Record Specialist Customer Service

-JOYCE O’HOLLERAN

**** ******* *****, ********* *****

Home Phone – 907-***-****

PROFILE: * Experienced in the Executive Administrative field

* Independent initiative and judgment need little or no supervision

* Solid organizational skills, handles multitask simultaneously

* Excellent Experienced Customer Service

* Advanced Knowledge in Microsoft Word, Excel and Outlook Programs

* Excellent computer and word processing skills, typing speed 60+ wpm

* Experience with budget management

* Quick, adaptable, accurate and thorough worker

EMPLOYMENT HISTORY:

ADMINISTRATIVE

D&C EXPEDITERS AND TAXIDERMY

Administrative Assistant (March, 2014 – April, 2022

All Duties Associated with an Administrative Assistant Position

Highlights:

Customer Service: answer multi line phones, great walk-ins, advise customers the status of their accounts, and pricing, provide information regarding expediting and pricing of future trophy hunts, receive and answer all incoming email messages.

Accounts Payable: Review billing for accuracy, post to Check Register Spreadsheet, prepare checks for mailing.

Accounts Receivable: Process incoming checks, prepare deposit slips, take to bank, post to Check Register Spreadsheet, process credit card payments, and add payments to Check Register.

Invoices: Prepare customer Invoices from worksheets, ckeck for accuracy in pricing, post to Spreadsheet, (Open or Paid), address envelopes and mail, or send by email.

Foreign Accounts: Prepare customer Invoice from worksheet, check for pricing, email invoice so foreign customers, obtain Broker/Agent, if needed -order CITES Permits, and or Veterinary Certificate, post to Spreadsheet, after payment arrange for shipping, prepare UPS World Ship label for contact local Exporter.

Maintain office supply inventory, order supplies.

Other duties as assigned, coping, scanning, filing.

KELLY SERVICES, ANCHORAGE, ALASKA

Temporary work with AHFC, Construction Department;

Management Technician (September 9, 2013 – December 27, 2013)

Assist Management Specialist II by reviewing, researching, and preparing supporting documentation for Budget Revisions.

Organizes and maintains the files and records for all of Construction’s documents stored with AHFC’s Record Center and the State Archives.

Responsible for the routine administrative duties for departmental activities, such as copying, filing, procurement, routing incoming department mail and correspondence.

Work with spreadsheets and other advanced technical software; scan historical budget documents.

NOTE: DURING THE GAP IN EMPLOYMENT I WAS ON A SABBATICAL.

LINC ENERGY OPERATIONS, INC., ANCHORAGE, ALASKA

Receptionist/Administrative Assistant (3/12/12-6/20/12 – company downsized-laid off)

Handled a 15 line phone system, with one main incoming line.

Initial contact person for the company in the general reception area.

Greet visitors, screening and routing phone calls.

Maintain and update corporate databases as required.

Responsible for all incoming and outgoing mail and packages

Ordering all office supplies, maintain shredding and recycle bins.

Support for special projects as directed by the Office Executive.

Assist with the processing of purchase requisitions and invoices.

Assist with company asset register

Other duties, coping, scanning, other duties as assigned.

ALASKA PACIFIC UNIVERSITY: ANCHORAGE. ALASKA

Executive Administrative Assistant to the Academic Dean (4/6/00-6/10/11). All administrative duties associated with the executive assistant's position.

Answer all phone inquiries for the Academic Dean’s office

Schedule Academic Dean's appointments, arrange travel and prepare travel paperwork.

Supervised five Administrative Assistants.

Audit travel expense reports from faculty and adjunct faculty, audit credit card reports.

Responsible for taking minutes at two bi-weekly committee meetings, transcribing and distributing to committee members.

Responsible for completing Human Resource paperwork for payroll on all Adjunct Professors (check ID, complete W-4 forms, I-9 forms, social security numbers, and confirm and request their professional degrees and certifications.

Prepare all faculty contracts or appointment letters, proofread contents.

Serves as the Academic Dean’s personal representative, troubleshooter, liaison with administrative staff, faculty chairs and programs directors.

Assist Academic Dean in analyzing and monitoring academic budgets, including maintaining spreadsheets for all adjunct faculty contracts, and reconciliation of credit card reports.

Data entry for all teacher/course evaluations, and distribute to teachers and department chairs.

Create and proofread entire course catalog to insure correctness.

Type all correspondence for office. Update APU's catalog, with any changes or corrections needed for the new school year.

Responsible for all incoming and outgoing mail, order office supplies and other miscellaneous assigned duties.

MUNICIPALITY OF ANCHORAGE. ANCHORAGE. ALASKA (11/88-4/00)

Records Specialist/Senior Office Associate, Social Services Division, Child/Adult Care Licensing. (12/29/93-4/5/00) As part of the Record Specialist duties I traveled to child care centers and reviewed staff and children records for compliance with AMC 16.55. Interaction with other municipal and state agencies on a weekly and monthly basis. Prepare and track center database to insure timely issuance of center licenses through contact with Municipal Building Plan Review, Code Abatement, Land Use Enforcement and Fire Prevention offices to approve license renewal requests. Responsible for tracking and issuance of all licenses for Quasi-Institutional Adult Care facilities. Prepare all status reports and budget reports, monthly, quarterly, and annually. Prepare materials and schedule conference rooms for several Board and Commission meetings (i.e. Health and Human Services Commission). Input and track all complaints through the Municipal Complaint Enforcement Tracking System (CETS). Responsible for all travel arrangement and travel expense reports for the program staff. Calculate and verify Social Services Department time cards (approximately 70 staff). Responsible for minutes from staff meetings. Maintain all files; order all office supplies, furniture, operating supplies and subscriptions. Answer all incoming telephone calls, and provide requested information on policies and procedures on Municipal and State regulations for child care centers and homes.

Office Associate, Management Information Systems. (8/12/93-12/28/93) Division Secretary responsible for processing payroll for 20 staff. Human resources responsibilities included preparing personnel action forms, evaluations, and calculating leave time. Maintain inventory of incoming computers and merchandise. Travel arrangements, conference coordination, and schedule appointments for Manager and staff.

Personal Secretary to the Chief Financial Officer, Anchorage Telephone Utility (11/89-2/93). Provided support for the Finance Department. Created and edited reports and correspondence for the Chief Financial Officer (CFO). Worked with the Rates and Tariff Department preparing various studies and traffic information. Compiled statistical reports, spreadsheets and presentations for the Budget Department. Preformed weekly backup of files onto data tapes for department. Prepared all travel arrangements for the CFO and department managers. Ordered all office supplies, maintained detailed filing system, performed all routine office duties.

Office Associate, Police & Fire Retirement (11/88-11/89). Secretarial support for department. Responsible for Board meeting minutes and agendas. Data input for reports, maintained employee record logs. Type all correspondence, reports, memos and disability recommendations for retirees. Prepare and code accounts payable, verify calculations for retiree’s benefits. Update all files, purchase all supplies and perform all clerical duties.

ALASKA JUNIOR COLLEGE. ANCHORAGE. ALASKA (2/93-8/93). Personal Assistant.

Assistant for the Academic Dean, and support to the college President. Troubleshooter and Liaison for Dean and President with faculty chairs, staff, Board members, and students. Maintained all academic files, including faculty personnel files. Designed and prepared catalogs, programs, syllabus and assigned special projects. Promoted to Director of Student Services where I supervised 6 clerical staff, and provided consultation services for students. Helped with coordination of faculty hiring processes, prepared faculty evaluations for President.

THE CIT GROUP EQUIPMENT FINANCING. ANCHORAGE. AlASKA. (3/81 - 11/88) Office Manager/Personal Secretary to the Vice President. Responsible for all Human Resources duties, including background checks on new hires informing new staff on corporate policies & procedures, insurance program, retirement benefits, wages, and promotions. Supervised and trained new clerical staff. Responsible for corporate wide computer training program. Responsible for all special projects, budget reports, expense reports and logs. Prepared and arranged all travel for senior staff.

COMPUTER SKILLS:

Microsoft Word, Windows 10, Microsoft Excel, Microsoft Outlook, PowerPoint, UPS World Ship, working knowledge of several computer systems, WordPerfect, D-Base Ill. Excellent ability to operate and maintain a variety of office machines, including copiers, printers, fax machines, scanners, typewriters.

SUPERVISORY SKILLS:

Supervised a clerical staff of six, which provided clerical support for the President and

Dean of a local Junior College.

Supervised a clerical staff of five, which provided administrative needs to an organization with twelve upper level administrative staff. Reported directly to senior leadership, but worked independently and dealt directly with other top-level managers.

SALES EXPERIENCE:

PROVIDENCE HOSPITAL GIFT SHOP (October, 2003-September 7, 2007)

Evening Cashier

Assist customers in selection and purchase of merchandise, operate cash register, issue receipts, make change, use credit card system. Stock and straighten store merchandise (sundries, candy, gum, etc). Prepare evening deposit, balance register and credit card receipts.

SEARS. ANCHORAGE. ALASKA (1997- 2000)

Sales Associate in the Men's Department providing customer service and sales information to all customers. Duties include: Weeknights -sales, counting and balancing cash register's at closing, re-fold and clean department at end of evening. On weekends I was responsible for counting and opening registrars before store opening, sales and customer service throughout day. Received several accommodations and certificates for excellent customer service, highest number of credit applications, and a plaque presented for being 1 of only 2 "4-star" employees for the entire Sears Anchorage store.

TRAINING/EDUCATION:

Customer Service and Problem Solving (28 hours)

Time Management: Work Organization & Scheduling (16 hours)

"The Organized Employee", Success Builders National Exchange Carriers Assoc. Seminar (8 hours)

"Managing Stress in the Work Place", Prime Learning Institute (8 hours)

Fifth Annual Secretaries Briefing, American Management Association (2 day)

Certificate of Completion – WordPerfect 5.1: Desktop Publishing (UAA)

Course Completion Certificate – Adobe PageMaker 7.0 Level 1(Network Business Systems)

AWARDS:

Police & Fire Retirement Appreciation Award

Employee of the Month, Department of Health & Human Services

Outstanding Sales Associate – 1998

Employee of the Month-Alaska Pacific University – April, 2004 and December, 2010

Ten Year Service Award – April 20, 2010

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