Office Manager

SPECIAL SKILLS AND CHARACTERISTICS:

Personal and Professional

Katie is an experienced professional in office management, IT interface/reconciliation, and manual writer. She is passionate about project management and process improvement. Using her strengths in analytical thinking and detail observation she thrives in any team situation bringing insight and solutions to every project.

In her spare time Katie is passionate about urban and nature photography, eco conservation, and social justice.

Specialties:

●Process improvement

●Project Management

●Critical Thinking

●Technical Writing and SOP implementation

●Strong background in office management including experience in AP, AR, HR, and Payroll

●Salesforce, Peoplesoft, ADP, Workday, Microsoft Office Suite

WORK EXPERIENCE

Academy of Art University Mailing Services Operations Lead January 2012 – present

Katie was promoted to supervisor based on her outstanding performance and dedication to maintaining department excellence. She manages new projects assigned to the department quickly and efficiently. A high standard of task completion is maintained within the department and she partners with staff to ensure extra training is provided to keep tasks fresh and relevant.

●Wrote, implemented, and maintain department manual & standard operation procedures for department

●Inter-department database coordinator for specialized student communications via PeopleSoft

●Partner with IT to maintain, update, and transition inter-department Peoplesoft coding requests

●Supervise Mailroom and Receiving offices including: staff, inventory, projects, multiple communal inboxes, and inventory website

●Perform interviews, on-boarding, training, and coaching meetings

●Created and maintain master spreadsheets / files for all communications and codes overseen by Mailing Services

●Supervise and process quality assurance checks while reviewing tasks for process improvement

●Collaborate with E level staff from multiple departments to ensure projects and deliveries are completed efficiently and accurately

●Project and manage yearly department budget to meet fiscal goals and maintain department spending

●Maintain tight on and offsite inventory including usage rates and low stock alerts

●Partner with Marketing to ensure prompt distribution and usage of dated materials

●All items below under Mailing Services Coordinator as well as above duties

Academy of Art University Mailing Services Coordinator March 2008 – January 2012

In her first role at Academy of Art Katie began writing a full department manual to ensure all procedures were performed correctly and accurately documented. She streamlined daily tasks to ensure maximum efficiency and time management. As she grew in this role she began to partner with IT on behalf of multiple administrative departments to ensure accurate implementation of new procedures.

●Maintain all daily Mailing Services operations including staff schedules & delivery to 18 external locations

●Streamlined all office procedures, paperwork, and daily tasks for better productivity

●Partner with representatives from all major couriers to ensure best possible service (UPS, USPS, FedEx, etc)

●Collaborate with vendors for special & large mailing jobs including recurring / ongoing mailings

●Setup, run, review, and maintain specialized coding and tracking for student records in Peoplesoft

●Process and track department purchase orders and invoices

●Provide regular inventory updates, usage rates, and low stock alerts on all printed materials

●Prepare outgoing and incoming mail / packages including distribution

●Process outgoing courier packages via various software systems including UPS Worldship

●Cross trained and assist other departments during peak business times

●Provide administrative and analytical support to the Executive Director in charge of Data Operations and Customer Service departments

●Maintain employee files, department budget, department vehicle, leased machines, computers, phones, and supplies

Clement Pappas & Co., Inc Plant Accountant March 2007 – December 2007

Katie was promoted into the role of Plant Accountant based on her dedication to excellence in all tasks. She honed her attention to detail and analytical thinking into excellent project management skills. While gaining new skills Katie set herself a task to create a full department manual to ensure quality of work would be maintained through standard operating procedures.

●Worked closely with management and supervisory staff to ensure procedures and policies were followed at all times and maintained to ensure ongoing compliance

●Created and implemented new CPU tracking spreadsheet which became a best practice for multiple departments and used company wide

●Assisted department managers with budget corrections and meeting target cost per unit metrics

●Created new procedure manuals for various office duties including: purchase orders, AP invoice entry, payroll, and various company reporting functions

●Interfaced with offsite IT personnel to ensure all office computers were running correctly and updated

●Verified and maintained accurate records for inventory control methods as well as accounting and payroll functions

●Streamlined general office procedures and maintained office supplies, machines, and agreements for repair

●Assisted with Human Resources duties including: interfacing with employees, resolving payroll issues, onboarding, new hire orientation, and maintaining employee files

●Provided backup for staff in: Purchasing, Human Resources, and Receptionist

●Additional duties: weekly and bi-weekly payroll processing (75+ emp), AP data entry, month end reporting/ journal ledger entry, pulling and reviewing accounting / inventory reports, spreadsheet tracking and maintenance

Clement Pappas & Co., Inc Accounting Clerk March 2005 – March 2007

Katie started at Clement Pappas in the role of clerk, however her tasks quickly grew to include office management, payroll, training new personnel, and much more. Her dedication and hard work was quickly rewarded with new responsibilities and growth opportunities.

●Processed all AP invoices, checks, paperwork & documentation

●Plant vendor management including setup, order issues, invoice discrepancies

●Processed weekly and bi-weekly payroll via Kronos & ADP (75+ emp)

●Managed office supplies, machines, and agreements for repair

●Fulfilled receptionist position concurrently with other duties

●Prepared outgoing and incoming USPS & interdepartmental mail including distribution

●Provided backup for staff in Purchasing & Human Resources

●Additional duties: work with offsite IT personnel for issue resolution, pulling and reviewing payroll & accounting reports, invoice scanning, spreadsheet tracking and maintenance

Weeks Roses Receptionist (Aug 2000 – Dec 2000) Accounting Clerk (January 2001 – March 2005)

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