerPoint 2000, Microsoft

Office Outlook 2003, Microsoft Office 2007,

Integrating Microsoft Office 2000, Carpe

Diem, LegalKey, DeltaView, Accutrac, CMS,

NetSuite, Time Ticket

Dictaphone: Letters, memorandums, reports, and legal

documents

Language: Speak Spanish fluently

Business Introduction to Business Business Presentation

Courses Introduction to Psychology Business Language Skills

Completed: Introduction to Microcomputers Business Mathematics

Word Processing Business Ethics

Keyboarding Problem Solving I & II

Administrative/Legal Systems Oral Communications

Argumentative Writing Technical Writing

Business Management I & II

Experience: GradeBeam

September 2009-December 2009

Accounts Payable/Receivable/Administrative Assistant (Temporary

Position) -Processed check payments on costumer accounts using

NetSuite Software. Actions needed to process data included:

Sorted through incoming mail

Distributed checks & other correspondence to appropriate manager

Processed checks with correct Sales Representative information

Updated clients contract to represent new expiration date & year

Corrected any descrepancies in clients accounts

Processed credit adjustments/discounts made to clients accounts

Sent invoices to clients for payment

Verified account was up-to-date & all fields filled out

appropriately

Created new profiles for new clients

Created bank deposit slips for payments received that business

day

Made and deliveredcopies

Some of my other duties included organizing the company office

space. Organizing and ordering supplies; re-arranging & organizing

storage closets;created new filing system, along with creating new

folders & putting older files into storage;sorted through previous

files and discarded files not needed;shredded documents that

contained credit card information;made corrections to client

accounts;reformated clients accounts to make them searchable in

the database; planned company events and maintained all files.

Access Media 3

July 2009-September 2009

Accounts Receivable Clerk (Temporary Position) -Processed receipts

and cash payment on customer accounts using NetSuite Software.

Actions needed to process data included:

Sorted through incoming mail

Followed established procedures for processing cash

Processed cash receipts

Verified cash entered corresponded with the bank deposit

Processed credit adjustments to customers accounts

Maintained up-to-date billing

Monitored customer account details for irregularities

Revised Memorized Transactions from old General Ledger account to

new General Ledger accounts

Revised Memorized Transactions to automatically issue invoices for

each month

Arranged to have payments deducted monthly from customer credit

cards in NetSuite

Updated customer account information

Revised General Ledger account codes and descriptions

Assisted in sending out monthly customer statements

Kerasotes Theatres

February 2009 - April 2009

Revenue Department Clerk (Contract position)-Each week processed

hundreds of envelopes of containing weekly data received from each

Kerasotes Theatre. Actions needed to process data included:

Logged each envelope of data received into a Spreadsheet

Distributed envelopes to assigned revenue personnel

Compared data counted to data written on envelope to confirm

consistancy

Entered data information into a Spreadsheet

Documented discrepancies between data counted in envelopes to data

reported from the movie theaters

E-mailed theaters regarding discrepancies found for their location

and requested response and action on their part to correct all

discrepanies

Created and maintained correspondence files for each Theater

Sent out daily gross reports for all Theaters

Processed Movie Money Orders placed online or by telephone from

clients

Logged in total Movie Money Certificates issued for each day

Skadden, Arps, Slate, Meagher & Flom, LLP July 2005 to November

2006

Office Services Administrative Assistant-Processed invoices for

five departments using a program called CMS. Actions needed to

process and finalize invoices for off-site copy jobs included:

Verified validity of authorization codes

Verified validity of manager or departmental approval

Approved invoices for vendors for off-site copy jobs

Entered invoices into CMS Open

Distributed invoices for attorney approval

Collected executed copies of invoices

Finalized and mailed invoices to main office

Monitored status of off-site copy jobs through CMS for payment

information & check numbers

Notified vendor when payment would be received

Updated vendor log to reflect processing information received for

each job

Processed invoices for the following departments:

Office Services Department

Purchasing Department

Records Department

Mail Room (i.e., UPS, FedEx, DHL, Arrow, Quick & Comet)

Assisted the records department with the creation of file

requests, preparing boxes for off-site storage (using the Accutrac

file management system); research off-site files; retrieval of

boxes from off-site storage; created and replicated keycards for

new and current employees; issued necessary building access for

Chicago employees, as well as visitors from other Skadden offices;

updated company security list; notified building maintenance

regarding issues within offices; maintained logs regarding copy

distribution jobs created in-house and also for jobs sent to

off-site vendors; entered data for printer stats; entered

department budgets monthly; entered annual budget reports;

regularly updated attendance book for the department; organized

meetings for departments and for clients; organized department

events and maintained records.

` Kirkland & Ellis, LLP, Chicago, IL June 2002 to July 2005

Records Management Assistant-Duties required as a Records

Management Assistant included:

Assisted legal secretaries with daily duties

Made copies of documents

Scanned documents and expense reports

Used LegalKey to create new folders for documents

Sent boxes to storage

Created, reformatted, revised and edited documents in Word

Assisted in creation and distribution of board books and closing

books

Transcribed voicemails

Prepared and sent faxes

Filed documents

Answered telephones

Relieved receptionists/Conference Center for breaks or meetings

Assisted secretaries on multiple floors with projects

Attended to Time entry input

References available upon request

Contact this candidate