Manager Administrative Assistant

Qualifications:

•Highly Motivated and Dedicated Team Player

•Proven Public Relations, Decision Making and Problem Solving Skills

•Excellent Communication, Time Management and Organizational Skills

•Energetic, Creative, Positive, Flexible and Self-motivated

•Expert Knowledge of Microsoft Word, Excel, Project, Outlook, and Power Point

Experience:

PALISADES CHARTER HIGH SCHOOL – EXECUTIVE ADMINISTRATIVE ASSISTANT (2006 – 06/2012)

•Assist the Executive Director/Principal and various other administrators such as the Director of Attendance and Admissions, Director of Instruction, and Human Resources Director with day-to-day school operations and business needs.

•Prepare, organize, schedule and set up various meetings for the Executive Director/Principal and other staff members, including negotiation meetings with the district, conference calls with other charter schools and legal meetings with the law firm.

•Maintain, organize and file confidential employee information including staff credentials, resumes and interview material.

•Prepare / audit purchase orders for approval of payment for salaries of contractors, materials used in various facility projects, general supplies and equipment for various offices and classrooms.

•Ensure Board of Trustees are in compliance with the Brown Act, by writing, recapping, and posting the meeting minutes for the Board as well as prepare meeting packets to be passed out to the Board and public during the meetings.

•Review, format and post the agendas and minutes for the seven campus governing committees to comply with the Brown Act.

•Go to person for assistance with Microsoft Word and Excel programs.

•Initiate gathering, organizing, formatting and putting together Parent / Student Handbooks.

•Investigate and make recommendations for the future implementation of an Internship Coordinator position to be incorporated into our current Career Center.

•Organize and track both conferences and field trips for the staff and students making sure there is substitute coverage and buses ordered as needed.

•Research and make travel arrangements, including hotel, flight and ground transportation for Board and staff members.

•Supervise and organize Student Worker’s daily workload.

OFFICE OF STATEWIDE HEALTH PLANNING & DEVELOPMENT – STAFF SERVICES ANALYST (2004)

•Standard review and analysis procedures to check incoming reports from healthcare facilities for accuracy, completeness, reasonableness, compliance with OSHPD’s reporting requirements, internal data consistency, and comparability of data reported to OSHPD by other sources.

•Reviewed the collected discharge data ensuring compliance with the Medical Information Reporting for California MIRCal system editing programs, International Classification of Diseases coding systems, the California Hospital Discharge Data Set and a working familiarity with Diagnosis Related Groups, medical terminology and hospital licensure rules as they relate to the material.

•Assisted healthcare staff members on report requirements to ensure reports were submitted in an effective, efficient, and timely manner and maintained a clear and detailed contact record that identified reporting problems.

•Communicated effectively in writing and verbally; established and maintained productive working relationships with others at all levels in and out of the department.

FRANCHISE TAX BOARD – COMPLIANCE TAX REPRESENTATIVE (2004)

ASST INFORMATION SYSTEM ANALYST (2000 – 2004)

TAX TECHNICIAN (1999-2000)

•Analyzed accounts to determine if a payment in full could be secured, determined financial status/hardship, established installment agreements or determined if the account was non-collectable.

•Utilized various skip tracing tools and the proper etiquette of responding to child support debt telephone inquiries and correspondence from debtors, their legal representatives, county personnel, employers, financial institutions and other public or private agencies.

•Promoted to an Assistant Information System Analyst within the department where I designed and developed an Access database to be used for all resource tracking, providing the users with the ability to keep management well informed through various reports that can be requested.

•Coordinated staff, facilitated meetings, and documented data to develop the procedure manual for the Systems Management Bureau. Provided timely completion and tracking of all data utilizing both MS Word and Excel. Reported to management monthly status updates and a 12-month roadmap using MS Project.

•Utilized expert technical knowledge by identifying, documenting, and resolving system defects and enhancements to ensure the system met the business needs of the users.

•Responded to Help Desk calls from the users, triaged issues, and worked closely with users to ensure customer satisfaction.

•Verified data via Sequel Advantage queries in a Sybase database and also through the Accounts Receivable Management Reports (ARMR) to resolve issues.

•Analyzed and prepared accurate weekly and monthly notice reports using Access and Excel for both managers and users.

•Prepared monthly section reports for the Bureau to be communicated to the rest of the department.

•Analyzed and created reports to track the number and type of calls from our users using the Call Wise database and Excel to better meet our customer needs.

•Created confidential documents for management including duty statements, letters of appreciation, letters of requisition, and certificates.

•Created step-by-step procedures for completing various reports and resolving system issues on error fallout reports.

•Facilitated the development and implementation of the CACSG Partnership collection strategies.

•Utilized Visio to develop flow charts and tracked modifications in an Access Database.

•Developed and maintained the system rules through the Table Maintenance Utility.

•Provided independent and technical recommendations to the collection division as needed.

DEPARTMENT OF CORRECTIONS - PERSONNEL SELECTION TECHNICIAN (1998-1999)

ACCOUNTING TECHNICIAN (1993 – 1998)

•Updated, ordered and maintained the certification lists for the Administrative Services and Headquarters of the Parole & Community Services Divisions, while following policy and procedures in the Personnel Administrative Manual.

•Served as a liaison between the institutions and the State Personnel Board.

•Responded to telephone and written inquiries regarding individual employees’ list eligibility while maintaining confidentiality.

•Performed a variety of accounting activities including but not limited to maintaining various financial and statistical records.

•Reviewed, audited and scheduled invoices for payment in compliance with department and state rules and regulations through CalStrs.

•Researched outstanding invoices for proper payment from various financial reports.

•Processed purchase orders, contracts and service & expense orders for payment through CalStrs which included determining what kind of purchase order, contract or service & expense it was and verify funds through accounting ledgers.

•Trained new staff on policy and procedures of processing payments through CalStrs.

•Lead the efforts in auditing and processing CALCARD payments for the institutions pilot program.

Education & Training:

Degree:

AA Liberal Arts; Social and Behavioral Sciences – 06/12 Santa Monica College, Santa Monica, CA - transferring to California State University Los Angeles

AA Liberal Arts: Commercial Art – 05/82 – Kellogg Community College, Battle Creek, MI 49017

Community Involvement:

Prop manager for the annual non-profit production of Best of Broadway in Sacramento for five years. Volunteer Office Manager at Dance Studio. Field trip chaperone assisting with day trips as well as week long trips. Swim Team Secretary. Supervise various volunteers on campus projects.

Contact this candidate