Executive Assistant Administrative
Resume:
Jennifer Johnson
Quincy, MA *****
**********@*****.***
Work Experience
Regional Liaison
Tempus Unlimited-Stoughton, MA
July 2022 to Present
• Provide excellent customer service to visitors with questions about the personal care attendants program process requirements and troubleshooting any technical issues
• Assist Personal Care Attendants with New Hire Paperwork including W4 application M4 application I9 Forms and Direct Deposit applications
• Attentional to detail reviewing all forms were accurately completed and corrected when necessary
• Extreme attention to detail in order to correct any discrepancies and provide complete and accurate information
• Managed a high volume of incoming calls and emails, consistently meeting or exceeding response time goals
• Maintained a high level of product knowledge to effectively assist customers with their questions and concerns
• Consumer case management ie budget prior authorization medical insurance eligibility billing
• Provided exceptional customer service by promptly addressing inquiries, resolving issues, and ensuring customer satisfaction
• Resolved customer complaints in a professional manner, finding appropriate solutions to ensure customer loyalty
• Collaborated with cross-functional teams to escalate complex issues and provide timely resolutions for customers
• Implemented new strategies to improve the overall customer experience, resulting in an 40% increase in customer satisfaction ratings
• Developed strong relationships with key clients through regular communication and personalized support
• Trained new team members on company policies, procedures, and best practices for delivering excellent customer service
• Identified opportunities for process improvement within the customer service department and implemented effective solutions that resulted in 20% reduction in average handling time per in person visits/chat
• Assist Personal Care Attendant with New Hire Paperwork review correct and scan to according departments for further processing
• Trained Consumers Surrogates and PCA with training for Electronic Visit Verification (EVV) including registration and verifying valid emails for each
• Assisted Consumer surrogates and Personal Care attendants with any payroll inquiries
• Provided reprinted paystubs and W2s
• Assist Personal Care Attendants with Timesheet Completion on paper or electronic including correctly inputting times
• Advice Consumers of (Budget) units/hours approved by insurance company for PCA(s) to work
• Assist PCA and Consumer understanding how to correctly bill. How to input time accurately to avoid over or under billing.
• Summarizing by entering notes, updates, and reasons for visit in consumers account.
• Troubleshooting payroll corrections, timesheets submission and electronic visit verification system. Including verifying billing codes for some programs
• Create report and track all visitors
• Work with PCM agency and skills trainers to resolve any pending discrepancies for the consumer
• Refer visitors to correct department
Remote Case Manager
NeighborWorks-Boston, MA
January 2022 to July 2022
• Emergency Renter Assistance Program
• Data Entry of basic client information
• Provide remote customer service to assigned cases and others with general questions
• Understanding and updating qualification changes made by DOH
• Review applications flagged by the DOH system duplicates, fraudulent, and or not qualified applicants
• Verifying renters information and reviewing applications for approval
• Verifying income and qualification information
• Process applications for approval
• Requesting and verifying documentation from landlords and/or property managers
• Review of vendor contract and tenant ledgers
• Provide assistance to other case managers with review of ledgers, translation, and identifying fraudulent applications
• Provide daily update and notes for each tenant case
• Expedite applications due to court summons or eviction notices
• Review and understanding of Lease agreements and recertification contracts
• Confirm any rent amount changes
• Provide assistance for emergency funds for rent utilities and other housing needs if available
• Understanding of LITHC
• Verifying landlord and property owner information
• Review of Property deeds
• Managed individual assistance depending on tenants needs
• Provide budget plans to avoid evictions and/or future arrears
• Extreme attention to detail due to fraudulent applications
• Provide appeals information to clients if denied Property Manager
POAH Communities (Preservation of Affordable Housing)-Boston, MA July 2020 to September 2021
• Collecting rent and other property fees from tenants and individual owners
• Paying property expenses, including taxes, mortgages, payroll, insurance premiums and maintenance costs
• Reporting the property’s financial status, occupancy and expiring leases to property owners
• Assist new staff with New Hire Paperwork including W4 application M4 application I9 Forms and Direct Deposit applications
• Meeting potential tenants, showing them the property and assessing their applications in accordance with anti-discrimination laws
• Advertising vacant properties and hiring a leasing agent to find tenants as needed
• Inspecting properties and arranging for repairs and new materials as required
• Arranging contracts for maintenance, trash removal, landscaping, security and other ongoing services and managing disputes with these service providers where appropriate
• Weekly and monthly reports A/P and A/R Budget
• Budgeting and allocating for repairs supplies equipment and hardware
• Supervise Maintenance and follow up with tenants
• Investigating and resolving property complaints and rental violations
• Customer service and interpersonal skills needed to meet with prospective and current tenants
• Good verbal communication
• Attention to detail to ensure applications are accurate and tenant issues or questions are adequately addressed
• Organization and the ability to multitask efficiently
• Problem-solving to find effective solutions for a variety of potential issues
• Knowledge of rental contracts and property and anti-discrimination laws HR Generalist/Executive Assistant to Director of Operations ABATEC LLC-Boston, MA
January 2018 to February 2020
• Processing medical billing and coding thru Tufts and MBHP insurance for ABA Therapy and services provides to clients with Autism
• Prepare documentation requested for Prior Authorizations for new and current clients to receive ABA Therapy
• Processing ADP Payroll for therapist and administrators
• Assist New hires with New Hire Paperwork including W4 application M4 application I9 Forms and Direct Deposit applications
• Onboarding and training based on role
• Completed performance reviews and evaluations
• Scheduling, plannings strategizing a workflow for our team
• Calculate timesheets for therapist paid multiple rates depending on task and client determined by the BCBA
• Answering questions and intake new referrals
• Supporting Family Coordinator with intake documentation needed for insurance authorization.
• Submit information to ABA Therapy Services
• Prepare and draft correspondence: letters, memos, and emails
• Proofread and format outgoing documents: emails, letters, memos, briefings, meeting summaries, and presentations
• Schedule internal and external meetings and coordinate logistics
• Support the BCBAs and therapists by scheduling meetings, preparing agendas and reports and work with Director of Operations, and Quality Assurance Director to keep board files and documentation organized and easily accessible
• Enter contact data and track interactions with contacts in WePortal
• Answer phone calls and direct calls to appropriate parties or take messages
• Record type and distribute meeting minutes
• File and retrieve executive documents, records and reports
• Open, sort and distribute incoming correspondence
• Coordinate audio/visual needs and catering
• Maintain electronic and paper document filing systems
• Assist with special projects and organizational support as needed
• Perform general office duties such as ordering supplies and maintaining records management database systems
Project Property Manager
Oxford Properties MA Planning
Council Boston, MA
December 2018 to January 2020
Administrative and clerical support to three Vice Presidents of Boston Regional Office
· Personal assistant responsibilities such as scheduling and management of personal calendars, errands, and any other personal request
· Maintaining tenant contracts, budget, rent payments and tenant digital files
· Prepare, draft, and upload to DocuSign correspondence: vendor agreements, construction agreements, hold backs, letters, memos, and emails
· Proofread, editing, and scanning outgoing documents: MDA's, vendor agreements, tenant leases, construction agreement, emails, letters, memos, briefings, meeting summaries, and presentations
· Schedule internal and external with meetings with current and potential tenants and coordinate logistics such as adding visitors to security list, reserving conference rooms, catering( when needed)
· Support the VP of Construction, VP of Development and VP of Legal by scheduling meetings, preparing agendas and other supporting documents
· Enter contracts, invoices, and any other project relevant information Honest Buildings
· Project Manager for new construction project in office space rental
· Walkthrough with tenants once project has concluded
· Review and modify leasing contracts based on tenants needs
· Heavy calendar management for meeting with city inspectors to acquire building permits
· Modify proposals, contracts with vendors awarded the bids need for new projects
· Open, sort and distribute incoming correspondence
· Coordinate audio/visual needs for presentations such as WebEx, PowerPoint and set up all electronic devices required for meeting ; including scheduling IT support for any possible discrepancies
· Maintain electronic and paper document filing systems
· Assist with development and construction projects and organizational support as needed
· Perform general office duties such as ordering supplies and maintaining records management database systems
· Collect receipts prepare and submit expense reports for Executive Team
· Coordinate travel arrangements for Executive Team (Domestic and International Travel)
Executive Assistant to Director BCHAP
Department of Public Health-Boston, MA
August 2016 to October 2018
· Maintained files, records and databases. Entering information from source documents into computer databases and/or spreadsheets, compiling, scanning, printing and distributing periodic reports as needed. Maintaining department/office online document management resources.
· Prepared documents and electronic communication methods requiring stylized formats and lettering or graphics. Proofreading and editing materials for grammar, punctuation and spelling.
· Prepared, routing and tracking routine administrative forms and documents. Routing materials for required authorizations and monitoring receipt by final destination. Communicating with other departments to resolve delays and errors.
· Answered, screened and routing telephone calls and greeting and directing visitors and staff. Drafted responses to routine correspondence.
· Scheduled appointments and meetings and maintaining calendars for supervisor(s). Reserving meeting locations, ordering refreshments and preparing agenda. Preparing travel arrangements.
· Monitored and maintained office equipment and supply inventory. Receiving and reconciling supply orders and invoices, identifying and resolving delays, billing errors or discrepancies.
· Communicated with hospital support service departments to request needed services.
· Performed routine clerical duties, such as opening and sorting mail, photocopying materials and sorted, collated and distributed documents.
· Provided positive and effective customer service that supported departmental and operational needs
· Prepared and drafted correspondence: letters, memos, and emails
· Proofread and format outgoing documents: emails, letters, memos, briefings, meeting summaries, and presentations
· Scheduled internal and external meetings and coordinate logistics
· Project Management for all Board of Directors by scheduling meetings, preparing agendas and board reports and work with CEO, Chair and committee co-chairs to keep board files and documentation organized and easily accessible.
· Event Coordination of Board of Directors Meeting, Professional Development
· Entered contact data and track interactions with contacts in Salesforce
· Answered phone calls and direct calls to appropriate parties or take messages
· Recorded typed and distributed meeting minutes
· Provided administrative and clerical duties
· Coordinated all events logistics; audio/visual needs, receiving bids from vendors, worked with vendors on pricing and expectations for the specific event
· Project management assistance of the current renovations in the Harriet Tubman House
· Maintained electronic and paper document filing system
· Performed general office duties such as ordering supplies and maintained records management database systems
· Metropolitan Area Planning Council
Executive Assistant
M.A.Planning Council-Boston, MA
December 2017 to February 2018
· Provided administrative support for the Deputy Director.
· Managed her Outlook calendar, schedule appointments, meetings, and travel.
· Consulted with the Deputy Director to set priorities, to resolve scheduling conflicts, and to ensure preparation for upcoming meetings and events.
· Prepared itineraries and processes travel expenses.
· Responded to requests for meetings from external parties in a timely manner.
· Maintained an orderly office environment for the Deputy Director including organizing office files.
· Managed and maintained MAPC's Microsoft CRM database of contacts; assist staff in updating departmental contacts in CRM; prepare large mailings using this and other MAPC databases. Familiarity with Microsoft Outlook and CRM contacts helpful and strongly desired.
· Created, managed, and maintained centralized meeting materials and storage area. Materials include banners, easels, staff and Council name tags, etc.
· Provided administrative onboarding to new staff with on-the-job training of new employees and interns concerning office procedures and use of office equipment; order business cards for new staff; update and maintain employee building passes and keys.
· Submitted building maintenance request orders to landlord and building staff.
· Posted MAPC meetings and events to MAPC website calendar and post meeting notices and agendas as required by Open Meeting Law.
· Assisted Operations Manager in preparation for Council Meetings.
· Supported external meetings on occasion by providing general event assistance; may involve travel to locations in metro Boston where meetings are being held.
· Assisted Operations Manager with office moves.
· Other duties as assigned
Senior Project Manage
Boston-Boston, MA
December 2016 to February 2018
· Provided administrative support for the Deputy Director.
· Managed her Outlook calendar, schedule appointments, meetings, and travel.
· Consulted with the Deputy Director to set priorities, to resolve scheduling conflicts, and to ensure preparation for upcoming meetings and events.
· Prepared itineraries and processes travel expenses.
· Project Management of bids for different state awarded contracts. Contracts ranged from new construction permits and proposals to street cleaning and maintenance of public areas.
· Responded to requests for meetings from external parties in a timely manner.
· Maintained an orderly office environment for the Deputy Director including organizing office files
· Managed and maintained MAPC's Microsoft CRM database of contacts; assisted staff in updating departmental contacts in CRM; prepared large mailings using this and other MAPC databases.
· Created, managed, and maintained centralized meeting materials and storage area. Materials include banners, easels, staff and Council name tags, etc.
· Provided administrative onboarding to new staff with on-the-job training of new employees and interns concerning office procedures and use of office equipment; order business cards for new staff; update and maintain employee building passes and keys.
· Submitted building maintenance request orders to landlord and building staff.
· Posted MAPC meetings and events to MAPC website calendar and post meeting notices and agendas as required by Open Meeting Law.
· Assisted Operations Manager in preparation for Council Meetings.
· Supported external meetings on occasion by providing general event assistance; may involve travel to locations in metro Boston where meetings are being held.
· HR Generalist/Executive
Administrative Assistant
Tech Networks of Boston-Boston, MA
October 2013 to April 2015
· Provided administrative and clerical support to all staff.
· Administrative assistant to VP of Administration.
· HR functions such as benefits enrollment and termination
· On boarding paperwork
· ADP Data entry and account creating
· Time Tracking for technicians.
· Completed online Unemployment request.
· Completed background checks CORI, references, I9 verifications.
· Employee benefits changes and problem resolution.
· Shipping and receiving packages.
· Office supplies inventory and purchasing.
· Scheduling meeting, interviews, and other client meetings.
· Scheduling assistance for Executive Team.
· Set up of conference rooms for meetings using MS Outlook.
· Organizing files and paperwork.
· Creating administrative process and procedures.
· PowerPoint presentations.
· Travel Reservations (i.e. hotel, transportation, and meals). Administrative Assistant
Boston Renaissance Charter Public School-Boston, MA November 2006 to June 2013
· Greeted parents and visitors, provided them with assistance in the Main Office.
· Administrative and clerical support to Leadership team.
· Some cash handling.
· Notified teachers of any student dismissal changes via email or phone.
· Processing student Lunch Applications for Free Reduced or Paid.
· Processing Title I Lunch Application Report to Department of Education.
· Updated One Call system family and staff information.
· Translator/ Interpreter
· Provided interpretation in to Spanish speaking parents.
· Provided interpretation for Special Education Department meetings and notifications.
· Provided Spanish interpretation for Parent-Teacher Conferences and any other individual meeting as needed.
· Provided notification via phone automated service parents in English and Spanish.
· Provided translation and interpretation notices and flyers.
· Parent Liaison
· Helped resolve any questions or concerns parent may have.
· Mediator and relaying messages, suggestions and/or concerns between parent and staff.
· Assisted in coordinating Parent Advisory Board Meeting and fundraising.
· Box Tops Toy Coat and Uniform Drives etc.
· Coordinator of Special Education Parent Advisory Council Meeting. Education
Bachelors of Arts in Business Administration in Business Administration University of Phoenix - Phoenix, AZ
August 2007 to May 2009
Associates Degree in Business Administration in Business Administration Southwestern College - San Diego, CA
September 2000 to July 2001
Skills
• Yardi (4 years)
• Proficient with Honest Buildings
• Office Management (10+ years)
• Administrative and Clerical experience (10+ years)
• Project Management, Event Coordinator (8 years)
• DRG
• Excellent communication, multi-tasking, attention to detail, and organizational skills
• Communication skills
• Proficient with PC/ and or MAC; Proficient MS Word, Excel, PowerPoint, and Outlook
• Interviewing (8 years)
• Records Management (10+ years)
• Spanish Interpretation and Translation skills
• Property Management for Subsidized Housing (8 years)
• Accounts Payable and Receivable (10+ years)
• Proficient Property Management Software such as RealPage OneSite Yardis (5 years)
• Property Leasing (8 years)
• Customer Service (i.e., retail settings and call centers)
• Proficient in SharePoint Office 365 Exchange
• Human Resources (8 years)
• evictions
• Proficient with DocuSign
• LIHTC
• MA Housing Compliance
• Payroll (8 years)
• Proficient Salesforce Software
• Proficient with navigation and setup of WebEx, GoToMeeting, and Doodle
• Section 8
• yearly recertifications
• Proficient with Quickbooks ADP Paychex and Baseware
• Software Troubleshooting (5 years)
• Epic (8 years)
• CRM Software (8 years)
• Type (50-60 WPM)
• Proficient in Google Share Docs Email and Spreadsheets
• HUD and Fair Housing Training
• Bilingual: English and Spanish (Proficient and Fluent in Spanish) Certifications and Licenses
Driver's License
October 2022 to November 2027
Professional In Human Resources
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