Data Entry, LegalAccounts Payable

THERESIA (TERRI) SAENZ

***** ** ***** ******* ****, Dunnellon, FL 34431 352-***-****

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

SUMMARY

Reliable, detail-oriented, multi-tasker with over 20 years’ expertise in advanced administrative duties working for management. A proven skill in written and oral communication to include confidentiality, meeting numerous deadlines, and ability to work independently to ensure the efficient daily operations of an office.

EXPERIENCE

05/2022 – Present

STAFF ASSISTANT, STATE OF FLORIDA, FISH AND WILDLIFE CONSERVATION COMMISSION

(Crystal River, FL)

Assist with establishing annual contracts.

Code, process and reconcile invoices for payment from purchasing card in a timely manner.

Maintain files and computer records.

Arrange timely repairs for related purchases.

Issue and reconcile citation and warning books for law enforcement.

Process and track off duty biweekly reports and officer reimbursement checks for off duty.

Administer Wildlife Alert deferred prosecution payments/contributions.

Schedule, administer and process rehabilitation exams.

Notify law enforcement personnel of subpoena appearance and enter in database (Smart Cop).

Anticipate and coordinate purchase requirements for field office.

Distribute incoming and post outgoing mail.

Answer incoming calls and communicate with the public in a courteous and professional manner.

Disseminate information and assist with requests for informational brochures distributed by FWC.

Oversee the organization and maintenance of records and files relating to the operation of the office.

Schedule meetings for subpoena appearance and vendor appointments.

Provide information to the public and stakeholders.

Assist with yearly area and regional meetings.

Ensure accurate and timely entry of official law enforcement records into the Division’s computer systems.

Perform special assignments and projects assigned by the Captain/GOC, i.e., various reports/analysis.

05/2022 – 05/2024

BUSINESS OFFICE ADMINISTRATOR, FIRST BAPTIST CHURCH (Crystal River, FL)

Processed payroll for biweekly and semimonthly employees.

Administered accounts payable and accounts receivable.

Received and managed payments.

Monthly reconciliation of bank and credit card statements.

Prepared, processed, and maintained specialized reports and records.

Arranged agendas and preparation of minutes for monthly and quarterly meetings.

Managed records and statistical data.

Coordinated established general accounting procedures.

Administered new procedures.

Translated local/state regulations and procedures.

Performed research when necessary to determine equipment/supplies needed by the church.

Scheduled and payment of vehicle maintenance.

Processed, approved and distributed weekly check payments.

Reviewed, approved and reconciled purchasing card transactions.

Administered and distributed annual 1099’s.

Ensured receipt of W-2 form from new vendors.

Collaborated with vendors on contracts.

Monitored and conducted yearly inventory of equipment, furniture, computers, etc.

08/2020 – 04/2022

ADMINISTRATIVE ASSISTANT III, METROPOLITAN PLANNING ORGANIZATION - HERNANDO COUNTY (Brooksville, FL)

Coordinated, prepared, and processed travel arrangements/forms/reimbursement of funds for staff/members of boards/commissions.

Completed decisions in accordance with county/state policies and procedures.

Provided information to board/commission members and the public.

Opened, prioritized, and processed mail.

Maintained supply inventory and records.

Assisted Executive Director and Planner on scheduling agenda meetings.

Reserved rooms/vehicles for meetings in relevant county.

Coordinated, calendared meetings and email invites.

Assured all members of Board and Committees apprised of notices/events.

Prepared and assembled agenda packets for Board and Commission meetings.

Ensured agendas and minutes updates to website.

Confirmed legal ads/public notices published in respective newspaper by deadline.

Recorded/took notes at committee and board meetings to transcribe minutes and distribute.

Accomplished requests and queries independently/appropriately.

Completed travel arrangements/accommodations.

Assisted with disaster preparedness and emergency response during hurricane event.

Acted as liaison between executives and internal/external clients.

Monitored office supplies and researched advantageous deals/suppliers.

Developed and performed efficient documentation and filing system.

Updated/maintained documents and processed in various processing programs.

Ordered office supplies.

10/2019 -- 05/2020

ADMINISTRATIVE ASSISTANT/ACCOUNTS PAYABLE, COHERENT STAFFING - SUMTER COUNTY BOARD OF COUNTY COMMISSIONERS (Wildwood, FL)

Received and processed all accounts payable for Sumter County departments.

Prepared bills with allocations processing through cloud-software.

Incorporated policy changes to accounts payable desk manual.

Researched and communicated via telephone with vendors on billing discrepancies.

Processed and tracked utility payments in spreadsheet for numerous county-owned properties.

Ensured proper account coding before submitting for vendor payment.

11/2015 – 06/2019

SECRETARY, ACCOUNTING CLERK, GRANT ADMINISTRATOR, CITRUS COUNTY BOARD OF COUNTY COMMISSIONERS (Lecanto, FL)

Prepared and processed vendor invoices, check requests, and credit memos for payment in accounting system.

Performed 3-way match with purchase orders, receipt records, and vendor invoices.

Resolved purchase order, receiving, and/or invoice discrepancies.

Reviewed/verified vendor statements for outstanding invoices and resolved vendor inquiries/disputes.

Ensured collection of balances owed by vendors for credit adjustments and returns.

Audited, approved, and reconciled purchase card transactions for ~10 employees monthly.

Processed and coded all vendor invoices and accounts payable transactions to spreadsheet daily.

Took and transcribed minutes at airport meetings.

Prepared budgets, purchase requisitions/orders, agenda items, etc.

Monitored and maintained encumbrances and expenditures for ten divisions, including state grant programs.

Matched receiver slips to invoices and purchase orders to input into AP system.

Served as back up for daily deposits for Accounts Receivable and invoicing.

Cross trained on other accounting functions as well as trained new hires with accounting duties.

Assisted/volunteered with special projects/senior services functions.

Contributed and supported other employees and accounting team members as needed.

Prepared ~200 invoices for senior support services monthly.

Processed bi-weekly payroll for twenty (20) employees before deadlines.

LEGAL SECRETARY, STATE OF ALASKA, DEPARTMENT OF LAW, DA AND AG OFFICES (Anchorage,

AK)

Aided assistant attorneys with correspondence and memos.

Accessed, entered, and retrieved criminal/driving history from state and federal database systems.

Assisted and obtained police records and all subpoenas for department records.

Performed computer entry and filing of traffic, misdemeanor and felony citations issued by law

enforcement.

Supported attorneys with updated statutes as enacted by legislature.

Performed records management.

Back up to receptionist with answering multi-line telephone system.

Helped outside agencies in local background checks.

Received incoming calls, obtained information, and referred to appropriate staff if unable to assist caller.

Received completed law enforcement reports, tapes, photos, etc. for file preparation/court records.

Volunteered for weekend duty for 1 year.

Provided copies expeditiously of all CD/DVD/pictures or other evidence to defense attorneys as received.

Copied documents and arranged for courier services.

Followed up with law enforcement on additional police reports, tapes, etc.

Prepared/reviewed legal documents from templates/dictation.

Coordinated travel arrangements and completed reimbursements.

Gathered case files daily per court calendar to ensure attorney equipped for court.

Documented notarization, certification, service to parties, and knowledge of court authority.

Communicated clear and concise information to internal or external customers.

Conducted research, assembled information relevant to cases and arranged hearing dates.

Coordinated and arranged Grand Jury scheduling.

Organized restitution documents for court submission.

Arranged for payments to victim/witness and travel for attendance fees.

Transcribed police report victim/witness statements for inclusion as discovery and/or trial.

Proofread and cite checked legal briefs, memoranda, and other legal documents.

Drafted, edited, proofread, and checked grammar of documents and client correspondence.

Communicated with clients, attorneys, and judiciary telephonically or in person.

SKILLS/QUALIFICATIONS

Initiative-taking follow-up and communication.

Work independently or collaboratively.

Adept in attention to details and critical thinking skills.

Effectively navigate multiple software programs.

Intermediate level Microsoft Office (Word, Outlook, Excel, etc.).

Ability to prioritize and meet deadlines.

Alphanumeric proficiency over 10k kph.

Expert in multitasking.

Exceptional interpersonal and communication skills.

Proficient with interpreting policies, rules, directives, and procedures.

Knowledge of purchasing rules; finance & accounting procedures, personnel, and budget.

Ability to prepare correspondence and administrative reports

Ability to establish and maintain effective working relationships with others.

Ability to communicate with the public in a courteous manner.

Ability to follow written/verbal instruction.

EDUCATION

University of Alaska, Anchorage – 3 Credit Hours – Accounting 101

Cross Keys High School, Atlanta, GA – Graduated with Diploma

REFERENCES

Available upon request.

Contact this candidate