Personal Assistant Contract Coordinator

HILDA MARTINEZ

TARRYTOWN, NY *****

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

(917) 520 - 9172

SKILLS: PowerPoint, Word, Excel, Outlook, Access, People Scheduler 2 (HR), Abra People

Scheduler (HR), PeopleSoft, ACT, Processed Payroll (ADP and Paychex), A/P and A/R,

QuickBooks, Type (64 wpm), Steno (70 wpm), Greg Shorthand, Proficient in English and Spanish

EMPLOYMENT:

11/08 to Present: Family Service Society of Yonkers, Yonkers, NY

Finance Administrative Assistant/Marshaller

Marshall assets such as bank accounts, retirement benefits, income, etc.

Prepare Annual Reports, Annual Inventory and Account, and Final Reports for bulk court mailings

Prepare correspondence, update database/records, file, heavy follow-up

Schedule ward meetings and collaboration with Accounting and Case Managers

Compile documents in a timely fashion for Medicaid Applications

Turn property and funds over to the Public Administrator after the death of a ward

Research and reconcile discrepancies in ward and agency files

03/08 to 09/08: Village Care of NY, New York, NY

Contract Coordinator/Administrative Assistant

Purchase office supplies via PeopleSoft for Legal Department

Calendar Management for Attorney

Prepared incoming legal bills and galas/contributions for payment

Prepared expense reports

Liaison between vendors and contract agreement contacts

Log in, track, distribute, and file legal agreements

Maintain and update database with all contract status

Assist in the preparation of board material for board meetings

Open/stamp mail for the Attorney, Executive Vice President, and President

Special projects as needed

03/05 to 05/07: Sanford Brown Institute, White Plains, NY

Assistant to Dean of Education

Collected required documentation for new NYS Teacher License applications from new instructors as well as new hire documentation

Tracked instructor license expirations and ensured that renewal applications were sent to NYS

before deadlines as well as accreditation forms

HILDA MARTINEZ

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Maintained up-to-date instructor files as required by accrediting bodies

Recorded minutes and maintained minutes binder for Program Director, Faculty, and Advisory Board meetings

Prepared material for new programs and program changes for submittal to NYS, ABHES, and ACICS

12/97 to 03/05: PJB Publications USA, Inc., New York, NY

H.R. Assistant/Personal Assistant to Vice President

Scheduled employment interviews and processed new employee documents

Maintained employee manual, employee personnel and medical files, attendance, etc.

Prepared new employee and exit documentation/rejection letters

Processed monthly salary reviews and bi-monthly payroll via Paychex

Benefits Administrator

Updated Employee Manual and company telephone directory as necessary

Maintained office insurance policies and equipment maintenance contracts

Prepared incoming bills for payment

Travel arrangements /processed expense claims

Daily check and credit card entries / prepared checks for bank deposit

Monthly disbursement and reimbursement of $1,000.00 petty cash

Database entry (ACT)

Provided daily network server backups and new employee outlook accounts

Responsible for monthly copyright registrations of newsletters

08/94 to 10/97: Carl H. Pforzheimer & Co., New York, NY

Administrative Assistant to Senior Partner and Accountant

Processed new employee documents

Accounts Payable / Accounts Receivable / Billing

Processed payroll via Automatic Data Processing (ADP)

Monthly reporting of Current Employment Statistics to U.S. Dept. of Labor

Monthly disbursement and reimbursement of $5,000.00 petty cash

Monthly reconciliation of three bank accounts

Transmitted FOCUS Report to NYSE quarterly

Prepared Form 600TC payable to NYSE

Maintained/prepared CRD Registration and Licensing material

Generated correspondence including spreadsheets

EDUCATION: Associate in Applied Science, Office Management

SUNY/Farmingdale

REFERENCES AVAILABLE UPON REQUEST

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