Administrative Assistant Office

KATIA ORTEGA

**** ********* **. **

HUNTSVILLE, AL 35801

PHONE: 256-***-****

E-MAIL: ********@***.***

ADMINISTRATIVE ASSISTANT EXPERIENCE

Subject Matter Expert with over twenty (23) years of experience – six (6) years as Administrative School Secretary at Vicenza Middle School in Vicenza, Italy; seven (7) years as Administrative Assistant at the Baptist Cardiac and Vascular Institute in Miami, Florida and ten (10) years as Executive Bilingual Secretary at the Agency for International Development (USAID), U.S. Embassy, El Salvador. I am recognized as a team player that is able to manage multiple responsibilities simultaneously, proactively resolve issues, and consistently meet and exceed established goals and objectives. Recognized for my capacity to work autonomously, as well as collaboratively, able to function in dynamic and changing environments, and able to interact effectively with all levels of an organization.

Prepared and Screened Correspondence

Personnel and Payroll Coordination

Office Automation Expertise

Documented Meetings

Travel Coordinator and Scheduling

Records Management

19 July 2010 – Present – School Secretary, Vicenza Middle School – Serve as the Principals’ personal assistant responsible for coordinating day-to-day office activities and for managing the other members of the clerical staff. Duties include, but are limited to, maintaining the principal’s business calendar; managing and coordinating substitute teachers requirements; capturing and preparing meeting minutes and notes; typing and disseminating school documents and correspondence; ensuring members of the faculty and parents are kept informed on school activities; interacting with parents, students, and administrators to address questions related to school issues. Performed duties unique to the current school environment including: personnel and payroll coordination; computer security; key control, and records management.

15 April – 22 September 2008 - Executive Administrative Assistant to Ms. Deborah Walker, Executive Director, Palm Beach County Community Health Alliance. Ms. Walker was responsible for provided financial and administrative support to ensure effective, efficient, and accurate financial and administrative operations for the Health Alliance’s annual and grants budget. I assisted Ms. Walker with processing accounts payable transactions on a day-to-day basis in order to ensure that finances were updated and accurate. Additional responsibilities included receiving, verifying, recording, and paying invoices; preparing manual checks and entering them into the Peachtree Accounting Program (PAP); processing reports after data entry; maintaining listing of accounts payable; and updating vendor files. Established and maintained employee files and entered the payroll information into the PAP, as well as maintained the office’s general and financial files and served as the coordinator of all board meetings, to include preparing meeting material for board participants. Worked in coordination with the Executive Director to prepare all grant and funding applications. Ensured the confidentiality and security of all financial and employee files and performed other related duties as required.

PROMED Temp Agency – Palm Beach County Community Health Alliance

Immediate Supervisor: Deborah Walters, Can be contacted at 202-***-**** or ************@*****.***)

Hours worked a week: 35

Pay: $14.00 p/hr

Reason for leaving: Heath Alliance Closed.

October 1999 – April 2007 - Administrative Assistant to Dr. Barry T. Katzen, Founder and Medical Director of the Interventional Cardiology, Baptist Cardiac and Vascular Institute, Miami Florida. Responsible for coordinating complicated national and international travel arrangements, to include preparing all necessary documentation (visas, passports, etc) for physicians’ participation in conference and symposia. Submitted presentation abstracts to be used during the seminars, coordinated follow-on meetings between vendors and physicians, submitted receipts for reimbursement. Maintained several calendars that included meetings, appointments, patient consultations, patient procedures, and travel. Other responsibilities included answering heavy and sensitive telephone traffic promptly and courteously, screening calls, directing calls to the appropriate personnel, departments, and/or responded to questions/issues; transcribed manuscripts, abstracts and correspondence; transcribed meeting minutes for several institute committees; coordinated simple and complex meetings; provided assistance to other physicians as requested; and opened, sorted, and screened correspondence accordingly.

Company: Baptist Cardiac & Vascular Institute – Miami, FL

Immediate Supervisor: Clara Silva –– Can be reached at 786-***-****

Hours worked a week: 37-40

Staring Pay: $12.00 p/hr- Ending Pay: $19.00 p/hr

Reason for leaving: Husband was transferred to Colorado Springs.

July 1998-July 1999 – Office Manager/Administrative Assistant - Speak Out, Inc, Miami, Florida. Responsible for the day-to-day activities of the office; to include, but not limited to, organizing and disseminating training materials, coordinating customer training seminars in and out of state, and managing the company’s calendar and travel schedule. Coordinated trips for the company’s president and vice president, maintained the company’s database, and reviewed all outbound correspondence.

Company: Speak Out, Inc – Miami, FL

Immediate Supervisor: Anne Freedman – Can be contacted at 305-***-****

Hours worked a week: 40

Pay: $14.00 p/hr

Reason for leaving: I wanted a more challenging work environment - this was a husband and wife operation.

October 1997-April 1998–Law Firm of Moreland & Mendez, PA–Orlando, Florida. Responsible for transcribing legal correspondence, as well as trail correspondence for the attorneys. The work was part-time and done from home.

August 1997-April 1998–Professional Administrators, Inc, Orlando, FL. Responsible for transcribing all correspondence and documents required by Worker’s Compensation and Loss Prevention Departments. I administratively supported three claims adjusters and was responsible for running, distributing, mailing and filing worker’s compensation claims on a daily basis.

Company: Professional Administrators, Inc – Orlando, FL

Immediate Supervisor: Lauren Wager - Can be reached at 407-896-052

Hours worked a week: 40

Pay: $8.50 p/hr

Reason for leaving: Relocated to Miami, Florida.

December 1996 - June 1997 – Part-Time Administrative Assistant Human Resources Office- Amsterdam Savings Bank, Amsterdam New York. Responsible for all general filing functions, to include employee files (evaluations, disciplinary actions and absence reports). Prepared and distributed job postings and selections letters, new hire orientation packages, and one (1) year benefit packages -- always ensuring that there were sufficient in stock. In charge of department’s supply room, mail sorting, and distribution, attendance records, absences report log, and distribution of disability forms, when required. Screened new employee files and compiled terminated employees files to be stored. Maintained departmental memo books and assisted with the EEO compliance process.

Company: Amsterdam Savings Bank – Amsterdam, NY

Immediate Supervisor: Betsy Holer - Can be contacted at 518-***-****

Hours worked a week: 40

Pay: $7.25p/hr

Reason for leaving: Relocated to Orlando, Florida.

1986-1996- US Agency for International Development (USAID), El Salvador.

1989 – 1996 - USAID/El Salvador - Office of Strategic Development. Personal secretary and assistant to the Deputy Director of the Office of Strategic Development. Responsible for secretarial oversights and logistical support, as well as orchestrating the day-to-day activities of the office during a trying period in Salvadoran history. My general duties included coordinating travel arrangements, scheduling meetings and conferences between USAID and the Government of El Salvador (GOES), working on aid agreements between USAID and the GOED, and ensuring that the budget information and paperwork were correct before signing.

Company: U.S. Agency for International Development, El Salvador

Immediate Supervisor: Silvia de Gonzalez -Can be contacted at 011 (503-****-****

Hours worked a week: 40

Pay: $400 p/month

Reason for Leaving: Relocated to the United States

1987 – 1989 - USAID/El Salvador - Office of Education and Training. Personal Secretary to the Deputy Director of the Office of Education and Training. Responsible for coordinating all activities within the office, to include reviewing all incoming and outgoing correspondence, while researching historical files in order to attach appropriate reference materials to correspondence referred to the Ambassador for consideration and signature. My general duties included coordinating travel arrangements, scheduling meetings, and conferences between USAID and the Salvadoran Ministry of Education; preparing travel vouchers and made sure that per diem was not exceeded. Prepared country clearance cables, in charge of office logistic preparation and helped embassy personnel prepare yearly Personal Evaluation Reports (PER).

1986 – 1987 - USAID/El Salvador – Receptionist – Responsible for receiving and directing all visitors to the appropriate USAID offices. Provided information in response to inquiries related to USAID office functions, service and programs.

Education

1982: Colegio San Francisco, San Salvador, El Salvador.

1983 – 1996 - Attended a series of seminars on professional ethics, secretarial techniques, general accounting, public relations and professional motivations sponsored by the Executive Secretaries Association of El Salvador.

Office Skills: Qualified and trained on the following programs: Outlook, DAI, DCPDS, DCPS, WordPerfect 5.1, 6.1 and Corel WordPerfect 7, Windows, Word, Excel, Access, Power Point, Peachtree, Dictaphones, fax, scanner, laminator and copier machines.

Personal Skills: I possess interpersonal, team building, bookkeeping, analytical and problem solving skills. I am detail oriented, possess a high level of accuracy, and am extremely organized. I have excellent written and communication skills.

References

Stephanie M. El Sayed – *********.*******@**.*****.***

Dr. Julio Gonzalez – **********@*******.***

Barry T. Katzen, MD – 786-***-****

Judith Pattinson – 786-***-****

Additional references available upon request

Contact this candidate