Executive Assistant Accounting Clerk
Resume:
Lisa Marie Dempsey
Career minded individual with 15+ years of Executive Assistant, Payroll Clerk, Accounts Payable & Receivables,
Lafayette, LA 70508
*************@*****.***
Professional Summary
Experienced Executive Assistant/Full charge Bookkeeper and administrative professional with 15+ years of experience in accounting and office management across various industries, including Dental, Construction, Oil& Gas, Machinery production and healthcare. Proven expertise in MS Office software programs, QuickBooks ( desktop and online ), Dentrix software, payroll processing, and financial reporting, with a track record of managing invoicing and tax compliance. Demonstrated leadership in overseeing office operations and training staff, ensuring efficient workflows and adherence to company policies. Onboarding and Human Resources duties .Excellent communication, organizational and operational skills. Absolutely a “ people person” demonstrated by exceptional Customer service skills.
Willing to relocate: Anywhere
Authorized to work in the US for any employer
Work Experience
Bookkeeper/Administrative Assistant/Payroll Clerk
Beacon Machine Services-New Iberia, LA
August 2024 to December 2024
(temporary position)
Entry of invoicing, payroll, bills, into Quickbooks. Filed and paid company payroll tax, Sales and Use taxes, onboarding, reconciliation of monthly bank statements and credit cards; paid all company bills and collected money owed to company; managed employee time cards, entry of hours and wages deducted for benefits or other garnishments. Mail processing and inventory, ordered office supplies for company as well as various other duties asked of me.
• Managed and maintained office supplies inventory, ensuring availability of necessary materials for daily operations
• Created and maintained electronic filing systems to ensure efficient organization and retrieval of documents
• Maintained confidentiality of sensitive information while handling employee records, financial documents, contracts, etc
• Handled incoming calls, emails, and mail; directed inquiries to appropriate personnel or provided necessary information
• Performed general administrative tasks including photocopying documents, scanning files, faxing paperwork
• Managed calendars for multiple individuals by scheduling appointments based on priority levels and availability
• Assisted in budget tracking by monitoring expenses related to office supplies procurement and vendor payments
• Managed all aspects of the company's financial records, including accounts payable and receivable, payroll, and general ledger
• Collaborated with external auditors during annual audits to ensure compliance with accounting standards
• Performed monthly bank reconciliations to ensure accuracy of financial data Executive Administrative Assistant/Accounting Clerk Envie Woodworks, LLC (Construction)-Lafayette, LA
January 2023 to July 2024
This was a temporary position ( as to why I was only employed there for 15 months). All basic administrative duties, data entry of invoices in QuickBooks software; I entered 180-250 invoices daily and processed checks to vendors as well as process employee payroll weekly; submitted invoices to customers and collected payments ; bank deposits; reconciled bank statements and credit cards statements ; ordered office supplies online as well as various other business related materials; I performed Mail processing. All general knowledge of GAAP I arranged meetings between owners and/ or Project Manager and potential clients for estimates on particular projects; I ran errands for owner as well as various other tasks that were required. I kept up with the budget on ongoing projects and stayed in constant communication with all of our subcontractors as well as our long term clients . I logged jobs performed in various other parishes in order to file and pay Sales and Use taxes at both the state and local level. I ran Payroll Bi-weekly as well as filed and paid payroll taxes at the state and federal levels .I also performed monthly Workman’s Compensation Reports and past audits. I arranged travel plans for owner . I also organized the offices in the newly purchased building. I trained the receptionist on her position -specific duties as well as any other tasks that was delegated to me by owner ;
• Developed and maintained strong relationships with key clients, addressing their billing inquiries promptly and professionally
• Created detailed reports on accounts receivable aging, cash flow projections, and collections performance for management review
• Assisted in the implementation of new accounting software system, ensuring smooth transition from legacy systems
• Conducted monthly reconciliations between sales records and invoices issued to ensure accuracy of financial data
• Performed regular audits of customer accounts to identify delinquent payments and initiate collection efforts
• Collaborated with cross-functional teams to resolve billing discrepancies and disputes, resulting in a 78% reduction in outstanding balances
• Negotiated payment plans with customers experiencing financial difficulties while maintaining positive business relationships
• Maintained up-to-date knowledge of industry regulations related to invoicing practices and compliance requirements
• Managed accounts payable and receivable processes, ensuring accurate and timely recording of financial transactions
• Performed monthly bank reconciliations to verify the accuracy of financial data
• Prepared and analyzed financial statements, including balance sheets, income statements, and cash flow statements
• Maintained general ledger entries for all company transactions in accordance with accounting principles
• Developed and maintained strong relationships with vendors to negotiate favorable payment terms and resolve billing discrepancies
• Created customized reports using accounting software to track expenses, revenue, and profitability on a regular basis
• Ensured compliance with local tax regulations by accurately calculating sales tax liabilities and submitting timely payments
• Managed payroll processing for employees, including accurate calculation of wages, deductions, and taxes withheld
Executive Administrative Assistant/Bookkeeper
Melancon Welding and Repair, LLC-New Iberia, LA
February 2014 to January 2023
I worked directly for the owner of the company, basic clerical duties such as answering phones, taking messages, scheduling appointments, maintaining records of all jobs as well as employee information. I exhibited excellent communication skills, both verbal and written as well interpersonal skills. I scheduled meetings and arranged business events among the owner and customers. Input of data entry as well as time management skills and overall ensured that the owner responsibilities were handled in the most organized and efficient manner. I processed employee payroll bi weekly for 13 employees, garnishments, etc. I preformed other duties concerning Payroll, such as filing Payroll taxes at both the Federal and State level as well as Workmen’s Comp monthly reports and audits. I also filed Sales and Use tax at the parish and state level I also collected payments(A/R) and processed them from customers as well as paid vendors as well other bills, ordered supplies and kept inventory in office up to date. I processed all mail functions . I ran errands for the owner and delivered items to other companies. I also proofed estimates for certain jobs and emailed the estimates to all potential customers. I maintained excellent relationships with owners and salesmen of other companies in which we conducted business . All MS Office computer programs, including Outlook, Excel and Word as well as QuickBooks, were used daily.
• Managed complex calendar and scheduling for CEO, coordinating meetings, appointments, and travel arrangements
• Screened and prioritized incoming emails, calls, and correspondence for CEO, ensuring timely response and follow-up
• Prepared executive-level presentations, reports, and documents with high attention to detail and accuracy
• Coordinated logistics for board meetings and executive retreats including venue selection, catering arrangements, and agenda preparation
• Developed strong relationships with key stakeholders including clients, investors, board members, and senior executives
• Maintained strict confidentiality of sensitive information while handling all administrative tasks for the CEO's office
• Assisted in the preparation of annual budgets by gathering data on expenses and providing analysis to support decision-making process
• Managed expense reporting system for CEO's department by accurately tracking expenditures and reconciling accounts on a regular basis
• Implemented efficient filing systems to ensure easy retrieval of important documents such as contracts, agreements, and legal records
• Organized company-wide events such as town hall meetings or employee recognition programs to foster team spirit and boost morale
• Coordinated travel arrangements including flights, accommodations, ground transportation for domestic/international business trips for the CEO
• Researched industry trends and competitors' activities to provide valuable insights during strategic planning sessions with the CEO
• Supported the CEO in preparing for investor meetings by conducting market research on potential investment opportunities or partnerships
• Managed confidential files related to corporate governance matters such as board resolutions or shareholder agreements
• Created detailed itineraries outlining meeting schedules along with necessary materials/documents required during travel
• Acted as a liaison between the CEO's office & other departments/external stakeholders, ensuring effective communication & coordination
• Prepared and proofread correspondence, reports, presentations, and other documents for accuracy and professionalism
• Provided administrative support during mergers/acquisitions by assisting in due diligence processes or document management
• Assisted in the preparation of annual reports or financial statements by gathering data from various departments within the organization
• Supported the CEO in managing relationships with key clients through regular communication and follow-up on action items
• Maintained inventory of office supplies and equipment for CEO's office, ensuring timely replenishment as needed
• Provided administrative support during board meetings including preparing meeting agendas, taking minutes, and distributing materials
• Implemented digital filing system to reduce paper waste and improve accessibility of important documents within the CEO's office
• Managed confidential employee records such as performance evaluations or disciplinary actions in compliance with company policies
• Assisted in the preparation of speeches or presentations for external events such as conferences or industry forums
• Collaborated with HR department to coordinate executive-level recruitment processes including scheduling interviews and candidate assessments
• Developed efficient systems to track project progress and deadlines to ensure timely completion of deliverables
• Maintained confidentiality agreements with third-party partners/vendors while handling sensitive information related to business operations
• Served as a point of contact between the CEO's office & external vendors/service providers regarding contract negotiations or service agreements
• Prepared expense reports for CEO's business-related expenditures by accurately documenting expenses according to company policies
• Supported the CEO in monitoring industry trends by conducting market research on emerging technologies or competitive landscape
• Coordinated logistics for corporate retreats or team-building activities including venue selection, transportation arrangements, and activity planning Dental Office Manager/Bookeepper
EXCELTH FAMILY HEALTH CENTER-Baton Rouge, LA
August 2007 to December 2013
My responsibilities included overseeing the operation of the dental office : hiring new employees, training, onboarding as well as terminations; I basically ensured that all the employees (Receptionist, Dental Assistants, Dental Hygienist) were all performing their jobs up to standard. I often “wore many hats” such as helping patients at the front desk, setting office budgets and leading a team of office staff to promote an efficient and well- organized practice. I used Dentrix software to schedule appointments, verify insurance and process claims, scheduling of patients appointments according to exams or procedures being performed as well as managing all the financial aspects of the practice . I also was in charge of employee payroll, established pay period schedule, calculated employee time and PTO; I overall ensured the day -to-day operations of the dental practice were run smoothly and efficiently. I collected payments and co - payments . I processed all mail, paid all monthly bills and vendors. I took weekly and monthly inventory and ordered supplies as needed. I assisted the Dentist is basic exams, performed x-rays, sterilization of all tools and equipment. I performed some charting however I mainly operated the front office and performed an enormous amount of data entry .
• Managed front desk operations, including scheduling appointments, answering phone calls, and greeting patients with a friendly and professional demeanor
• Verified insurance coverage for patients and accurately processed insurance claims to ensure timely reimbursement
• Maintained patient records in compliance with HIPAA regulations, ensuring confidentiality of sensitive information
• Coordinated patient flow by efficiently managing appointment schedule and minimizing wait times
• Provided exceptional customer service by addressing patient inquiries, resolving issues promptly, and maintaining a positive atmosphere in the reception area
• Assisted in treatment plan presentation to patients, explaining procedures, costs, and payment options
• Collaborated with dental hygienists and dentists to optimize patient care delivery and ensure smooth workflow within the practice
• Managed inventory of office supplies and placed orders as needed to maintain adequate stock levels
• Performed financial transactions such as collecting payments from patients or processing credit card transactions accurately
• Implemented electronic record-keeping system resulting in improved efficiency of retrieving patient information during appointments
• Scheduled follow-up appointments for patients based on dentist's recommendations for optimal oral health maintenance
• Developed strong relationships with vendors to negotiate favorable pricing terms for office supplies and equipment purchases
• Trained new front desk staff members on office procedures, software systems usage, and customer service best practices
• Collaborated with dental assistants to coordinate efficient room turnover between patients' visits
• Ensured cleanliness of reception area by organizing magazines/books neatly while maintaining a welcoming environment
• Maintained knowledge of dental terminology, procedures codes (CPT/CDT), insurance plans accepted at the practice
• Served as a liaison between patients and dental providers regarding appointment changes or cancellations
• Managed patient recall system to ensure regular check-ups and preventive care appointments were scheduled
• Assisted in the coordination of continuing education courses for dental staff, ensuring compliance with licensing requirements
• Developed and maintained an organized filing system for patient records, reducing retrieval time by 95%
• Achieved a customer satisfaction rating of 100% through consistently providing friendly and efficient service
• Contributed to the development of office policies and procedures manual, ensuring consistency in front desk operations
• Utilized strong problem-solving skills to address patient concerns or complaints effectively and find satisfactory resolutions
• Coordinated with insurance companies to verify coverage details, resolve claim denials, and maximize reimbursement for patients
• Maintained accurate financial records by reconciling daily transactions, preparing bank deposits, and balancing cash drawer regularly
• Assisted dentists during emergencies by quickly gathering necessary instruments or supplies as requested
• Trained staff on proper telephone etiquette techniques resulting in improved customer service experiences over the phone
Education
Dental Assisting (Certified Dental Assistant)
Louisiana dental assistant school-Zachary, LA
May 2007 to June 2007
Business Administration (Bachelor's degree)
University of Louisiana-Lafayette, LA
August 2001 to May 2007
High school diploma
New Iberia Senior High School-New Iberia, LA
August 1998 to May 2001
Skills
• Dentrix
• Canva
• Facebook /Advertising
• Accounts payable (10+ years)
• Microsoft PowerPoint
• Microsoft Excel
• Inventory management (10+ years)
• Double entry bookkeeping (10+ years)
• Microsoft Word
• Cash handling (10+ years)
• Management
• Interviewing (10+ years)
• Microsoft Publisher
• Medicare (4 years)
• Collection management (10+ years)
• Microsoft Outlook
• Property management
• Account reconciliation (10+ years)
• Legal administrative experience (2 years)
• Insurance verification (8 years)
• Proofreading
• Data analysis skills
• QuickBooks desktop and online
• Mailchimp
• Microsoft Office
• Travel planning (10+ years)
• Pivot tables (8 years)
• Executive administrative support (10+ years)
• Microsoft Excel (10+ years)
• Purchasing (10+ years)
• Adobe Acrobat
• Leadership
• Communication skills (10+ years)
• Fair Housing regulations
• Administrative experience
• Event Planning (10+ years)
• Payroll (10+ years)
• Law office (2 years)
• GAAP (10+ years)
• ChatGPT
• Time management
• Supervising experience
• Budgeting (10+ years)
• Google Docs
• Sales
• Data Entry (10+ years)
• Organizational skills
• Typing
• Customer service
• Property leasing
• Microsoft Outlook Calendar
• Journal entries (10+ years)
• Yardi
• Expense management (10+ years)
• Office Management (10+ years)
• QuickBooks
• HIPAA
• Microsoft Word (10+ years)
• ADP
• Clerical Experience (10+ years)
• Bank Reconciliation (10+ years)
• Operating systems
• Filing (10+ years)
• Customer service (10+ years)
• Microsoft Office (10+ years)
• Accounts receivable (10+ years)
• Debits & credits (10+ years)
• Personal assistant experience (10+ years)
• AI
• Communication skills
• Phone Etiquette (10+ years)
• Microsoft Outlook (10+ years)
• Construction contract
• Data entry (10+ years)
• X (Twitter)
Certifications and Licenses
Driver's License
Registered Dental Assistant
Additional Information
I’m 42, single and have no children . I’m hoping to obtain a long term, career minded position. I am able to begin work immediately and my schedule is extremely flexible. I am able to work ANY days/ hours. I have reliable transportation and if I am awarded the opportunity to work for your company I can assure you that I will be an asset.
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