Administrative Assistant Customer Service

Crystal D'anna Jones

***** *. **** ****

Raytown, MO 64138 US

Day Phone: 816-***-****

Email: ***********@*****.***

Objective To secure a challenging position with a stable organization that will utilize

: my education, previous administrative experience, and interpersonal skills.

Proficient in Microsoft Office applications; Experience in financial analysis

and reporting, bank reconciliations, payroll, and audits. Previous work with

WebTA, PeopleSoft-HR and Payroll systems, CHRIS (HRIS system), PEARS, SPS

(Secure Payment System), FED TAX, BAAN, Comsense, and Microsoft Dynamics.

Summary Typing speed of 60 wpm. Experience coordinating administrative activities on

of a regional level, efficient planning and organizational skills, ability to

Qualifica communicate clearly and effectively with a variety of audiences, ability to

tions: lead, encourage and develop a large team.

D.H. Pace- Overhead Door

Kansas City, MO US

Project Administrator

Supervisor: Mike Shaw

Work . Process all international freight invoices, logging, scanning and mailing

Experienc to vendors

e: . Prepare and process purchase orders for vendors

. Process Contract Summary Proposals for Job Bid- preparing contract, cover

sheet, mailing to architect and construction sites, electronic filing, etc.

. Process Jobs once they are complete- logging job costs, freight charges,

"A" changes, payment arrangement, etc.

. Run Cost and Budgeting reports for management on a weekly basis

. Maintain and promote a positive relationship with all 3rd party vendors or

customers

. Receive invoices and purchase orders; matching documents to invoices to

verify all items were received. Receive j

. Receive job tickets, checking for description of work completed, extra

parts, times, etc.

. Audit job costs entered in the billing system and printed on tentative

register to billed amount, to assure costing is in line with the billed

amount if applicable.

. Enter sales, service and change orders into BAAN

Service Experts- Neal Harris Htg & Cooling

Overland Park, KS US

Administrative Assistant

Supervisor: Bryan Smith 913-***-****)

. AP/AR of warehouse materials - receiving PO's/matching invoices,

reconciling any discrepancies with vendors, analyzing and making suggestions

for improvement in the AP processing, ensuring that we are in compliance with

corporate policies and procedures

. Monitor Research missing payments, unpaid invoices, credits, etc. Track all

RGA's and accruals.

. Check and verify accounting entries of source documents such as invoices,

PO's, debit and credit notices

. Compile data for daily and monthly financial statements for management

. Completes cash receipt log and deposit daily. Post payments to accounts-

correcting billing issues, and issuing credit and debits appropriately,

maintain petty cash books, and authorize payments made in cash

. Bank account and company credit card reconciliation

. Ensure payables are paid within 30 days, research unpaid invoices and

unapplied credits from vendors, prepare and adjust entries, account and bank

reconciliation and financial statements

. A variety of projects involving cost/benefit analysis, revenue forecasting

and preparation of efficiency reports

. Receive all equipment, parts and supplies, coding vendor invoices to

necessary accounts for "direct pay".

. Point of contact for setting up new vendors and terms of agreement.

. Meeting arrangement and logistics, i.e, arrange for space, food,

presentation equipment,

etc. Travel arrangements and logistics, processing expense and travel

reports.

. Operates desktop computer to compose and edit correspondence and memoranda

from dictation, verbal direction and from knowledge of policies of

established departments/divisions;

. Keep an open and friendly relationship with vendors to ensure we get the

best pricing and customer service.

US Census Bureau

Kansas City, MO US

02/2013-present

11/2011-02/2013

09/2008 -07/2011

Administrative Specialist (This is a federal job)

Supervisor: Amy Jackson 301-***-****)

. Provide Administrative supervision to 7 Early Local Census Offices-

including onsite training, dissemination of policies, regulations and general

information.

. New hire processing: tours, fingerprinting, training, initiating

background checks, entering PARS actions into HRIS system

. Maintain traveler's checks documentation and disbursement

. Records management and retention specialist. Member of records team to ship

all census records to National Archives, supervise seven offices in

records/file management.

. Audit employment applications for my offices and complete payroll for

weekly. Enter payroll for NFC employees, reconciling travel reports,

reimbursements, and entering garnishments from source documents

. Initiate and prepare personnel actions such as hiring/selection,

reassignments and changes in employee records, merit compensation, award

compensation. Complete unemployment verifications and attend hearings,

initiate background checks, offers and declinations for employment, wage

information, etc.

. Research missing EFT payments, paychecks, and ensuring funds are reissued

. Conduct on-going training classes in local offices,providing technical

instruction, evaluating progress, mentoring and providing management with an

evaluation of performance

. Receive invoices/bills, get them approve and pay through bottom-line check

system

. Assisted with income statements, monthly reporting, and budget statements

. Reconcile personal purchase and company corporate card

. Create and track travel vouchers assigning numbers

. Clarifies government regulations and rulings

. PEARS point of contact, Performance Plans- print, distribute, and add

critical elements for evaluation as needed. Designed and implemented the use

of a spreadsheet for tracking each employee's 120 day review and close out

dates, processed EOD's. Submitted payroll award amounts quarterly stemming

from PEARS review.

. Implemented procedures, periodically reviewed subordinate staff members

work for auditing and misc. claims for validity, adherence to rules,

regulations and accuracy..

US Census Bureau

Kansas City, MO US

02/2008 - 09/2008

Secretary (This is a federal job)

Supervisor: Richard Taegel 913-***-****)

. Coordinated with various staff for operational support activities of the

unit; serving as a liaison between departments and operating units in the

resolution of day-to-day administrative and operational problems.

. Coordinated manager's and departmental calendars for all activities

. Coordinated travel arrangements for Regional and Deputy Regional Directors,

ie., flight, hotel, rental cars, providing lists of "attractions" and "things

to do" for the destination

. Provided administrative/secretarial support for various

departments/divisions, such as answering telephones, assisting visitors and

resolving a range of administrative problems and inquiries

. Prepared management reports, maintained proper records of files. Reviewed

and drafted letters and documents to Head of State's

. Maintained Regional and Departmental organizational charts, policies and

procedures manuals, code of conduct manuals, etc.

. Scheduled and coordinated meetings,, meeting prep materials, interviews,

appointments, events and other similar activities for supervisors, Recorded

minutes as needed

Rockhurst University

Kansas City, MO US

09/2005 -

01/2008

Administrative Assistant for OT/PT Graduate Dept's

Supervisor: Brian McKiernan 816-***-****)

. Budget and balance revenues and expenditures for both departments which

included processing all faculty travel reimbursements, award disbursements,

and reconciliation of department credit cards

. Create and receive all PO's and check requisitions for finance, using fund

accounting principles.

. Create all work orders for Facilities dept.

. Provide income statements, monthly reporting, and budget statements; budget

management and forecasting

. Review source documents for timesheet entry, tracking hours to ensure we

stay within budget constraints

. Reconcile accounts receivables with vendors

. Liaison between Chairs of Graduate Program and Undergraduate Programs and

faculty.

. Make travel arrangements for both department's faculty, arranging for

preferred flights, lodging, transportation, conference sign-up, etc.

. Process applicants for two graduate programs: entering 10-15 files per week

into a tracking system, transcript evaluations -ensuring all necessary

coursework is completed and documented, send accept and decline letters and

follow up with all applicants, continuing to track them through the start of

classes

. Operate desktop computer to compose and edit correspondence and memoranda

from dictation, verbal direction and from knowledge of policies of

established departments/divisions;

. Take minutes, distributing to necessary departments with action items, and

timeframes as needed, transcribe from flip charts

. Maintain Departmental organizational charts

. Hire all Graduate Students for both departments, (supervise 6) including

reviewing resumes, matching skills and qualifications to given requirements

. Prepare and upload schedules, coursework, etc into WebCT, create posters,

certificates, spreadsheets, photo pages, calendars, schedules, etc.

. Meet all deadlines for letter cycles sent out to applicants (accepts and

declines), faculty event planning, new student orientation planning, etc.

Education Penn Valley Community College Kansas City, MO US

: Associate's Degree 05/2003

GPA: 3.4

Major: Textiles/ Merchandising Minor: n/a

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