Data Entry Administrative Assistant

Stephanie Moore

OBJECTIVE: To obtain a position as an Administrative Assistant where I can utilize my experience and desire to grow within a company while being challenged.

EDUCATION: Foothill Community College – Associates Degree with Emphasis in International Business

SOFTWARE: QuickBooks (2005,2006), Excel, Outlook, Microsoft Word, PeopleSoft, Lawson, SMS, MISYS, Oracle (IOU, E-business Suite), ADP (Payroll), Timberline (Payroll), Viewpoint (Payroll)

SKILLS:

General office procedures

Strong statistical experience

Photocopying, fax, email, scanning

Strong organizational skills with attention to detail

Data Entry, typing, phones

Ability to work with diverse groups

A team player with a can do attitude

Learn new software and skills quickly

Ask questions to get the job done efficiently and accurately

in a timely manner.

Maintain confidentiality with sensitive information

Detail oriented

EXPERIENCE:

6/16 – 7/16 Bothman Construction, Santa Clara CA – Roberthalf

Payroll

Prepared data entry into weekly payroll timesheets for corporate and field employees

Maintained various reports such as paid time off accruals, overtime, 401k, wage and salary, and missing timesheets

Reviewed, audited journal entries and maintained account reconciliations

Distributed payroll checks weekly

Maintained spreadsheet for weekly deductions: 401k, Garnishments, Medical

4/16 – 4/16 Vance Brown, Palo Alto CA – RobertHalf

Payroll Specialist

Opening payroll period control

Adding new hire to payroll list

Processing timesheet entries

Printing payroll register against check numbers

Printing checks

Updating Ledger

Previewing GL distribution list and matching job cost report

Print Payroll register

Updating A/P

Processing A/P batch

Posting garnishments to A/P

Updating Ledger with new pay rates

Closing out pay period control

08/2015 - 12/2015 Google, Mountain View, CA - Randstad

Human Resources Coordinator

Ability to assess and improve processes

Schedule tech calls for password set-up and security key activation

Schedule employee orientation

Reserve conference rooms

Onboard new hire and offboard employee exit

Grant employee access to software tools

Process manager change

Process job function change

Approve overtime summary reports against guidelines

Update and prepare overtime invoice spreadsheet

Order and ship equipment (laptops, desktops, security keys)

Update vendors contract a year from start date

10/2013 - 07/2014 Blue Coat Systems, Sunnyvale, CA

Human Resources

Scanned, audit, organized physical and electronic online files, scanned, and titled all active and inactive HR personnel files (domestic/international). Uploaded documents into appropriate employee/matter locations. Managed HR file records by assembling employee folders, preparing labels, boxing, preparing labels, and sending to storage (US and overseas). Cross trained contractor on following above duties. Processed and shipped employee 5-10 year service awards (US and International). Verification of employment status regarding: employment (start and end dates), leases, and loans for past and current employees ( US and International). Looked up employee current data status in Oracle Applications: Oracle E-business Suite.

06/2013 - 07/2013 Dean’s Office, Stanford University School of Medicine

Administrative Assistant

Answered multi-line phone (light), fax, photocopy, created flyers and purchase orders, distributed mail, supported faculty and staff with special projects, scheduled maintenance appointments, received and signed for FedEx packages.

06/2013 – 06/2013 Infectious Disease & Geographic Medicine, Stanford University School of Medicine

Administrative Assistant

Processed reimbursements (Oracle), processed payments, ordered office supplies, performed procurement through Oracle, answered multi-line phone (light), fax, scanning, sort mail, scheduled conference calls, reserved conference rooms, conference room setup and cleanup, greeted visitors, supported faculty with special projects.

10/10 – 12/10 Bloomingdale’s, Palo Alto, CA

Fashion Accessories Specialist

Met and exceeded sales and new account goals

Became familiar with product information and understood features that benefited the product

Built customer relationships and loyalty through personal interaction

Demonstrated knowledge of store products and services and use this knowledge to build sales

05/08 -05/10 Stanford Temps, Stanford, CA

Controller's Office – Endowment Fund File Clerk

Prepared and organized endowment fund files for scanning, for a virtual file project.

05/08 – 08/08 Stanford Hospital, Palo Alto, CA

Clinical Labs – Billing

Transcribed answering service messages into memorandum per verbatim

Pulled requisitions ( Laboratories use this to track what tests patients took )

Requisition matching for main lab accessions of outreach

Matching error and vendor reports

Prepared manual billing charges and batched charge slips for clinical lab services for:

Cytogenetics, Cytopathology, Parasitology, Surgical Pathology, Virology, Microbiology, Molecular Pathology, Anatomical Pathology, Hematology, Blood and Urine

Follow up calls for patient insurance information

Scanned insurance claims

Entered insurance claims information into spreadsheets ( CPT codes, Tests, Quantity, Charges)

Researched reference Standard Test Reports for missing information using MISYS fee schedule spreadsheet ( CPT code, Labs, Price, number of tests that the doctor ordered )

Researched billing charges with SMS spreadsheet and checked transferred charges by month, day, and year to make sure that duplicate charges weren’t billed twice.

03/2015 – 03/2015 Genomic Health, Redwood City CA - Palo Alto Staffing

A/P

Managed accounting records by boxing, preparing labels and sending to storage (journal entries, reconciliations, AP voucher packets, etc.)

Arranged monthly journal entry books; ensured all hardcopy entries were matched to reports

Sorted and matched wire confirmations to payment packages

Prepared check run support ( match vouchers to checks, file, etc.)

Prepared various accounting binders

Filed A/P documents and forms

Assisted in copying/scanning/printing support packages for reconciliations and other items

10/2007 – 03/2008 Palo Alto Medical Foundation

Payroll Administrator

Processed payroll for 300 employees on ADP

Entered hours and codes for sdi, pto, and maternity leave

Maintained compliance with state and federal regulations

Verified w-4 forms, and new hire employee information

Maintaining all employees files in a current legal and accurate manner

Pulled timesheets for subpoenas,read, route, and collected mail

Mailed garnishment and state unemployment checks

7/07 – 10/07 TRC Lowney, Mountain View, CA

Administrative

Data Entry

Retrieved A/P project files (invoices)

Updated, organized and maintained file system

Edited and revised revenue expenses on all phases and tasks for each project set up implementation

4/07- 4/07 Lucille Packard Children’s Hospital, Stanford, CA

Pediatric Resident File Project

Data Entry

Gathered past and present physician information from 1970-current ( name, beginning and ending date for ( residency and employment, including other important information) put into Excel file from A- Z

Verified students internship and residency forms were in file

Verified dates upon completion of internship and residency were included on the transcript of Graduate Medical Education

Boxed up all files to sent to DeliverEx

Point of project was to have files ready in an orderly fashion as a reference of employment for students seeking employment, and had to provide proof upon completion through transcript. Information was also provided to outside Hospitals and Clinics requesting inquiries of students enrollment and information upon completion at the Graduate Medical School of Education

01/06 – 10/06 Coupons Inc., Mountain View, CA

Accounting Assistant

A/P

Database Data Entry

Invoice Reimbursements

Reconciliation

Set up accounts

Interacted with customers regarding refunds

Created reports using spreadsheets (Excel and QuickBooks)

Researched transactions

Print, mailed and processed all checks for signature in a timely manner and entered Import vendor invoices & expense reports

03/05 - 11/05 Google, Mountain View, CA

03/05 - 11/05 Google, Mountain View, CA - Adecco

Quality Assurance Analysis

Scanning of sensitive materials

Verified accuracy of scanned materials

Worked with a team to meet deadlines

Accurate data entry of sensitive materials

11/00-5/04 Stanford University, Stanford, CA

Application Coordinator

Supported the Admissions office; maintaining, updating of applicant data

Data pool consisted of 5000-6000 international and domestic applicants applying for MBA program

Navigation through various menus to insure that data was captured

Verified required and supplemental background information such as; transcripts,

GMAT and TOEFL Scores, employment history, etc.

Entered codes that generated denial, waitlist and acceptance letters, as well as contacted

students via phone and mail regarding missing data, etc.,

Generated thank you letters to students upon completion of program

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