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Administrative Assistant Management

Location:
Ottawa, ON, Canada
Salary:
48000
Posted:
March 29, 2018

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Resume:

Ania Portales-Perez, Financial-Accounting B.A.

**A Brockington Cres., Ottawa, ON, K2G 5L3

Cell phone: 613-***-****

E-mail: ac4y06@r.postjobfree.com

BUSINESS PROFILE

Accounting/Finance: A self-managed and result-oriented financial-accountant specialist with 15+ years of experience in the area of Accounting and Financial management including financial analysis and research, cash flow management, processing general accounts and inventory systems. Extensive experience in accounts payable and receivable, bank reconciliation, finalizing a full range of financial reports, Budget forecasting, forms and records, graphs and diagrams, charts and tables, proficiency with Microsoft Office, MVR, SAP, database, QuickBooks, Lotus Notes 8.5, electronic agendas, MIMS, CCM Mercury, MECS, HRG STS travel, IFMMS, RDIMS.

Human Resource: Providing advice and assistance to supervisors on staff recruitment; scheduling, organizing and participating on recruiting interviews; conducting reference checks on possible candidates; organizing candidates for competencies; assisting in running government competitions, drafting rating guides, preparing SOMCs, liaising with HR for reviewing of documentations; organizing staff training sessions, workshops and activities; providing advice and assistance in developing human resource plans and personnel management policies.

Client Services: 10+ years of experience providing financial support and advice to clients. Vast experience in the area of sales of financial services, accounts management, budget planning, forecasting, procurement, among other

PERSONAL SKILLS

Highly flexible, reliable and dependable employee, a self-starter, goal oriented, honest, trustworthy, respectful, possess cultural awareness and sensitivity; demonstrate sound work ethics, well organized, multitasking, resourceful and efficient worker. Ability to organize work, set priorities, meets deadlines; adapt to new office technology and learn internal software programs as required; dealing daily with a great volume of tasks and requests; team player with excellent verbal; presentation, written and listening communication skills in English and Spanish languages; extremely effective with negotiation, computer and meditation skills. Prepare documentation requiring initiative on format, style and presentation using advanced computer skills at a highly proficiency level; administering programs and initiatives team building, stress and time management skills. Experienced with MS Excel, Microsoft Word, PowerPoint, MS Access, Graphic programs, Outlook, MS Visio, Oracle.

EMPLOYMENT EXPERIENCE

PHAC- Health Promotion and Chronic Disease Branch Sep, 2017- Present

Centre for Surveillance and Applied Research

Administrative Assistant

-Knowledge of Treasury Board Guidelines, Financial Administration Act (Sections 32, 33, and 34), Management Accountability Framework, Contracting and procurement regulations, Policies and directives governing Government of Canada (GC) travel.

-Extensive experience with administrative procedures and standards, providing logistical support services to senior managers and committees, managing the daily office operations, coordinating and forward agendas.

-Ability to organized workload, establishing priorities, working under pressure and independently.

-Experience following up approved quarterly travels plan coordinating logistics for travel, expense reports and hospitality, scheduling and organizing meetings, conferences and event.

-Coordinating national and international travel arrangements, submitting travel request and expense claim reports for approval through the HRG travel system.

-Preparing and collecting background materials, reports, memorandums and documents using MS Word, Excel spreadsheet, PowerPoint, Outlook.

-Assembling, tracking and disseminating correspondence and briefing materials for senior management, including Bring-Forward (BF) systems.

-Making recommendations for improvements in communication procedures between offices.

-Composing, formatting, editing, proofreading and verifying a wide range of materials, documents, memorandums, presentations, reports and briefing notes to reflect senior staff's preferences.

-Inputting data, developing and maintaining databases; managing, sorting, replying, following up and forwarding routing correspondence, e-mails and reports.

-Review time sensitive documents to determine the most appropriate course of action.

OTTAWA SUPPLIES May, 2016- Jul, 2017

Administrative and Finance Clerk

-Verifies and processes accounts payable invoices, matches and reconciles supplier invoices to purchase orders.

-Contact existing suppliers in order to obtain direct deposit information, provide assistance to suppliers with Direct Deposit Initiative related questions, compile information received in excel spreadsheet in order to facilitate weekly updates, weekly follow ups with suppliers on information not received, keep daily statistics on work done, verify supplier entry by all regions on a requested bases, providing financial support services, maintaining and updating a financial management system, conducting inquiries or research to resolve financial issues

-Managed accounts receivable, accounts payable, and banking reconciliations.

-Experience with inventory, verifying material control and purchase orders through QuickBooks accounting software

-Scanning project files onto a shared drive and comparing them against list of projects.

-Processing purchase Orders and credit card payments.

PHAC- Health Promotion and Chronic Disease Branch Jan, 2016- April, 2016

Surveillance and Epidemiology Division

Program Administrator

-Composing correspondence, preparing reports and replies to requests for information.

-Planning, administering and tracking projects.

-Developing and implementing procedures, processes and policies.

-Inputting and updating changes to meeting and appointment schedules.

-Providing logistic support arranging telephones, e-mail accounts and furniture for new personnel.

-Using electronic reference tools for the purposes of researching and resolving client inquiries.

-Capturing information using an electronic tracking system

-Sorting, moving and packing workstations, including distributing files to appropriate employees.

-Labelling government assets for disposal and ability to move light boxes.

-Liaising with facilities and division officials on the accommodation

-Answering general questions from CCDP staff on the accommodations process and queries from employees.

Correctional Service Canada Oct, 2015- Jan, 2016

Financial Specialist

-Verifies and processes accounts payable invoices, matches and reconciles supplier invoices to purchase orders.

-Preparing background materials and processing documents using a word processing and spreadsheet software.

-Knowledge of Correctional Service Canada’s Mission, legislation and policies of central agencies related to financial management.

-Knowledge of accounting and finance methods, practices and principles.

-Ability to analyze, interpret and apply policies and/or guidelines and/or procedures, as well as audit and process accounts.

-Knowledge of IFMMS Financial system creating and maintaining suppliers, entering and modifying bank accounts for direct deposit, merging suppliers, apliying format for entering addresses for Canada post standards.

-Experience in planning and coordinating facilities, telecommunications or informatics requirements for a work group; in providing administrative support for the management producing financial reports, verifying availability of funds, and tracking expenditures and commitments

-Administrative support related to human resources, including forecasting human resources requirements

-Producing reports on program/project activities, developing operating procedures and guidelines.

-Preparing contracts requirements (Statements of Work, evaluation grids, etc) in the Federal Public Service; providing explanations and advice on the Government of Canada Contracting Regulations; monitoring projects, identifying problems with project timing or cost and recommending corrective.

PHAC- Health Promotion and Chronic Disease Branch Nov, 2014- Oct, 2015

Population Health Promotion and Innovation Division

Executive assistant

-Knowledge of Treasury Board Guidelines, Financial Administration Act (Sections 32, 33, and 34), Management Accountability Framework, Contracting and procurement regulations, Departmental Chart of Accounts, and Accountability Act, Policies and directives governing Government of Canada (GC) travel.

-Knowledge of document and information management principles, quality control of documents, electronic filing systems such as RDIMs.

-Extensive experience with administrative procedures and standards, providing support services to senior managers and to the Director of Population Health Promotion and Innovation managing the daily office operations, managing the Director’s electronic calendar, coordinating agendas, backing-up for ministerial correspondence and single window.

-Ability to establish priorities, reviewing time sensitive documents to determine the most appropriate course of action and follow instructions.

-Experience coordinating activities, organizing and following-up on meetings, teleconferences and events providing logistical support.

-Preparing background materials and processing documents using a word processing and spreadsheet software.

-Answering the telephone, operating telephone switching systems and taking messages

-Scheduling and organizing national and international travel arrangements, submitting travel request and expense claim reports for approval through the new HRG travel system.

-Assembling and disseminating correspondence and briefing materials for senior management

and the Director.

-Composing, editing and verifying a wide range of materials to reflect senior staff's preferences and awareness of audience reaction

-Inputting data, developing and maintaining databases, processing and updating, routing correspondence, maintaining Bring-Forward (BF) systems.

PHAC- Health Promotion and Chronic Disease Branch Dec, 2013- Nov, 2014

Surveillance and Epidemiology Division

Program Administrator

-Knowledge of Treasury Board Guidelines, Financial Administration Act, Management Accountability Framework, Contracting and procurement regulations, Departmental Chart of Accounts, Accountability Act, and GAAP.

-Knowledge of document and information management principles, quality control of documents, electronic filing systems such as RDIMs.

-Experience coordinating activities, organizing and following-up on meetings, teleconferences and events providing logistical support.

-Preparing background materials and processing documents using a word processing and spreadsheet software.

-Processing electronic and paper invoices for payment (getting the CCM signature); entering information into SAP; verification and auditing of invoice financial codes, managing purchase orders and fund commitments; recording and tracking financial transactions; processing service agreements; managing short and long form contracts through the procurement system (CRRS) experience using acquisition cards, Materiel Management and commitment modules in SAP; reconciliation of Management Variance Reports from manual or electronic files; managing salary expense reports; mailing list and database; creating and using other SAP reports.

-Receive, forward and respond to question in a generic mailbox and phone inquiries from clients, writing to accurately document detailed conversation notes for official records and provided appropriate assistant and instruction to clients regarding departmental policies, regulations, claims and payment information.

Health Canada-Healthy Environment and Product Safety Branch Aug, 2013-Nov, 2013

Business Service Unit

Finance Clerk

-Knowledge of Treasury Board Guidelines, Financial Administration Act, Management Accountability Framework, Contracting and procurement regulations, Departmental Chart of Accounts, Accountability Act, and GAAP.

-Processing electronic and paper invoices for payment (getting the CCM signature); entering information into SAP; verification and auditing of invoice financial codes, managing purchase orders and fund commitments; recording and tracking financial transactions; processing service agreements; managing short and long form contracts through the procurement system (CRRS) experience using acquisition cards, Materiel Management and commitment modules in SAP; reconciliation of Management Variance Reports from manual or electronic files; managing salary expense reports; mailing list and database; creating and using other SAP reports.

-Processing contracts for goods and services, using pre-established agreements, standing offers, competitive and non-competitive procurements such as sole source, submitting supply arrangements and standing offers for calibration services, processing and submitting purchase order requisition to PWGSC for goods, IT and non-IT services; researching quotes and preparing documentation for local purchase orders, payment reconciliation reports in SAP.

-Receive, forward and respond to electronic emails and phone inquiries from clients, writing to accurately document detailed conversation notes for official records and provided appropriate assistant and instruction to clients regarding departmental policies, regulations, claims and payment information.

-Type, proofread and distribute correspondences; sort, process and verify applications, documents and receipts; process incoming and outgoing mail manually or electronically. Drafting briefing notes, reports, and presentations.

Health Canada-Healthy Environment and Product Safety Branch Jul, 2012-July, 2013

Product Safety Laboratory

Purchasing, Shipping& Receiving, Administration

-Knowledge of Treasury Board Guidelines, Financial Administration Act, Management Accountability Framework, Contracting and procurement regulations, Departmental Chart of Accounts, Accountability Act, and GAAP, policies and procedure for program development and office administration, understanding of the mandate of Shared Services Canada.

-Understanding of basics in Environmental, Public Health, Agricultural, Nuclear, or Natural Resource Sciences as it pertains to program delivery.

-Purchase of office, capital asset, computers, printers, software and laboratory supplies; shipping, receiving, distributing, storing, inventorying, answering and signing sample to be tested, courier services, equipment and assets ordered.

-Processing electronic and paper invoices for payment (getting the CCM signature); entering information into SAP; verification and auditing of invoice financial codes, managing purchase orders and fund commitments; recording and tracking financial transactions; processing service agreements; managing short and long form contracts through the procurement system (CRRS) experience using acquisition cards, Materiel Management and commitment modules in SAP; reconciliation of Management Variance Reports from manual or electronic files; managing salary expense reports; mailing list and database; using other SAP reports.

-Processing contracts for goods and services, using pre-established agreements, standing offers, competitive and non-competitive procurements such as sole source, submitting supply arrangements and standing offers for calibration services, processing and submitting purchase order requisition to PWGSC for goods, IT and non-IT services; researching quotes and preparing documentation for local purchase orders, managing capital asset purchase, funds commitments in SAP, acquisition cards in SAP, payment reconciliation reports in SAP.

-Receive, forward and respond to electronic emails and phone inquiries from clients, writing to accurately document detailed conversation notes for official records and provided appropriate assistant and instruction to clients regarding departmental policies, regulations, claims and payment information.

-Type, proofread and distribute correspondences; sort, process and verify applications, documents and receipts; process incoming and outgoing mail manually or electronically.

Health Canada-Corporate Service Branch Apr, 2012-Jun, 2012

Business Management Service Division

Senior Program Administrator/Finance Officer

-Knowledge of legislation, guidelines, policy and procedures; disseminating and explaining policies, procedures, regulations and legislation regarding finance and administration to clients and employees.

-Understanding of basics in Environmental, Public Health, Agricultural, Nuclear, or Natural Resource Sciences as it pertains to program delivery.

-Developed, composed memoranda and correspondence related to projects, finance, admin, human resources and contract information and requirement.

-Processed request for services, supplies, short and long form contract over $10,000, submitted purchase order requisition to PWGSC; researched quotes and preparing documentation for local purchase orders; managed funds commitments in SAP, acquisition cards in SAP, Materiel Management module, invoice payment reconciliation reports in SAP.

-Conducted research, sorted, compiled and formatted data extracted from departmental financial control system; managed financial transactions, reconciled accounts, performed inputs into tracking systems.

-Verified availability of funds for HR Requirements, travel, hospitality and service contracts; grants; contributions; prepared financial-scenarios on program needs, monitored O&M and Salary budgets.

-Researched, negotiating and/or preparing specifications or terms of reference for tenders, contracts, and Memoranda of Understanding.

-Proofread and drafted reviews; finalized a full range of financial reports; prepared and initiated cost-recovery transactions; reported on budget projection and forecasts; prepared contingency plans as well as best-case scenarios.

PHAC-Health Promotion and Chronic Disease Branch Aug, 2010-Mar, 2012

Director’s Office

Administrative Assistant

-Knowledge of Treasury Board Guidelines, Financial Administration Act, Management Accountability Framework, Contracting and procurement regulations, Departmental Chart of Accounts, Accountability Act, and GAAP, policies and procedure for program development and office administration, understanding of the mandate of Shared Services Canada.

-Provided executive-level day-to-day administrative support to the Managing Director as well as other senior staff within the office.

-Gained vast experience managing Management Variance Report Financial Forecast Tool on a monthly basis; CO/FM Plan-Budget Reconciliation; verified authorization of budges codes; prepared and processed budget transfers request form.

-Reconciled account payable; settled of vendor invoices; kept track of invoices sent to Finances; processed specimen signature card requests; issued Salary Management Report and excel spread sheet.; analyzed salary recovery; processed payments based on delegated authority; maintained financial records; extensive experience working through a Government Year Ending Operations processing large volumes of paper and electronic invoices.

-Receive, forward and respond to electronic emails and phone inquiries from clients, writing to accurately document detailed conversation notes for official records and provided appropriate assistant and instruction to clients regarding departmental policies, regulations, claims and payment information.

-Managed, filed and processed Long Form Contracts (Inter Local Agreement, Memorandum Of Agreement, Memorandum Of Understanding) through Contract & Requisition Process System (CRRS) and SAP; applied Assets & Material Management Guiding Principles; policies, directives, standards, procedures, and best practices in accordance with Government of Canada policies. Analyzed the accuracy and appropriateness of data, created and updated tracking systems, managed information preparing status reports.

-Scanning project files onto a shared drive and comparing them against list of projects.

-Processed request for services, supplies, short and long form contract over $10,000, submitted purchase order requisition to PWGSC; researched quotes and preparing documentation for local purchase orders; managed funds commitments in SAP, acquisition cards in SAP, invoice payment reconciliation reports in SAP.

-Managed, collected documentation support; submitted requests on internal database regarding hiring processes, such as deployment, casual, acting assignment.

-Developed and maintained records/file systems, whether electronic or hardcopy support of business management activities.

-Obtained extensive experience working with a variety of computer systems and software such as SAP; Lotus Notes (electronic calendar and email); MS Word, Excel, spreadsheet Visio, and PowerPoint; databases entries; navigation for information; CRRS; MRS and MVR.

PHAC-Health Security Infrastructure Branch Jul, 2010-Aug, 2010

Field, Service, Training and Response Division

Administrative Officer

-Knowledge of Treasury Board Guidelines, Financial Administration Act, Management Accountability Framework, Contracting and procurement regulations, Departmental Chart of Accounts, Accountability Act, and GAAP, policies and procedure for program development and office administration, understanding of the mandate of Shared Services Canada.

-Understanding of basics in Environmental, Public Health, Agricultural, Nuclear, or Natural Resource Sciences as it pertains to program delivery.

-Obtained vast experience assisting with government competitions, drafting rating guides, preparing SOMCs, liaised with HR for reviewing of documentations, conducted reference checks on possible candidates, and other related activities.

-Managed presentations and meetings for Cost Centre Managers, updated calendars, answered customer phone call requests and emails requires, photocopied and indexed documents, among other administrative clerical support activities.

-Obtained extensive experience working with a variety of systems and softwares such as SAP; Lotus Notes (electronic calendar and email); MS Word, Excel, spreadsheet, Visio, and PowerPoint; databases; CRRS; among others.

-Responded to electronic email and phone inquiries from clients and provided assistant with departmental policies and procedures regarding payments.

EDUCATION

2009 Certified Management Accountant Accelerated Program, Post-graduated course,

Carleton University, Ottawa

1992 Bachelors of Art (Honors) in Financial-Accounting, University of Havana, Cuba

2005 Financial Accounting Course I & II, Algonquin College, Ottawa, ON

2008 Life License Qualification Program, Full Exam, Durham College, Whitby, ON

2010 SAP Enterprise Navigation Course, on-line course (M1)

2010 SAP Financial Reporting Course, Quantum 2932 Baseline Tower C, Ottawa.

2010 SAP Revenue Management Course, Quantum 2932 Baseline Tower C, Ottawa.

2010 SAP Material Management Purchasing Course, Quantum 2932 Baseline, Ottawa.

2010 Acquisition Card, on-line course

2010 Orientation for the Acquisition of Goods and Services, on-line course

2010 Delegation of Financial Signing Authorities, on-line course

2012 Budget Management Framework, on-line course

2014 HRG STS Travel system course

2015 RDIMS tracking document system course

2015 IFMMS training and Canada Post address format



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