Administrative Clerk/Assistant

RUBY ROSE A. TOLOSA

***** ******* ****., ****

#***, ********* *******

Freemont, CA 94536

Position Applied for: Administrative Clerk/Assistant

Summary:

Twenty years of work experience with the Department of State, American Embassy Manila, in various positions made me particularly competent in administrative and secretarial functions, logistics management, revenue collection, personnel and recruitment, customer service, marketing, and accounting including billing, auditing, and reconciliation.

Logistics Supervisor, US Embassy Manila, June 2005 to March 2007

● Reorganized the publication warehouse into a new set-up to enabled to

locate items easily and thus more quickly. Worked closely with the

Management to document processes as well as procedures.

● Ensured that all publications are delivered correctly and on time.

Determined and recommended the most economical yet expeditious

shipping modes for customers worldwide. Made sure that all shipping

guidelines, procedures, and instructions are strictly followed to facilitate

deliveries to final destinations.

● Billed customers worldwide for orders made including freight charges based on

customers’ desired mode of shipment (air freight, courier, trucking, or by surface).

● Negotiated pricing and established shipping costs with commercial air,

surface, and courier companies for purchase requisition. Prepared the

funding of Purchase Orders in coordination with the Purchasing Agent.

Monitored the shipping expenditures and make sure all expenses are

funded and approved.

● Supervised nine employees. Monitored actions, behaviors, and

performances. Managed office works – communications, preparation

of reports, maintenance of files, receptionist and tour guide. Assisted in

training other new employees.

Administrative Assistant, US Embassy Manila, September 2005 to June 2005

● Worked with the Director and the Financial Management Specialist

and served as Alternate to the latter in his absence and on special

projects requiring assistance. Collected revenue, to generate income to

fund operations.

● Ensured customers’ orders for publications are properly funded and that

payments are promptly collected. Reported revenue to the Washington

Headquarters. Reconciled the obligations and expenditures.

● Billed customers worldwide for orders made including freight charges based on

customers’ desired mode of shipment (air freight, courier, trucking, or by surface).

● Supervised a Junior Accounting Technician in preparing the orders and

a Distribution Clerk to prepare the worldwide distribution. Marketed

products by writing and advertising every new publication through the

worldwide web.

Accounting Technician, US Embassy Manila, October 1991 to September 2002

● Processed orders for publications to over 500 American Embassy Posts

and Consulates including other U.S. Government Affiliates and

Organization worldwide.

● Billed customers worldwide for orders made including freight charges based on

customers’ desired mode of shipment (air freight, courier, trucking, or by surface).

● Served as Alternate Cashier and Procurement Agent. Served as the

Payroll Disbursing Clerk. Served as Secretary to the Director.

Data Record System Clerk, US Embassy Manila, July 1988 to July 1989

● Tasked to manage the computerized data records of contacts,

participants, and recipients of Public Diplomacy Publications as well as

English Teaching Materials.

● Researched and compiled accomplishments of contacts through media

and print and updated their current personal records as well as their

social activities.

Administrative Clerk, US Embassy Manila, November 1984 to July 1988

● Mastered the intricacies of the computerized system of stateside paper

and supply inventory which valued millions of dollar.

● Served directly as secretary to the Production/Plant Manager and

Prepared and composed correspondence, memorandum, evaluation

reports for employees, monthly reports, and others as may be required

by the Production Section.

Bachelor of Science in Business Administration, Philippine Women’s University, Philippines, Major – Secretarial Management

Computer Skills: FilemakerPro, Mircosoft Word, Microsoft Excel, Outlook.

Honors: Dean’s List (2 semesters), Scholarship Grantee (2 years) under NGO

Awards:

Benjamin Franklin Award (1)

Group Cash Award (1)

Cash Awards (2)

Meritorious Honor Award (2)

Group Certificate of Appreciation (1)

Certification of Recognition and Appreciation (10-Year Service Award) (1)

Certificate of Trainings:

Certificate of Recognition: Effective Communication; Overview of Logistics Management;

Communicating with your Manager; Introduction to

Supply Chain Management; Overcoming Organizational Negativity

Certificate of Completion – Internal Quality Audit for ISO 9001:2000 Training Workshop

Certificate of Attendance – How to Handle Difficult Clients

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