Administrative Assistant

MELISSA BARNES

Phone: 704-***-****

*******.*.******@*******.***

SKILLS and EXPERIENCE

Jun 2015 – October 2022 Owner/Baker, Cocktail Cakery, LLC

• General Ledger reconciliation

• AP and AR

• Tax Reporting (Sales and Use, Payroll, Business Property; Business Income)

• Journal Entries

• Maintained W-9 files; Vendors; Contractors

• Ordering and Inventory

• Website Design and Social Media Content

• Recipe & Menu Development

• Customer Service & Employee Training

Sept 2013 - Jun 2015

• Cared for Elderly and Disabled Father-in-Law, until His Death Jan 2013 - Sept 2013 Accounts Payable, Diamonds Direct, USA

• Manage domestic and international vendor invoices via audit, recording and payment for 5 locations in 4 states

• Accounts Payable (3 way match)

• Accounts Receivable (Credit Memos, Discounts, Reconcile Daily Retail Sales)

• Reconciled all vendor account statements

• Average invoice recording 600 per week

• Average check batch $1.8M

Sept 2010 – Nov 2012 Accounts Payable, Time Warner Cable

• American Express Corporate Card Administrator: Processed Corporate Card Applications; Distributed corporate cards and training materials upon receipt; Developed training tools for new and existing cardholders (PowerPoint tutorials, form emails, etc.)

• Assisted cardholders with Amex issues and T&E reporting; Closed cancelled accounts and finalized T&E reporting; Assigned non-cardholders to departmental Business Travel Accounts; Identified and followed up on delinquent accounts

• Implemented an email archive process to protect historical communications; Built a database to contain all cardholders for dashboard reporting; Maintained application documentation (hard files and digital); Secured all highly sensitive information; Developed and revised departmental processes to establish consistency and accuracy; Developed departmental training tools; Created user-friendly, fillable PDF Amex applications and other forms

• Facilitated the recovery of over $132K in unreported/deleted merchant refunds; Provided GL coding for all checks resulting from merchant refund recovery

• Assisted other teams with technical issues; Partnered with HR in reporting policy violations; Assisted other teams within my department (Travel & Expense Report Auditing and Invoice Entry)

• Expense Report Auditor: Audited employee-submitted travel and expense reports for policy compliance prior to payment; Assisted submitters with training and technical issues;

• Provided payment status on released reports, as requested; Imported scanned receipts into the respective expense report for audit

• Invoice Entry: Entered required fields for facilitating approval routing and payment of all vendor invoices (Oracle); Processed check requests; Identified new vendors for initial set-up; Alerted Vendor Maintenance team of account changes; Audited all ACH and Check payments in excess of

$100K for accounting compliance standards

Jan 2010 – July 2010 Staff Accountant, Accountemps

• Assignment: Interstate Contract Cleaning Services, Inc, Charlotte, NC

• Accounts Payable (3-way match)

• Accounts Receivable: Invoicing, Credit Memos, Customer Statements, Discounts

• Journal Entries

• Cost Center Accounting

• General Ledger reconciliation

• Banking reconciliations (Operating account, Payroll Account, Credit Cards)

• All AP/AR filing

• Off-cycle payroll checks

• American Express Expense report reconciliation

• Sales & Use Tax Reporting (NC & SC)

• Maintained Contract files: Hard copies, electronic copies, and updates

• Maintained Certificates of Insurance for all accounts May 2008 to Jan 2009 Accounts Payable Specialist, Ajilon Finance

• Assignment: Husqvarna Professional Products, Inc, Charlotte, NC

• Processed all outside vendor invoices for payment

• Processed all pre-paid expenses

• Built and modified vendor account information

• Disputed incorrect charges and billings with vendor

• Processed weekly check run and maintained register

• Weekly check run averaged $2.75M

• Averaged 400 A/P entries per week

• Processed payroll additions

• Verified payment status per vendor request

• Voided payments and vouchers as required

• Prepared departmental and EOM reports

• Concur Administrator (Employee Expenses) – assigned user accounts, updated user profiles, trained users, approved/rejected expense reports

• American Express Administrator – procured/terminated corporate cards, maintained card holder information, reconciled monthly statements, disputed errors, ordered American Express Gift Cards All A/P filing; Departmental mail distribution Jan 2007 to Dec 2007 Office Manager, Inspired Designs, LLC

• Accounts Payable and Accounts Receivable, including collections for an Interior Design firm that grossed over $1M sales in consulting and merchandise

• Processed all payroll and calculated Quarterly Bonuses

• Visa Card Administrator – procured/cancelled cards, set card user limits, reconciled monthly statements, disputed errors

• Customer Service letters and phone calls

• Vendor Disputes and Warranty issues

• Drafted and administered customer contracts and set up files

• Purchasing for both the company and the clients

• Sought new vendors and opened new accounts

• Prepared all company reports and presented them to the Partners

• Maintained all HR files, including new hire interviews, I9 Regulations and terminations

• Supervised Design Assistants

• Maintained computer systems and equipment and trained users

• Reception, company email responses, and telephone

• Marketing and Web Design

Jan 2005 to Aug 2006 Administrative Specialist, Lowe’s Companies, Inc

• Assistant to a Vice President of Merchandising

• Managed the VP’s phone and calendar, personal and professional

• Drafted the VP’s correspondence, personal and professional

• Made travel arrangements for the VP via commercial and corporate resources

• Prepared departmental reports and VP presentations

• Performed all departmental purchasing and maintained adherence to the departmental budget

• Confirmed and approved departmental payroll reporting

• Departmental P-Card Administrator – Procured/cancelled corporate credit cards; reconciled all travel card statements and expense reports using PeopleSoft

• Reviewed all contractual documents for compliance with Risk Management protocol

• Audited all information prior to archiving and maintained all master files

• Coordinated and promoted monthly departmental events

• Supervised Merchandising Assistants

• Created Employee database for tracking

• Created Vendor Maintenance database to effectively and efficiently manage compliance measures

• Prepared agenda and maintained minutes of all staff meetings

• Prepared VP “National Sales Meeting” vendor invitations

• Administrative back-up for 4 Vice Presidents and 6 Merchandising Directors SOFTWARE

• Microsoft Office: Access; Edge; Excel; OneDrive; OneNote’ Outlook; PowerPoint; Teams; Visio; and Word

• Miscellaneous: Adobe Acrobat Pro; Concur: Intuit QuickBooks Pro; Go Daddy Website; PeopleSoft; Oracle (Limited)

COMMUNITY VOLUNTEER SERVICE

Classroom Central, Charlotte, NC – Donation Events Ronald McDonald House, Charlotte, NC – Prepared Meals Habitat for Humanity Re-Store, Cornelius, NC – Sorted Donations Cornelius Animal Shelter, Cornelius, NC – Cleaned Holding Pens

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