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Executive Assistant Administrative

United States
March 19, 2019

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Administrative Support Professional

***** ****** ***** #****, ******* TX 77072

Mobile: 346-***-****

Professional Experience

Document Control Specialist, Scanning

Energy Alloys July 2016 – August 2018

Managed and streamlined the scanning process for storing various company and legal documents in a paperless environment accessed internally by employees and auditors company-wide.

Devised and implemented file nomenclature in the database to ensure the ease of accessing scanned documents.

Managed process flow for three Energy Alloys facilities, trained new hires, and adhered to timelines for document uploading and destruction set by the company.

Cleaned up backlog of work, including file conversion and combining documents using Adobe Acrobat XI software for consistency throughout the database.

Process file requests for documents not scanned into the system; troubleshoot any issues with documentation in audit to quickly resolve conflicts.

Processed sales orders, work orders, and purchase orders in the Order Processing Department as needed.

Compliance Service Administrator (Consultant)

Boardwalk Pipeline Partners, Contract July 2015 – January 2016

Managed the monthly inspection and work order process for 22 regional offices. Worked closely with office administrators to enforce compliance regulations mandated by federal agencies such as PHMSA, FERC, OSHA, and DOT. Resolved compliance issues that reduced risk of company fines and fees.

Implemented system testing for the new asset management program (Maximo 7.6), including features, enhancements, upgrades, and/or bug fixes. Consult field administrators as needed to provide technical support, troubleshooting software issues/errors, password resets, and new user setup.

Conducted end-user web training for administrators and office staff on program enhancements and upgraded features; scheduled refresher courses on demand.

Processed new hire release forms for DOT drug test results from previous employers. Expedited chain of custody for pre-employment drug tests and random DOT drug tests.

Created the Central Administrator User Guide published as an internal departmental document. Compiled, organized, and updated existing CSA administrative procedures; composed and added new procedures.

Administrative Assistant III

Service Corporation International February 2011 – October 2014

Provided administrative support to Dignity Memorial Products Department composed of (12) members.

Facilitated the roll-out of the Floral Placement Program to 311 SCI locations. Managed program tasks, timelines, and conflict resolution. Successfully achieved program goals as outlined by project plan.

Provided project support for other initiatives such as Catering, Flexible Dignity Packages, and the Celebrant Program. Consolidated vendor bills and tracked project expenditures.

Handled logistics for monthly out-of-state Celebrant Certification Course for groups of 20 or more. Event planning included travel/lodging, transportation, hotel agreement, BEOs, entertainment, meeting materials, expenditure tracking and budget reporting.

Provided support for setup of newly acquired locations and conversions; change orders, supply orders, and shipping of equipment, materials, furnishings.

Contributed to the planning and implementation of PeopleSoft upgrade to Workday/ICIMS system. Organized update meetings to discuss upcoming activities and expectations. Conducted training sessions to demonstrate functions and use of program features. Coordinated post go-live meetings purposed for employee feedback used to assess programming and user setup/permissions; report to project administrator.

Managed daily operational activities such as invoicing, journal entry and CEA processes. Expedited expense reports, monthly budget/cash disbursements, and on-boarding new hires.

Administrative Coordinator

Arizona Public Service (APS) April 2010 – December 2010

Provided support to the Human Resource Manager of the Absence Management Department

Executed STD Claims from start to finish. Procedures included opening new claims, notifying appropriate office of injury or illness, completing applicant intake, reviewing applications to determining eligibility for benefit entitlements, generating approval/denial letters, calculating benefit awards and supplemental payments, and charging sick leave accruals.

Worked with medical providers to obtain required medical documentation and accelerate requests for information. Worked with department leaders and Health Services to return employees to work.

Expedited and tracked payments/adjustments, audited payroll reports and resolved discrepancies prior to scheduled disbursement.

Corresponded effectively with employees and senior management resolving issues with claims.

Maintained OHM database: attach medical documentation, case notes, updates on employee condition, and close claims.

Job Processing Coordinator

Salt River Project (SRP) October 2007 to February 2010

Supported team of Multi-Skilled Designers and construction crews that assist residential and commercial customers with the design and construction of infrastructure needed for distribution of new or relocated electric services. Worked primarily with builders of subdivisions and capital roadway projects.

Scheduled design consultations, inspections, and construction phases for customer building projects. Responsible for ensuring all required documents on file for active projects; building permits, municipal clearances, and job plans. Administered conflict review of job schematic to determine if SRP facilities conflict with customer project.

Successfully implemented the PGMS (Maximo) system from planning through go-live. Converted complex technical manual into a user-friendly reference guide. Instrumental in developing training plan and conducted demonstrations for all user levels. Received recognition for superior performance and an incentive award of $500. Project team received additional bonuses in excess of $1500 each for achieving strategic project outcomes.

Executive Assistant

Southwest Behavioral Health Services August 2006 to August 2007

Provided administrative support to the Director of Risk Management.

Managed process for contracts/service agreements with vendors and community partners. Route documents for review and approval, track expiration dates, and initiate/expedite renewals. Worked with the Legal Department on new proposals submitted. Maintain contracts database using MS Access.

Handled company insurance renewals, reporting claims, and requests for information related to on-going investigations. Processed AP invoices and legal expenditures.

Generated and verified daily, weekly, and monthly reports. Resolved budget-related discrepancies.

Conducted weekly new hire orientation on office safety, blood borne pathogens, and incident reporting. Worked closely with the Credentialing Specialist to process new clinical prescribers; licensures, certifications, and mal-practice insurance.

Planned meetings for the department and clinical staff; dictated minutes, prepared meeting materials and presentations.

Held total responsibility for design and composition of monthly risk management newsletter published to the company intranet. Maintained department’s publication database.

Payroll Coordinator/HR

Collectcorp Corporation August 2005 to May 2006

Audited employees' time cards with accuracy using ezLaborManager software and calculated wages into the master payroll file.

Submitted system upload template to process bi-weekly earnings and deductions for 100+ employees which greatly saved payroll processing time and manual effort.

Maintained leave pay schedules, processed payroll garnishments, severances, bonuses/commissions, and off cycle manual payroll checks.

Demonstrated exceptional organization and time management skills to meet monthly reports prior to deadline to company's internal accounting team.

Managed address changes, name changes, direct deposit enrollments/changes, entered tax changes, and retirement contributions using PeopleSoft.

Exhibited cross-functional flexibility by managing pay groups and being a resource for Human Resource team located in the Canadian CHQ office.

Corresponded with the HR team to process new hires, separated and terminated employees.

Executed employment verifications, background checks, employee benefits enrollment, and exit interviews.

Researched and resolved payroll issues within a 24-hour timeframe.

*Additional work experience (1993-2004).


American Intercontinental University (2016): BBA, specializing in Management (Currently Enrolled)

University of Phoenix (2009): Business Administration & Management

El Camino College (1996): Accounting



Proficient in MS Suite – Word, Excel, Powerpoint, Publisher

Maximo 7.6, SQL Queries, ADP ezLaborManager, HRIS, Workday/ICIMS, Sharepoint

Webex, Go2Meeting, Skype for Business, Adobe Acrobat Pro DC, Adobe Acrobat XI

Basic troubleshooting and technical support for desktops and office machines.


Prioritizing work effectively in a fast paced environment.

Following specific instructions and meeting deadlines with little to no direction.

Effective interpersonal, verbal, and written communications skills

Work effectively with others and independently.

Highly motivated, resourceful, and detail-oriented.

Protecting confidentiality and sensitivity of proprietary information.

Training & Development:

Public Speaking

Effective Writing

Skills for Professional Development

Managing Multiple Projects

Ethics in Business

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