Administrative Specialist Office Manager
Resume:
Audrey O'Donnell
Spicewood, TX *****
***************@*****.***
Authorized to work in the US for any employer
Work Experience
Administrative Specialist
Austin Energy - Austin, TX
April 2021 to Present
• Issue NAD forms to prospective contract, temporary and contingent workers for the city of Austin using Workday ATS.
• Review documentation provided by pending new hires using DocuSign.
• Enter new hire's personal/confidential information using Workday ATS
• Provide assistance and updates to hiring managers regarding their onboarding hires. Bookkeeper/Office Manager
Kernodle Layne Group, LLP - Austin, TX
December 2015 to April 2021
• Maintain checking account, Iolta account, credit card and bills for firm. Reseach and ensure individual account summaries match client contracts and balances with the total firm account summary using QuickBooks.
• Compile time sheets for attorneys, paralegals and legal assistants, calculate billable hours for designated clients. Record and maintain detailed and accurate descriptions of billable hours using Time Central Time and Billing.
• Process travel and expense reimbursements by obtaining receipts, reviewing receipts, scanning all documentation for proper records and distributing reimbursement checks.
• Classify, record and summarize financial data. Compile and maintain financial records using Excel spreadsheets and QuickBooks. Compare computer printouts to manually maintained journals entries to determine if they match. Operate 10-key calculators to perform calculations and produce documents.
• Perform general office duties such as filing, answering telephones, handling routine inquiries and scheduling appointments. Provide quality customer service when communicating with clients.
• Develop monthly financial reports to inform Managers of monthly financial status. Manage and maintain website to generate business. Compiled Estate Planning portfolio and handled special projects as needed. Contract Bookkeeper
self-employed - Dripping Springs, TX
December 2016 to October 2019
• Developed, organized and maintained financial records for small businesses (QuickBooks and Excel)
• Created invoices for attorneys, clients and vendors
• Trained clients to maintain accurate financial records by teaching them to use various applications
• Handled sensitive and confidential documents
Administrative Assistant
David and Susan Galyean Real Estate - Dripping Springs, TX October 2016 to May 2018
• Provided administrative support to agent on housing market
• Researched real estate market to obtain current data analysis -
• Compiled and prepared spreadsheets with market data for potential property acquisitions
• Used Austin Board of Real Estate database to conduct research and entered property stats Accounting Assistant
MUELLER LAW PLLC - Austin, TX
October 2012 to December 2015
• Administer accounts payable functions for Mueller Law PLLC. Operate Peachtree software application to record, store and analyze client, employee and office expenses. Debit, credit and total client accounts. Receive, record and deposit checks. Code expenses according to company guidelines. Match invoices with statements to ensure vendors are paid accurately. Professionally and timely respond directly to vendor inquiries.
• Serve as backup for preparing and processing payroll, using ADP Payroll Services. Manually enter and update Paid Time Off (PTO) and deducted personal expenses. Interpret and provide leave information to employees.
• Process new hire paperwork and review salary, benefits and PTO with new hires. Manage parking passes and office keys for new and terminated employees. Manage and control website and software access to employees by granting and terminating access for Fed-ex, USPS, UPS, LexisNexis, Pacer and Apple accounts. Set up iPads and iPhone account for employees.
• Compile time sheets for attorneys and calculate billable hours for designated clients. Record and maintain detailed and accurate descriptions of billable hours using Excel to create PDF invoices.
• Process travel reimbursements by obtaining travel receipts, reviewing receipts, entering reimbursable expenditures into electronic software system and distributing reimbursement checks.
• Maintain all firm business credit cards for employees. Reconcile monthly statements and pay credit cards on a timely basis. Create Excel spreadsheet to record detailed journal entry for each purchase. Ensure individual account summaries match and balance with the total corporate account summary.
• Create monthly financial reports that contain all outgoing payments and submit reports to the firm's CPA. Retrieve financial data and create reports to obtain current balances for clients and vendors.
• Classify, record and summarize financial data. Compile and maintain financial records using Excel spreadsheets. Compare computer printouts to manually maintained journals entries to determine if they match. Operate 10-key calculators to perform calculations and produce documents.
• Perform general office duties such as filing, answering telephones and handling routine inquiries. Provide quality customer service when communicating with vendors. Comply with company policies, procedures and regulations.
Nanny
SELF EMPLOYED - Austin, TX
February 2011 to May 2013
Provided after school care for elementary and middle school students. Assisted with homework and school projects. Provided transportation and meals.
Contract Administrative Assistant
TEXAS FLOODPLAIN MANAGEMENT - Austin, TX
December 2009 to February 2010
Coordinated, maintained and organized member files that contained their certification hours, conference fees and other relevant and pertinent miscellaneous information. Performed general office duties, responded to client inquiries by faxing information and/or responding to emails and/or answering telephone inquiries. Updated client records in various databases. Insurance Assistant/Receptionist
ALL-STATE FINANCIAL - Austin, TX
September 2009 to December 2009
Filed and faxed documents, answered telephone calls and performed other general office duties. Assisted clients with the filing of claims and documented information for insurance quotes. Received and processed payments (credit cards, checks, money orders and cash) from clients. Title Clerk
ENTERPRISE RENT-A-CAR - Austin, TX
August 2007 to October 2008
Performed general office duties to include filing, faxing, answering phone and more. Typed and mailed car titles to corporate dealerships throughout the state of Texas. Maintained records of car sales handled by the corporate office staff. Paid bills and other accounts payable pertaining to car servicing. Office Assistant
AMERICAN BATH - Austin, TX
February 2007 to June 2007
Answered telephones and scheduled appointments for commercial and residential customer. Coordinated employee work assignments to meet customer demands and deadlines. Maintained and filed office related documents and faxed sale invoices to customers. Entered sale invoice and accounts payable information into computerized accounting system. Preschool Teacher
COUNTRY HOME LEARNING CENTER - Austin, TX
August 2005 to May 2006
Taught Preschool children basic learning and living skills in a positive and loving environment. Planned, organized and posted monthly and weekly projects and lesson plans. Developed and implemented weekly classroom curriculum using original and creative ideas. Education
High School Diploma
James Bowie High School - Austin, TX
General Studies
Austin Community College - Austin, TX
Skills
• DocuSign
• ATS
• Workday
• Accounts Payable
• Journal Entries
• Financial Report Writing
• Accounts Receivable
• Customer support (5 years)
• Customer service (10+ years)
• General Ledger Accounting
• Office Management
• Personal assistant experience
• Microsoft Access
• Social media management
• Google Suite
• Analysis skills
• Quality control
• Microsoft Word
• Accounts receivable
• QuickBooks
• Microsoft Excel
• Accounts payable
• Bookkeeping
• Payroll
• CRM software
• Microsoft Access
• Google Suite
• Typing
• Office management
• DocuSign
• ATS
• Medical terminology
Languages
• Spanish - Beginner
Additional Information
• Proficient with computers and software applications to include Microsoft Office, QuickBooks, Peachtree, Apple Works and other Windows compatible applications. Experience with Multi-line phones.
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