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Manager Administrative Assistant

Baltimore, Maryland, United States
November 15, 2018

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Vanessa Daniels


Summary of Qualifications

Experienced in accounting, payroll processing, and human resources. Strong practical knowledge of Generally Accepted Accounting Principles with a sound work ethic. Over 15 years’ experience in full charge bookkeeping, preparation of financial statements.

Ability to balance books and handle finances in a responsible manner

Expert knowledge of computer software packages

Work cooperatively with a wide range of personalities

Relates easily with all levels of co-workers and customers Excellent verbal and written communication skills

Professional Experience

July 2016 – October 2018 – Maryland Works, Inc.–Finance & HR Mgr.

• Financial Statements B/S, Statement of Revenue - accrual basis

• Reconcile contract invoicing from vendor to the state (Monthly)

• Analyze financial with variance reports

• Quarterly projections on 240contracts (procurement)

• Monthly journal entries prepaid and deferrals

• Create and update prepaid and deferral spreadsheet

• Audit team with outside CPA

• Monthly projections

• Payroll through ADP Run

• Form 990 EZ & State of Maryland Charities preparation

• Trained A/R employees on QuickBooks

• Review & approve timesheets, garnishments, vacation, pto, sick

• Accounts Payable

• Reconcile Bank and credit card accounts

• Research discrepancies related to insurance and payroll

• Created annual budget, attend quarterly finance meetings

• Supervise A/R Specialist

• Programs used: Microsoft Word, Excel, Outlook; QuickBooks

November 2015- April 2016 – AB Installations, Inc. – Full Charge Bookkeeper

Payroll through QuickBooks

Account Receivable (credit card, check, EFT) <90 days

Accounts Payable

Job cost reconciliation

Answer calls from clients

Set up new clients

Verify 1-9’s

Programs used: Microsoft Word, Excel; QuickBooks, Blue Folder

April 2015 – October 2015 – Robert Half Staffing – Accounting/Payroll

Payroll Coordinator: Payroll for 500 people, A/P, 401K distribution, garnishments, multi-company employees, Payroll platform used ADP Expert

April 2014 – December 2014 – Itienris, Inc. – Business Manager

Human Resources

oConduct interviews, orientation & exit reviews

oDrug & criminal backgrounds

oPayroll through ADP Run & ADP EZ Labor

oMaintains budget spreadsheet that includes salaries, payroll taxes and fringe allowances

oRegister new employees through MD Hire new employees registration, and termination

oSubmit a Request for Separation Information Online, represent company at hearings, Adhere to Department of Labor laws & Criminal Justice Information System of Maryland

oAdministrator health insurance, formalizing retirement plan

oMaintains personnel files in compliance with applicable legal requirements


oDisabilities Determination Administration (DDA) monthly client billing

oState ISS, Respite monthly & quarterly billing

oMonthly accruals: prepaid insurance payroll, amortization schedule

oDDA annual reconciliation, cost & wages report

oSupervised bookkeeper, and administrative assistant

Programs used, QuickBooks, Microsoft Word, Excel, and Access, Outlook & DDA of MD - PCIS

July 2004 – March 2012 – O’Connell & Martin, LLC - Accounting & HR Admin.


oAdministrative support for budget, variance report, forecast reports

oPrepare and process payroll through ADP, and subcontractors payroll

oAssist with analyzing financial input for general ledger accuracy

oSkilled at analyzing and assembling complex information and data

oManaged and deposited cash deposits

oExamine all invoices for accuracy, code, and process

oCreated highly effective organizational and filing system, including and through indexing, filing and internal storage

oHandled all official confidential correspondence including mail, and notarize affidavits

oPlanned, directed administrative day to day affairs of the office including attorneys and other legal staff

Human Resources

oPersonnel time keeping

oVerify employment eligibility (W-9 & I-9 )

oRegister through MD Hire

oPayroll calculations ( W-4) and disbursements (through ADP)

oMaintain records of employee PTO accrual and use.

oManage 401K distributions (employee and company contribution)

oSchedule semi-annual employee meetings for review

oHealth insurance meetings – annual review benefits

oDraft and place employment ads, reply via telephone and e-mail

oSchedule drug testing, reference and criminal back ground check

oVerify employee past employment through social security prescreen & exit reviews – questionnaire, collect company’s property

Programs used Abacus law, QuickBooks, Microsoft Word, Excel, and Access, Lexus Nexus

Allstate Carpet, Inc.

August 2001-May 2003

Bookkeeper/Office Manager

Monitor cash balances and cash flow.

Processed all invoices; confirm material and labor costs maintain vendor credit status schedules.

Strong managerial and organizational skills managed 10- 15 people

AIA billing, used Davis-Bacon wage

Assisted with governmental deadlines, to avoid loss of bond and prevent penalties

Purchased bonds

First point of contact person to V.P. Manager and vendors

Prepare & disburse accounts payable checks maintain at or under 60 days

Process all invoices; confirm material and labor costs maintain vendor credit status schedules.

Prepare weekly flash reposts, monthly financial statements and other financial reports by due date.

Maintain employee earnings records and related payroll reports, including subcontractor’s payroll checks, including 1099.

Bank reconciliation and audit function.

Maximize purchase discounts from vendors, negotiate favorable terms.

Prepare tax or other data for outside CPA.

Prepare monthly variance repost comparing each month’s actual figures to budget amounts.

Calculate; and file sales and or use tax reports, and license renewal.

Programs used Peachtree, Present, Microsoft Word, Excel, and Outlook

Wilkins McNair, Jr., CPA, P.C.

October 1999-September 2000

Accounting Services Coordinator/Administrator

Team Engagement Leader (supervised 3-4 people).

Client services weekly engagement budget, tracked assignments/engagement of accountants.

Medical billing/verification/EVSing for medical practice clients.

A/P for top 10 clients, A/R billing and payroll (through ADP & Paychex) for top 10 clients.

Personal representative to clients traveled 41% (Chicago & Detroit).

Financial projections, reconciliation, daily/monthly cash flow.

Programs used Peachtree, QuickBooks, Time slips, Microsoft, Trakker and Turbo Tax

Education & Professional Development

BCCC Leadership Development Institute

Accounting/Business Management New Psalmist Baptist Church

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