Administrative Assistant Human Resources
Resume:
ANGELA VATICALOS
PO BOX ***
CONVERSE, TX *****
********@*****.***
QUALIFICATIONS
Microsoft Office Suite, Maintenance Connection, PeopleSoft, SAP, Sage Accounting Software, One Write Plus Accounting Software, Numara Footprints, Numara Track it.; CAPPS Reporting System; Microsoft Dynamics/NAV Accounting Software; iCIMS, Various Telephone and Calendaring systems; Internal Auditor; Audio/Visual Conferencing; Certified Travel Ambassador
EDUCATION
Cambuslang College, Scotland, UK. Utilities of Computers, Associate Degree
Capital City Trade & Technical School, Austin, Texas. Travel Agent Certification
Austin Community College, Classes to gain Associate Degree
PROFESSIONAL EXPERIENCE
UNIVERSITY OF TEXAS HEALTH SCIENCE CENTER, CELL SYSTEMS & ANATOMY
Administrative Assistant (Temporary Position) June 2023 – Present
Provides general administrative support including key/access requests, deposits and facilities management requests
Preparation of regularly scheduled reports and processing Visa requests along with appropriate documents needed for onboarding and/or renewing a Visa
Alerting faculty/staff of deadlines for expirations of visas and follow through with appropriate recommendations
Alerting proper staff of office supplies needing to be replenished
Submits payment requests to vendors
Performs all other duties as assigned
AMERIPRISE FINANCIAL INSTITUTIONS GROUP September 2022 – December 2022
Financial Reporting Professional (Temporary Position)
Preparing and delivering Daily Onboarding Reports on New Accounts for Clients obtained by Advisors
Preparing and delivering Weekly Reports on New Accounts for Clients obtained by Advisors
Receiving copies of documents to be placed in correct folders of client accounts
Obtaining signatures to clients banking documents for their accounts and placing in correct folders
Mailing client documents and ensuring receipt by Certified Mail, Return Receipt Requested
SOUTHWESTERN MOTOR TRANSPORT LINES (Temporary Position) March 2022 – August 2022
Administrative Assistant (Temporary Position)
Scheduling Appointments for CFO internally and externally
Indexing thru Excel worksheets that a listing of all company boxes and materials with descriptions kept in company vault
Creating files and filing system to be kept in safekeeping
Creating deposit tickets for three separate owner/company accounts
Paying invoices from three separate owner/company accounts
Reconciling three separate owner/company accounts
Creating letters, memos, emails for CFO
Creating task lists for two Break Rooms being remodeled and ensuring all is complete
Answering phone calls and meeting guests; relaying messages to CFO when needed
CITY OF SAN ANTONIO
Administrative Assistant (Temporary Position) January 2022 – March 2022
Answering calls for department regarding and obtaining Open Records Requests
Setting Appointments for Open Government Division with City Departments to present the type of records that are produced
Researching ORR’s for customers
Returning customer calls with information requested
Attaching Open Records to ORR’s and closing ORR
Investigating why ORR cannot be sent and placing in appropriate file
CITY OF SAN ANTONIO (NHSD)
Administrative Assistant (Temporary Position) August 2021 – January 2022
Grant Funded
Approving Invoices processed by Fiscal Processors
Sending back Invoices to be revised with corrections before approval
Validation of Vendors
Rejection of New Vendors after comparison and additional information
From SAP
Processing Pledge forms through SAP to pay Rent, Mortgage, CPS, SAWS and
Internet bills for clients who are having issues paying due to Covid19.
Ensuring that the proper bills are attached to each client’s SAP form submitted to be paid.
BEST MANUFACTURING
Accounting Clerk (Temporary Position) August 2020 – November 2020
Accounts Payable
Check Run
Cash Receipts Journal
Weekly Payroll Entry Reports
Invoicing
PI INDUSTRIAL
Administrative Assistant (Temporary Position) March 2020 – May 2020
Receptionist front desk. Unlocking/relocking front door for visitors expected due to Covid19.
Changing of backup tape each morning in server room
Coronavirus Checklist updated daily and distributed to Plant Manager
Purchase Order creations daily in SAP. Receiving in SAP
Answering Client questions regarding when invoices have been paid and/or received
Billing daily in HRMS, a step by step process
Ensuring invoices and Billing Log match with BOL’s
Closing out Billing each day with a clean slate
Scanning invoices to corporate office for payment.
Scanning our invoices that are billed daily to customer’s file online
Working with IT to assist in getting computer settings correct
INSURANCE BROKERAGE, LIFE AND ANNUITIES
Office Professional (Temporary Position) August 2019-January 2020
Scheduling Appointments
Assistance during Appointments with Clients
Connecting Client with Home Office after giving pertinent information to verify the Client account(s)
Follow-up procedure with any Client that has questions and/or needing assistance
ELS
Site Administrator March 2019-August 2019
Approving Weekly Timesheets using Kronos
Onboarding process for new Employees
Creation and maintenance of Employee files
Creation and maintenance of Vendor files
Administering Phone Screens and Interviewing Candidates for open positions
Preparing On-boarding procedures for new hired employees and ensuring the results are recorded
Billing the Account in which we work with monthly
Creating Purchase Orders for purchases made in Maintenance Connection; receiving in Maintenance Connection
Preparing invoice batches for weekly processing through Accounts Payable
Maintaining calendaring system through Outlook
CITY OF SAN ANTONIO
Administrative Assistant (Temporary Position) July 2018– January 2019
Supporting the Director of office and Associates
Maintaining Calendar system through Outlook
Ordering of supplies using SAeP
Travel, Conference and Meeting arrangements using SAP
VINTAGE AIR, INC
Staff Accountant October 2014-March 2018
Accounts Payable and Accounts Receivable
Payment Application using Microsoft Dynamics
Printing from email Invoices and receiving by USPS invoices to be entered
Entering all Invoices into Microsoft Dynamics accurately for payments to be made
Check Runs using Microsoft Dynamics
Daily Invoicing of customers and dealers using Microsoft Dynamics
Internal Auditor
VINTAGE AIR, INC
Administrative Assistant August 2012-October 2014
Greeted Customers
Assisted in Customer Orders and Details in each order issued
Receptionist
Filing
Scheduling of follow-up with customers
Promoted to Staff Accountant October 2014
NATURAL GAS CO August 2008 – Sept 2011
Administrative Assistant - IT Department
Directly supported the Chief Information Officer who was also Director and Vice President of company
Administrative support for the IT Department in San Antonio, Houston and Dallas offices.
Reconciliation of Purchase Cards for all IT Employees
Using SAP, coding and entering of invoices and delivering to Accounting Department in a timely manner
Expense Reports using Microsoft Excel
Travel arrangements, setting of appointments using Outlook
WEST CORPORATION
Call Center Representative -San Antonio, TX August 2005– August 2007
Podium Position (COSS) – San Antonio, TX August 2007 – August 2008
Worked in office on site to secure telephone messages from employees and prepare daily reports
Direct support of Human Resources Department in hiring processes
Verified details of pre-employment resumes
Verified Purchase Orders with Invoices and received approval to be submitted to A/P
SW ENGINEERING August 2001- September 2004
Office Manager/Administrative Assistant, Tempe, AZ
Greeted customers and assigned Electrical Designers to incoming jobs
Verified invoices with owner
Coded invoices and submitted to A/P weekly
Closed finished jobs and billed customers
MOTOROLA
Administrative Assistant (temporary), Tempe, AZ July 1998- August 2001
Administrative duties for the IT Department
Compiled data for daily, weekly and monthly reports
Arrangement of meetings and appointments for IT Department
Answered phone calls and emails in a timely manner
TETRA PAK, UNITED KINGDOM
Administrative Assistant, Scotland, UK 1994 September – July 1998
Maintained calendaring system for office staff
Directly supported Director of office in Scotland, UK from Tetra Pak, Sweden
Planned activities including office outings taking clients to the Dairies in Scotland, UK
Planned Holiday and Tetra Pak activities for staff
Traveled and submitted invoices to Tetra Pak, London monthly for payment
HAIRMYERS HOSPITAL, EAST KILBRIDE, SCOTLAND, UK 1992 August – 1994 September
Administrative Assistant, Biochemistry Lab, Scotland, UK
Booked all patient Biochemistry laboratory work to be done into computer Entered patient results in a timely manner
Assisted in helping the Laboratory receive accreditation in 1993-1994
Assisted Hematology. Microbiology and Pathology Laboratory in filing of patient results
Typed correspondence needed for Head Biochemist and submitted where needed
Worked for one month in Orthopedics matching patient lab work with x-rays for surgeon(s)
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