Administrative Assistant Accounts Payable
Resume:
PATRICIA HARRIS
Chicago, IL 60628
******************@*****.***
WORK HISTORY:
Administrative Assistant/Receptionist, INSTANT TAX SERVICE, January 2014-February 2014
• In charge of front desk, front office phone lines, greeting and welcoming clients.
• Responsible for sign-in sheets, customer order entry forms and all other pertinent documents, while checking
them for accuracy.
• Screens/Processes/References phone calls, inquiries & voicemail.
• Processes incoming/outgoing mail, emails and faxes.
• Type correspondence, documents and reports.
• Make follow-up calls and serve as backup for the call center.
• Scan documents, filing, photocopying, miscellaneous office duties, run errands, order lunch and kitchen
duties.
Administrative Assistant/Receptionist, INSTANT TAX SERVICE, January 2013-February 2013
• In charge of front desk, front office phone lines, greeting and welcoming clients.
• Responsible for sign-in sheets, customer order entry forms and all other pertinent documents, while checking
them for accuracy.
• Screens/Processes/References phone calls, inquiries & voicemail.
• Processes incoming/outgoing mail, emails and faxes.
• Type correspondence, documents and reports.
• Make follow-up calls and serve as backup for the call center.
• Scan documents, filing, photocopying, miscellaneous office duties, run errands, order lunch and kitchen
duties.
Fiscal Assistant/Customer Service, Federal Contractor, US DEPT OF HHS, August 2011-September 2012
• Set-up and maintain Agreements, Statements of Work and Project Estimates, entered population and
projected cost to determine customer’s budget for the fiscal year, to ensure enough funding had been
provided.
• Responsible for sending, logging, tracking and maintenance of all fully executed Agreements, Statements of
Work, Project Estimates and funding documents (ex. IPACs, Credit Card Authorizations, Vouchers).
• Entered funding into STM system, allocating funds to proper Agreements, Statements of Work and Project
Estimates to ensure timely acceptance/approval of customer invoices for the various government and
customer billing sites.
• Performed accurate and timely billing into FOH’s billing system and reviewed charges submitted by
Occupational Health Clinics.
• Created adjustments in STM to correct errors to open tickets prior to billing, ensuring that all services are
being provided according to the agency’s requirements/standards, as defined in the Work Order.
• Developed and maintained a positive customer relationship and anticipating customer needs regarding
clarification of services, funding and billing inquiries to make sure customer needs are met and to resolve
any issues related to payment applications or invoice discrepancies.
• Responsible for tracking and collecting outstanding invoices, short pays and chargebacks through the
generation or weekly and monthly aging reports and creating excel spreadsheets. Placed collection calls and
sent emails to customers to collect past due Receivables.
• Reconciled open charges and process collections/adjustments for past due accounts while facilitating
resolution to prevent future delinquencies.
• Oversee month-end and fiscal year end close activities for each account.
• Closeout agreements and de-obligate any outstanding funds at the end of the agreement or contract.
Enumerator, UNITED STATES CENSUS BUREAU, April 2010-May 2010
• Count Household members at addresses listed by the Federal Government as uncounted for in the 2010 U.S.
Census, via in-person, telephone, used internet search to establish ownership.
Accountant, ORGIN REALTY GROUP, LLC: Temporary Assignment, July 2009-July 2009
• Set-up Property, Owner’s Information, Tenant Information, Move-ins, Security Deposits and Rent Charges
into Yardi Genesis system.
• Entered invoices for Accounts Payable into Quickbooks, bank reconciliations and other miscellaneous
administrative duties.
Staff Accountant, TOTALWORKS, INC., August 2005-June 2009
• Accounts Receivable-Process lockbox, checks and credit card transactions. Monitor A/R Aging for over 30
day accounts. Researched and resolved open deductions, processing Credit Memos through adjustments or
write-offs. Placed collection calls for outstanding invoices, short pays and open chargebacks.
• Accounts Payable-G/L Coding, Add New Vendors, Vendor Maintenance, Invoice Processing, Release
Payments, Debit Memos.
• Job Cost-Added New Job Cost Tickets. Entered and monitored Job Cost for each contract to ensure billing is
correct and produced monthly Work in Progress reports.
• Entered payroll into excel and called in to Paychex for processing. Monitored bereavement, holiday, sick and
vacation leave.
• Entered purchase orders, processed Billing, handled Bank Deposits, reconciled Petty Cash, Credit Card
Transactions, process Expense Reports.
• Handled Month-end Closing for both Accounts Payable and Receivable, entered Journal Entries.
• Receptionist relief and Assistant to Chief Financial Officer.
Accounts Receivable, V&V SUPREMO: Temporary Assignment, April 2005-July 2005
• Posted Lockbox Receipts, Cash applications, A/R Maintenance.
• Handled miscellaneous Accounts Payables and other administrative duties.
Accounts Receivable Specialist, DYSON, INC., August 2004-March 2005
• Posted Lockbox Receipts and Cash Applications
• Monitored A/R Aging, researched and resolved open deductions, processed Credit Memos.
• Placed collection calls for outstanding invoices, short pays and open chargebacks.
• Processed Rebates and Allowances for advertising.
• Processed daily Bank Deposits.
• Handled Logistic inquiries and requested Proofs of Delivery.
Accountant NHS REDEVELOPMENT CORP.: Temporary Assignment, August 2003-March 2004
• Processed monthly Rental payments for current tenants.
• Process CHAC payments and reconcile short pays.
• Handled Move-ins of new tenants and processed Move-outs of current tenants.
• Sent 5/10 Day Notices to delinquent tenants and processed Judgments for eviction for non-payment.
• Post Gross Potential Rent and Monthly Rent Charges and reconciled any discrepancies.
• Handled all Accounts Receivable and Accounts Payable duties.
• Processed Bad Debt Write-offs and Collection Losses for monies not collected through normal process.
Substitute Teacher, CHICAGO BOARD OF EDUCATION, February 2000-July 2003
• Taught 5th Grade
Accounts Payable, ANGELO MAXIES: Temporary Assignment, July 2002-October 2002
• Match Purchase Orders to Corresponding Invoices, Post Invoices, Debit Memos, Process Checks, Vendor
Maintenance and Miscellaneous Human Resources.
Assistant Controller, NINA ENTERPRISES, INC., June 1992-September 1998
• Supervised and handled Accounts Payable and Receivable, posted Lockbox Receipts, checks and credit card
transactions.
• Supervised Payroll and Human Resource departments.
• Audited Billing, monitored Inventory Controls, handled Petty Cash, Commissions and Royalties.
• Preparation of Federal and State Taxes, W-2, 1099.
• Credit Manager: Established, wrote and implemented Credit, Collection Policies and Credit Analysis.
• Initial set-up of customer new accounts, set Credit Limits, analyzed D&B Reports.
• Handled outside collection process, Bankruptcy Filings, Month-end Closing, Accounts Receivable, Wire
Transfers and Letters of Credit.
EDUCATION:
B.A.-Accounting, 1990- NATIONAL LOUIS UNIVERSITY
COMPUTER/SOFTWARE SKILLS: Service Tracking Management System (STMS), Quickbooks, Yardi Genesis,
Clients & Profit, Yardi, Lawson, Kronos, Great Plains, Excel, MSWord, Outlook, PowerPoint, Lotus and CRT
Terminal.
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