Accounting Specialist Administrative Assistant Resume Example

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Jessica Claire
  • Montgomery Street, San Francisco, CA 94105
  • Home: (555) 432-1000
  • Cell:
Dedicated and focused administrative assistant who excels at prioritizing, completing multiple tasks simultaneously and following through to achieve project goals. Seeking a role of increased responsibility and authority.
  • Microsoft Office proficiency
  • Excel spreadsheets
  • Meticulous attention to detail
  • Results-oriented
  • Self-directed
  • Time management
  • Professional and mature
  • Strong problem solver
  • Resourceful
  • Dedicated team player
  • Strong interpersonal skills
  • Proofreading
  • QuickBooks expert
  • AR/AP
  • Meeting planning
  • Self-starter
  • Billing and coding
Increased office organization by developing more efficient filing system and customer database protocols
Promoted to accounting specialist after 24 months of employment
Received a merit raise for strong attention to detail, exemplary customer service and team-player attitude.
Developed processes for improved invoicing and billing
Accounting Specialist/Administrative Assistant, 07/2012 to Current
OhlMiami, FL,
  • Assists with planning and implementation of productivity programs to assure optimum performance and contributes to a motivational environment
  • Presents reports to senior leaders in an easy-to-understand format
  • Performs final audit of invoice details received from dispatch, ensures accuracy, payment and completion. Batches completed invoices and payments daily from dispatching software to accounting software
  • Routinely reviews the pending invoice list in dispatching software to ensure all invoices details and job statuses are up-to-date; process and batch completed invoices as necessary; obtain status updated from dispatch department and enter notes as necessary
  • Receives routine updates from dispatch regarding jobs that are being billed to insurance, follow-up with completed jobs, processing invoices and following submittal steps as outlined
  • Responsible for all time and material billing using accubid software; processes take off material lists and small install worksheets as applicable for install jobs that are not billed under a contract or estimate
  • Prepares invoicing and supporting documentation for all warranty repair accounts including claims, parts returns and credits
  • Compiles and sorts documents such as invoices and checks, substantiating business transactions
  • Verifies all customer credit card payments are entered correctly using confirmation transaction emails received, reports accessible on the merchant services web portal, etc. ensuring that authorization numbers are correctly recorded prior to batching
  • Processes weekly ACH payment from Homeserve USA, recording payments against applicable invoices and batches to accounting software
  • Submits and enters all vendor bills relating to cost of goods sold and subcontractors for accounts payable
  • Responsible for job costing, using tools and spreadsheets created, analyze estimates to actual job costs. Summarizes detailed findings and reports to controller on job profitability and or/loss, providing complete detail on specific issues as necessary. Applies this process to completed jobs as well as jobs currently in progress, proactively identifying inefficiencies for management to correct
  • Utilizes material pricing database to process time and material invoices and job costing analysis; ensures pricing in database is updated on a regular basis, editing and adding to the database as necessary or requested by estimators
  • Maximizes department productivity through proficient use of appropriate software applications
  • Provides daily, weekly, quarterly sales and receivable reports to controller
  • Performs other duties as assigned by controller
Administrative Assistant, 09/2008 to 10/2011
Avenida & Associates, IncCity, STATE,
  • Performs administrative functions such as file and copy, answers phone calls and inquiries, word process, maintain spreadsheets, transcribe correspondence  
  • Responsible in bookkeeping such as preparing checks, deposit slips, maintain check register, payments database, billing, accounts receivables and payables  
  • Receives checks and prepares documents for mailing
  • Prepares powerpoint presentations for company’s use      
  • Prepares letters and memos using MS Word with the ability to correct grammar & punctuations  
  • Data and record management  
  • Communicates with school administrators and lawyers on any issues concerning the processing of papers of clients
  • Responsible in ordering and maintaining office supplies
  • Handles all office needs such as receiving deliveries, changing toners and fixing computer issues
  • Coordinates and plans travel arrangements
  • Coordinates telephone interviews and video conferences of clients
  • Helps the office accountant in payroll and tax preparation  
Senior Data/Cost Analyst, 09/1997 to 04/2003
Astec International Ltd.City, ,
  • Produces data to support planning needs and maintain our system to ensure accuracy of price and material information
  • Handles projects on cost issues, monitors  obsolete  parts  to help out inventory
  • Responsible for the implementation of future costs upload in our system which aids in helping our commodity managers and buyers get a good look of how commodity pricing for the next five years will affect the business
  • Trains new planners in the department
  • Provides report to Emerson Group of Companies as part of their requirement to our company as one of their subsidiaries showing current and future years outlook of price purchase variance
  • Responsible in vendor quote and information update, commodities' standard cost set-up,  new vendor creation of raw materials
  • Performs audit on  purchase order price of materials
  • Generates on a monthly basis actual and projected material receipts report as a planning tool for the buyers
  • Monitors standard cost accuracy in our system through a bi-weekly audit
  • Prepares monthly report of figure and data analysis of Price Purchase Variance to top management to support corporate planning and decision making
  • Controls document flow in ISO approach
  • Performs administrative functions as well such as file and copy, answers phone calls and inquiries, word process, maintain spreadsheets, transcribe correspondence    
Legal Documentation Assistant, 09/1996 to 08/1997
Union Bank Of The PhilippinesCity, ,
  • Took dictation from lawyers, 40-50 wpm
  • Performed basic office functions such as filing, scanning and copying documents
  • Assisted in preparation of documents for bank loans
Bachelor of Science: Computer Engineering, Expected in 1996
Adamson University - Manila,
  • Excellent in process improvement that directly results in efficiency improvements and cost savings
  • Knowledge of materials costing, project management, procedures development and data & root cause analysis
  • Detail-oriented with demonstrated strengths in analytical problem-solving and decision making skills
  • Demonstrated ability to effectively communicate well with all levels of the organizations
  • Proven leadership skills involving the management, development and motivation of others to achieve company objectives.    

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Resume Overview

School Attended
  • Adamson University
Job Titles Held:
  • Accounting Specialist/Administrative Assistant
  • Administrative Assistant
  • Senior Data/Cost Analyst
  • Legal Documentation Assistant
  • Bachelor of Science

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