Administrative Assistant Accounts Payable
Resume:
Sonchetta Ruffin
***** **** ***** ***** ***. ***
Detroit, Michigan 48223
***********@*****.***
JOB RELATED SUMMARY
● Accomplished Administrative professional with a strong background in all genres of a dedicated office Guru
● Skilled in performing all office duties to include financial analysis to influence procurement decisions and managing purchasing budgets
● Noted excellence in prioritizing and completing multitask simultaneously, very flexible, and hardworking with a strong drive to succeed
● Strong organizational, interpersonal, communication, Proofreading, program development skills as well as training experience
SKILLS & PROFESSIONAL DEVELOPMENT
● Expedition
● MS (Project, Access, Excel, PowerPoint, Word,
Outlook, Publisher)
● Visio
● Image Quest
● Primavera
● Lotus Notes
● Internet
● Oracle
● Peachtree
● PeopleSoft
● QuickBooks
● Salesforce
● SVS and SAP
● Excellent Proofreader
PROFESSIONAL EXPERIENCE
Snelling Staffing Homewood, AL
October 2022 - Decembet 2023
Wurth Construction Services
Administrative Assistant/ Clerk
● Receiving and processing customer payments
● Accurate allocations
● Work autonomously but the ability to escalate
collection matters appropriately
● Ensure cash collection is maximized and meets KPI targets
● Preparation of debtor reconciliation and reports
● Manage debtor's ledger in accordance with the
company's credit policies
● Customer queries
● Using the automated payment application which
fully integrates with SAP
● Various related duties and tasks as assigned
People-HR Birmingham, AL
December 2021 – October 2022
Birmingham Rubber and Gasket
Administrative Assistant/ Clerk
● Prepared and executed proprietary information
agreements.
● Proofread and approve any documentation on
behalf of the company prior to receiving
signatures
● Prepared and executed negotiated contractual
documents and binding agreements.
● Managed supplier/subcontractor performance and
relationship to ensure delivery, quality, financial stability, and overall performance.
● Mitigates risks and issues.
● Initiate’s supplier improvement activities and
provide results for integration into contracting
strategies.
Page 2
● Reviewed with vendor when electronic invoicing
is needed to ensure compliance to receipt process
is in place
● Reviewed with team when invoices are received if work was completed as expected
● Received funds in the eProcurement system and
submit invoice to Accounts Payable for payment
processing; approve vouchers for e-invoice
vendors
● Tracked submitted invoices by date for
coordination between admins to ensure prompt
and accurate payment.
● Key contact in customer service providing
attention to detail
● Constant critical thinking
● Knowledge of product line
● Frequent communication with sales as well as
customers
● Assisting/guiding customers throughout ordering
process
IMERYS formerly S&B Industrial Minerals, Birmingham, AL February 2020 – April 2021
Administrative Assistant/ Clerk
● Expense reports
● Tracking Receipts/Petty Cash for Match purposes
● Point of contact for All incoming and outgoing
shipments
● Maintained office efficiency by planning and
implementing office systems, layouts, and
equipment procurement
● Designed and implemented office policies by
establishing standards and procedures; measuring
results against standards; making necessary
adjustments
● Completed operational requirements by
scheduling and assigning employees, following up
on work results
● Kept management informed by reviewing and
analyzing special reports; summarizing
information; identifying trends
● Achieved financial objectives by preparing,
processing billing on shipments in SAP to include
Creating sales order, processing orders for delivery
(creating BOL), processed signed shipment of
orders, and completed billing of shipments and
freight to the customer
● Proofread all billing documents before mass
mailing
Kelly Services (various assignments) Taylor, Michigan June 2018-February 2020
Payroll and Accounts Payable Clerk
● Expense reports
● Tracking Receipts/Petty Cash for Match purposes
● QuickBooks- Writing checks, Reconciliations,
creating invoices, receiving payments, mandated
rental properties, managing accounts
● General Bookkeeping duties, Reporting to
Management
● Maintain the accounts payable records
● Matching of purchase orders, packing slips, and
invoices and entry into system
● Code GL account number to each invoice and
enters in AP system
● Prepares a weekly check run
● Reconciles vendor account statements
● Prepares monthly payable reports
● Compiles and sorts of documents such as invoices and checks
● Back-up to Accounts Receivable Clerk
● Answering multi line phone system
● Screening incoming calls
● Scanning and indexing all documents into Image
Quest system
● Composing, distributing meeting minutes and
entering information into Expedition tracking
System
● Receiving and tracking all Daily Job reports and safety meetings from Subcontractors
● Created and entered Purchase orders from
Invoices and Pay application request
● Receiving and tracking Lien Waivers from subs
and sub/suppliers/vendors of subs
● Track and Maintain buyout analysis
● Prepare and proofread all closeout documentation
● Dispatched subcontractors when needed on
construction projects
Page 3
● Manage all environmental record keeping
(training, permits, inventories, inspections, MSDS, spreadsheets, etc.)
● Acting as a gatekeeper between the requesting
department and the supplier
● Prepares a purchase order to send to the supplier. Bid Requests
● Contact suppliers and contractors to request bids on projects. Considering cost, quality and other
factors
● Plans based on the total value provided by the
bidder. Knowledgeable about the services and
materials included in the bid to know which one
will best suit the company
● Record and Inventory Management
● Obtain customers' names, addresses, and billing
information, product numbers, and specifications
of items to be purchased, and enter this
information on order forms
● Prepare invoices, shipping documents, and
contracts
● Inform customers by mail or telephone of order
information, such as unit prices, shipping dates,
and any anticipated delays
● Receive and respond to customer complaint
● Proofread and Verify customer and order
information for correctness
Diamond Rubber Products, Birmingham, AL
January 2017 – June 2018
Purchasing/Order Entry Clerk/Administrative Assistant
● Prepared and executed proprietary information
agreements.
● Proofread and approve any documentation on
behalf of the company prior to receiving
signatures
● Prepared and executed negotiated contractual
documents and binding agreements.
● Managed supplier/subcontractor performance and
relationship to ensure delivery, quality, financial stability, and overall performance.
● Mitigates risks and issues.
● Initiate’s supplier improvement activities and
provide results for integration into contracting
strategies.
● Reviewed with vendor when electronic invoicing
is needed to ensure compliance to receipt process
is in place
● Research and evaluate suppliers based on price,
quality, selection, service, support, availability and other relevant factors.
● Purchase the highest quality merchandise at the
lowest possible price and in correct amounts.
Prepare purchase orders, solicit bid proposals, and review requisitions for goods and services.
● Monitor shipments to ensure that goods come in on time and resolve problems related to undelivered
goods
● Reviewed with team when invoices are received if work was completed as expected
● Received funds in the eProcurement system and
submit invoice to Accounts Payable for payment
processing; approve vouchers for e-invoice
vendors
● Tracked submitted invoices by date for
coordination between admins to ensure prompt
and accurate payment.
● Key contact in customer service providing
attention to detail
● Constant critical thinking
● Knowledge of product line
● Frequent communication with sales as well as
customers
● Assisting/guiding customers throughout ordering
process
Children’s Hospital, Birmingham, AL Sept 2016 – December 2016 Account Clerk
(Staffing Firm: Accountemps - Robert Half)
Republics Waste Management, Birmingham, AL January 2016 – August 2016 Accounting Clerk
(Staffing Firm: Accountemps - Robert Half)
S&B Industrial Minerals, Birmingham, AL May 2015 – December 2015 Office Manager
Page 4
● Maintained office efficiency by planning and
implementing office systems, layouts, and
equipment procurement
● Designed and implemented office policies by
establishing standards and procedures; measuring
results against standards; making necessary
adjustments
● Completed operational requirements by
scheduling and assigning employees, following up
on work results
● Kept management informed by reviewing and
analyzing special reports; summarizing
information; identifying trends
● Achieved financial objectives by preparing,
processing billing on shipments in SAP to include
Creating sales order, processing orders for delivery
(creating BOL), processed signed shipment of
orders, and completed billing of shipments and
freight to the customer
● Proofread all billing documents before mass
mailing
Armored Group/Grandmont Rosedale Development, Birmingham, AL June 2011 – August 2013 Bookkeeper (Staffing Firm: Accountemps - Robert Half) Adams Brothers Produce, Birmingham, AL July 2008 – June 2011 Purchasing Clerk/Bookkeeper
● Expense reports
● Tracking Receipts/Petty Cash for Match purposes
● QuickBooks- Writing checks, Reconciliations,
creating invoices, receiving payments, mandated
rental properties, managing accounts
● General Bookkeeping duties, Reporting to
Management
● Maintain the accounts payable records
● Matching of purchase orders, packing slips, and
invoices and entry into system
● Code GL account number to each invoice and
enter in AP system
● Prepares a weekly check run
● Reconciles vendor account statements
● Prepares monthly payable reports
● Compiles and sorts of documents such as invoices and checks
● Back-up to Accounts Receivable Clerk
● Answering multi line phone system
● Screening incoming calls
● Scanning and indexing all documents into Image
Quest system
● Composing, distributing meeting minutes and
entering information into Expedition tracking
System
● Receiving and tracking all Daily Job reports and safety meetings from Subcontractors
● Created and entered Purchase orders from
Invoices and Pay application request
● Receiving and tracking Lien Waivers from subs
and sub/suppliers/vendors of subs
● Track and Maintain buyout analysis
● Prepare and proofread all closeout documentation
● Dispatched subcontractors when needed on
construction projects
● Manage all environmental record keeping
(training, permits, inventories, inspections, MSDS, spreadsheets, etc.)
● Acting as a gatekeeper between the requesting
department and the supplier
● Prepares a purchase order to send to the supplier. Bid Requests
● Contact suppliers and contractors to request bids on projects. Considering cost, quality and other
factors
● Decides based on the total value provided by the bidder. Knowledgeable about the services and
materials included in the bid to know which one
will best suit the company
● Record and Inventory Management
● Obtain customers' names, addresses, and billing
information, product numbers, and specifications
of items to be purchased, and enter this
information on order forms
● Prepare invoices, shipping documents, and
contracts
● Inform customers by mail or telephone of order
information, such as unit prices, shipping dates,
and any anticipated delays
● Receive and respond to customer complaints
● Proofread and Verify customer and order
information for correctness, checking it against
previously obtained information as necessary
● Direct specified departments or units to prepare and ship orders to designated locations
Page 5
Pfizer Pharmaceuticals Ann Arbor, MI August 2006 – July 2008 Training Coordinator
(Staffing Firm: Raytheon for Volt Services Group)
● Set-up and monitor all training classes provided by Learning Operations
● Schedule Conference Rooms via in-house Reserve
System
● Schedule meetings via Internet, phone
● Prepare, provide all materials for meeting to
include catering and audio/visual set-up
● Work directly with Corporate Learning
Operations
● Provide all reports of class attendees to Corporate Learning Operations
● Document in Power2Learn System (P2L)
● Handle all training request throughout
corporation
AAA Michigan, Dearborn, MI June 2003 – August 2006 Administrative Assistant-Sales Administration
● Prepare and maintain prospect pricing, contract
logs, and client files
● Update opportunities and tracking in
Salesforce.com database
● Assist customers with quotes and samples as
requested
● Follow up on sample orders with the customer
● Enter orders into order entry system
● Take and resolve customer service calls for
managing Sales Directors’ accounts
● Support and work in the preparation of proposals and other marketing materials
● Provide additional marketing and sales support
● Perform background research into target markets
and potential clients
● Administer and manage CRM system
● Telephone sales (cold and warm) and client
relations
● Manage telephone system, answer telephone calls
● Receive and manages office visitors
● Manage receipt and shipping of packages and mail
● Provide A/R, A/P and bookkeeping assistance to
bookkeepers and accountants as needed
● Prepare mail and packages for pickup by USPS,
FedEx, UPS or other services as needed
● Responsible for office supply, ordering
● Complete and proofread any required reports
● Maintain regular communication with manager
and other staff and assist as needed
● Perform other tasks as developed and assigned by company management
Blue Care Network, Southfield, MI May 1995 – May 2002 Executive Administrative Assistant
● Assisted the Director of Pharmacy with various
tasks in administrative/secretarial capacity
● Responsible for creating metrics to include
Prescription drug cost in comparison to other
insurance companies.
● Targeting abandoned calls in customer service.
● Monitoring the process of enrollment changes
claims paid within or less than 30 days.
● Performed word processing task
● Developed outlines, prepared reports, and
composed business letters from outlines and
notes.
● Effectively communicated with high-level
personnel
● Involved in developing the business plan for Blue Care Network.
● Proofread and produce the hard copy of the
business plan using MS PROJECT and EXCEL
● Responsible for researching Insurance
information.
● Performed tasks in advanced levels of Microsoft
Office Suite and Visio Professionals
● Typing speed of 65 WPM
● Provided excellent telephone skills including
answering customer service inquiries, screening
and streamlining.
● Completed final process prior to publication of
various Pharmacy brochures
● Coordinated meetings/conference calls and
seminars.
● Prepared travel arrangements for the Director.
● Processed checks through invoicing
● Produced checks, charge-off and write-offs
through in-house system
● Processed accounts payables and account
receivables (A/P, AR).
Page 5
● Ordered all supplies needed to operate effectively. ● Assisted with graphic layouts and design EDUCATION / TRAINING
● Grantham University-Currently Pursuing
Bachelors
Davenport University - Dearborn, Michigan 1999
● Completed training with New Horizons:
MS Project, MS Word, MS Excel, MS Access, MS PowerPoint
Contact this candidate