Data Entry Administrative Assistant

Kathy Mueller Fairport, NY 585-***-**** **************@*****.***

Qualifications Summary:

Recognized for strong communication skills with a customer service mind-set; able to establish genuine rapport and interact with individuals and groups at all organizational levels. Key skills include:

Human Resources Polices Data Entry HRIS Systems/Reporting

Employment/Labor Laws Orientation/Training Proactive

Self-Starter Employee Benefits Recruitment & Retention

Employee Relations Analytical Time Management

Professional Experience:

WSP USA, Rochester, NY (Engineering and Consulting Firm) 11/2017-Present

LOCAL OFFICE ADMINISTRATOR 6/2020-Present

Manages time sheet administration, e-procurement, records management functions, billing

Responsible for facilities management: routine and emergency liaison with the landlord or building management and responsible of safety of facility

Assist the Talent Director by tracking, coordinating and organizing interviews

Coordinate and provide onboarding to new hires

Serves as a local point of contact to personnel within the field

Coordinate travel requests, following the proper protocols and procedures with COVID19

Provides on-going general administrative services to both the technical and senior staff

Troubleshoot with employee’s laptops before contacting IT

Work with IT for Computer/Equipment requests and computer issues

Provides project support for team leaders, Project Managers and Engineers

Assists staff with formatting and editing of word documents, data entry and spreadsheet analysis

Assists A/P on the status of late payments from vendors, by working with the project managers

Fleet Vehicle arrangements and maintenance for vehicles used by construction workers

SAP ANALYST /ADMINISTRATIVE ASSISTANT 11/2017-6/2020

SAP Duties:

Perform data entry and basic project accounting tasks (e.g. PR, PO, A/P, invoice review in SAP)

oReview accounting details including purchase order, work order, cost centers, etc.

oDetermine if supporting documentation such as subcontractor invoices, accruals & other costs match invoices

oWork with procurement and A/P to resolve any PO or invoice discrepancies

Prepares purchase requests and purchase orders

Troubleshoots and resolves errors or issues with attention to detail

Communicate with vendors regarding invoices, payments and other questions that arise

Ensure all accruals have been collected, approved, and entered in SAP prior to the end of the month

Invoice review approval and submission for payment

Assist and support Project Managers

Regularly communicates with stakeholders to provide status updates

Work in close cooperation with the project management and integration work-stream as well as the project core team members

Administrative Duties:

Recruiting, onboarding for new hires

Collect and confirm all I9 documentation

Organize travel arrangements, complete expense reports and time sheets for engineers

Oversee time and attendance of all engineers and support staff

Draft, format, edit and update a variety of correspondence, documents and files

Aid Engineers with the standardizing and formatting of documents

Maintain office supplies

GLC Business Services, Rochester, NY (Laid off due to loss of contracts) 8/2016-9/2017

HUMAN RESOURCES GENERALIST

Assists with administration of company-wide human resources policies, procedures, and practices in accordance with corporate, federal, and state legal requirements within ten states

Serve as a link between management/employees with questions and resolving work-related problems

Recruit and interview applicants; provide management with hiring recommendations

Manage the hiring process, including but not limited to conducting pre-employment background, reference checks, negotiating salary offers, issuing job confirmation letters and internal communications

Maintain applicant information in the Application Tracking System "ADP"

Research Compensation rates for different levels and states

Conduct new hire orientations

Collect all new hire paperwork and verify all documents are properly filled out an in compliance

Maintain, audit personnel files, I-9's and 401K enrollment and beneficiary forms

Harris Corporation, Rochester, NY (Temporary through YOH) 3/2016-7/2016

RECRUITING ASSISTANT

Contacted potential candidates, scheduling interviews, following up during the recruitment process, and updating employee records. Perform background checks and verify a candidate's qualifications and experience.

Alstom Power& Grid, Rochester, NY (Company was bought out by GE) 5/2014-12/2015

HUMAN RESOURCES COORDINATOR

Receive data transaction requests and record all status changes, transfers, new hires, and terminations into HRIS, payroll, or alternate systems daily

Execute all transactions related to human resources activities including but not limited to filing, HRIS system, employment inquiries, labor relations, benefits, training, and development

Organization and Position Management activities, related to organization management changes and key master data dependencies

Prepare, send, and receive new hire packets and related onboarding paperwork

Respond to all employee and HR inquiries in a timely and efficient manner

Create and run HRIS reports

Nixon Peabody, LLP, Rochester, NY (Firm-Wide Lay Off) 1/2010-4/2014

HUMAN RESOURCES SPECIALIST

Coordinate Firm Wide Orientation Schedules & Training for 15 Nixon Peabody Offices

Recruiting -Internet research projects, Applicant Data Entry/Reporting and manage all inquiries received through the Recruiting Email Inbox

Coordinate 90-Day and Annual Performance Evaluations

Organize Service Awards for each office

Paid Time Off Tracking, support, payouts, and updates

HRIS data entry and reporting support

NYS Wage and I-9 Forms

Assist with Payroll questions and concerns

Education:

Bryant and Stratton - Certificate in HR Management (2015)

Monroe Community College - Associates in Business Administration (Attending in the Spring of 2023, to complete one class left for my degree)

Membership:

National HR Association

Computer Skills:

Microsoft Office: Word, Outlook, Publisher, PowerPoint, Excel (Intermediate: Logical, Text, Date & Time, Look up & Reference and Statistical Formulas, Conditional Formatting, Charts, Pivot Tables, charts, Formulating and Manipulating Raw Data) Intermediate Level

Application Tracking Systems: ViRecruti, LawCruit, ADP

HRIS Systems: SAP (Org Mgmt), Success Factor, Source, Ultipro, People Soft, WorkForce, ADP

Other: ORACLE Business Systems, ORACLE Service Cloud, SAP (Systems, Applications & Products – Used for Data Processing with Cost & Control, Purchasing, HR, etc.), Aderant (Attorney Timekeeping), Survey Select, Survey Monkey, JIRA (Issue Tracking and Project Management System), Lotus Notes, ERI Salary Assessor

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