Administrative Assistant Front Desk

*

Cecilia Chavira

**** ****** *****, *** *******, CA 90065 Cell 323-***-**** *******.*******@*****.*** Objective

To assist and provide support to supervisors and management team with solutions focused skills, effective teamwork, and respect for deadlines while providing administrative and entry-level talents with the goal of proving myself and growing with the company. Skills

• Detail Oriented

• Data Driven

• Proficient in Microsoft

Office

• Exceptional

Multitasking skills

• Clear & effective

communicator

• Administrative

procedures oriented.

• Solution focused

• Project Planning &

Management

• Bilingual (English &

Spanish)

• Excellent Interpersonal

skills

• Resourcefulness

• Well-developed Filing

Skills

Education & Certification

High School Diploma Benjamin Franklin High School June 1984 Keyboard & Computer Operator Certificate Pacoima Skill Center June 2005 Administrative Assistant Certificate Glendale Community College August 2016 Professional Experience

Hospitality Training Academy February 2020 to March 2020 Administrative Assistant Los Angeles, CA

• Provide administrative support to staff and different departments.

• Provide support to the Accounting department with participants stipends.

• Help doing copies as needed.

Archdiocean Youth Employment Services November 2019 to February 2020 Administrative Assistant/Secretary 1 Los Angeles, CA

• Front desk receptionist and clerical assistance with daily e-mails, phone calls, and follow up with voice mails.

• Submit all participants timesheets to the ADP Payroll system. Check and verify hours on timesheets, check location and pay period are correct.

• Provide administrative support to multiple programs.

• Place supply orders as needed.

Youth Policy Institute-YouthSource and Education Dept. April 2013 to October 2019 Administrative Assistant/Receptionist Los Angeles, CA

• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies

• Provide administrative support to multiple programs within YSED. 2

• Front desk reception and clerical assistance with daily emails, phone calls (Phone Switchboard) following up with voice mails.

• Submit and reconcile expense and general reports.

• Send out deadline reminders to staff and management.

• Support with new staff on-boarding.

• Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies

• Distribute supportive services and tokens to staff for participants.

• Collect participant stipends, staff reimbursements and verify codes on check requests before submitting to Accounts Payable.

• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques

• Administer participant paychecks, stipends, and or Paycards.

• Assist with audits when needed.

• Manage and tracked program expenditures, client check/Paycards and ongoing financial supportive services. To ensure quality assurance for audit purposes.

• Coordinate center calendar of events, and designated room reservations.

• Contact vendors regarding YSED invoices to request documentation to give to AP. Youth Policy Institute-Workforce & Adult Ed. Department February 2010 to April 2013 Administrative Assistant Pacoima, CA

• Provided general office support for the national recognized nonprofit organization’s Workforce and Education Department.

• Answered department telephone calls and checked voice mail messages and responsible for following-up.

• Responded to e-mail inquiries.

• Attended all meetings and take minutes.

• Covered the front desk when receptionist was out sick or on vacation.

• Prepared and placed supply orders for all five grant programs running out of the Workforce and Adult Education Departmen.t

• Distributed tokens to students attending school.

• Created and submitted monthly report of tracking log to the International Institute of Los Angeles

• Collected all staff timesheets for the department and stipend information for participants. Reviewed timesheets before summiting to payroll department. Also, collected all reimbursements and verified codes before summiting to accounting.

• Scheduled meeting arrangements for Program Director.

• Responsible for sending out reminders of when timesheet, reimbursements, reports and orders supplies were due.

• Entered in expenditure reports all invoices and timesheets of participant’s information for audit purpose.

• Kept monthly, yearly, and program name file binders of reimbursement and check request, gift cards sign-out sheets, and stipends in order for audit purposes. 3

• Help with the Summer Youth Employment Program from July 2012 to Sept. 2012 in the Valley and Los Angeles area.

• Entered follow-up data information in RAD Program (LA City Program) and gave updates to Program Director for the different quarter reports.

• Provide community members and walk-ins with information and referrals.

• Picked-up staff payroll checks, and participant stipend checks from headquarters and responsible for their distribution.

Pasadena Child Development Associates May 2009 to March 2010 Receptionist/Office Support Pasadena, CA

• Greeted patients when they came for their appointment. Answered phones and provided information about the non-profit organization. Checked messages on voice mail and gave the messages to the appropriate person.

• Updated daily schedule log of appointments for that day. General office support for all departments.

• File progress notes in the patients’ files and keeping the filing up-to-date

• Do translation of important document for the Spanish community, mostly information regarding continuation of services for support from the State Funding for Children with Special needs.

• Received payments for the services provided. Preparing and maintaining monthly copies of credit card transactions, cash, and checks received. Relay that information to accounting.

• Support with fundraising events

Mexican American Legal Defense and Educational Fund (MALDEF) December 2005 to May 2009

Development Secretary Los Angeles,CA

• Provided general office support and fundraising support for development office of nationally recognized nonprofit Latino civil rights organization.

• Maintaining fundraising database using Raiser’s Edge. Updated donor contacts information; receiving and recording donations; issuing acknowledgement letters. Also trained new employees on the use of Raiser’s Edge.

• Preparing and maintaining copies of credit card transactions and checks received. Reconciled with Accounting on check received by mail

• Handling large mass-mailing of announcements, invitations, and save the date cards for quarterly fundraising events and year-end donor solicitations.

• Processing and maintain multiple state tax-exempt certificates

• Scheduling and setting up meetings and making travel arrangements for Director of Development.

• Answering department telephones and responding to e-mail inquiries.

• Support with fundraising events.

References Available upon request

Contact this candidate