accounts payable and asset manager assistant to the director resume example with 11+ years of experience

Jessica Claire
, , 609 Johnson Ave., 49204, Tulsa, OK 100 Montgomery St. 10th Floor
Home: (555) 432-1000 - Cell: - - -

Dedicated accounts payable professional with 8 years of experience in an office setting managing invoices, tracking expenses and vendor management. Skilled in reconciliation procedures, accounting principles, payment processing, report generation and issue resolution. Broad experience includes office management, bookkeeping, payroll, schedule management, accounts receivable, invoicing, database management, and contract management. Excels at prioritizing, completing multiple tasks simultaneously, and achieving project goals. Strong attention to detail. Well-organized and analytical in approaching problems and resolving variances.

  • PC proficient
  • Windows
  • Advanced MS Office Suite knowledge
  • Adobe Acrobat Pro
  • QuickBooks
  • Tyler Incode (Trained)
  • Accounts Payables
  • Accounts Receivable
  • Recordkeeping and bookkeeping
  • Account balancing reconciliation
  • Expense reporting
  • Check processing
  • Bill payment
  • Petty cash disbursement
  • General ledger entries
  • Coding
  • Report generation/spreadsheets
  • Data entry
  • Office Management
  • Clerical Duties
  • Human Resources
  • Employee relations
  • Payroll
  • Sensitive material handling
  • Issue response and resolution
  • Event coordination
  • Technologically savvy
11/2017 to 01/2021
Accounts Payable and Asset Manager /Assistant to the Director Willis Towers Watson Stockholm, ME,
  • Accounts Payables duties such as received, coded, verified approvals and issued payments for all invoices, check requests and expense reports.
  • Created and maintained vendor files.
  • Entered invoice data into company database and updated details, including customer contacts and delivery dates to keep information current.
  • Communicated with vendors to place and receive orders, request maintenance services and deliver instruction on behalf of office management.
  • Generated financial and inventory reports to present decision-makers with valuable data.
  • Aided senior leadership during executive decision-making process, generating customer, employee and performance data reports to recommend corrective actions and improvements.
  • Spearheaded special projects and efficiently carried out effective problem-solving.
  • Processed incoming mail and packages and placed envelopes in bins to be dispersed to personnel in all departments.
  • Assisted the Finance Director with daily operation task such as, reconciling credit card and account statements, monthly billing of benefits, fuel master logs and making journal entries or adjustments as needed.
  • Requisitioned office supplies, assisted in payroll, performed recordkeeping and tracked time cards for all departmental office employees.
  • Set up and maintained physical and electronic filing systems to maintain organizational efficiency.
  • Provided clerical services such as faxing, scanning, copying and notarizing documents for customers.
  • Created, documented and implemented the City's Asset and Inventory Policy and Procedures to reduce the inaccuracies on the Balance Sheet and prevent lost assets and inventory.
  • Responsible for entering, removing or reassigning Fixed Assets and Controlled Assets into Asset Database.
  • Maintained the City's Municipal Insurance Policy.
  • Gathered information to file insurance claims and incident reports for the City and minimized inaccuracies by maintaining accurate records.
  • Liaised between attorneys, insurance company, employees and Elected Officials/Supervision during any litigation matters involving the City.
  • Acted as HR Coordinator and handled all HR issues such as recruiting, onboarding, benefit coordination, Workers Comp claims and files.
  • Maintained personnel records, including applications, performance reports, payroll records and medical files.
  • I reviewed and revised the City’s Employee Policies and Procedures and updated the Employee Handbook.
  • I also served on the City’s Career Board and handled employee related issues including investigations of misconduct.
  • Oversaw special event calendars for all Official City Events, factoring in availability and expected operational demands to keep workloads in balance.
  • Coordinated catering services for various functions, including sales trainings and department meetings.
  • Verified operation of office equipment by completing preventive maintenance requirements and calling for repairs.
09/2016 to 11/2017
Office Manager Assistant Performance Contractors, Inc City, STATE,
  • Assisted Office Manager with daily operations such as contacting vendors to place an order, inquire about invoice discrepancies, issue PO numbers or check order status.
  • Entered invoice data into company database and updated details, including customer contacts and delivery dates to keep information current.
  • Input expenses, reconciled accounts and investigated variances to manage accounts payable and receivable.
  • Coordinated project materials by managing physical and digital files, monitoring spreadsheets and updating reports.
  • Received daily completion updates from supervisors and entered the updates in the Master Job Log Book and the Master Job Log Excel Spreadsheet for use in weekly billing;.
  • Organized and maintained filing and document management systems by coordinating, archiving and purging files.
  • Tracked, reconciled and entered weekly timesheet data into Excel spreadsheet for transmittal to accounting department for payroll processing.
  • Employee relations such as recruiting, managing employee files and processing new employees.
  • Opened/Closed gates for employees to enter and exit daily, signed employees in/out.
05/2016 to 09/2016
Events Coordinator /Executive Assistant City Of Semmes City, STATE,
  • Created, planned and directed City sponsored events
  • Organized all event logistics and operations, including facility selection, pricing, transportation, accommodations, food and beverage selections and audio-visual arrangements.
  • Designed and maintained spreadsheets documenting vendor, facility and guest information.
  • Coordinated vendors, timelines and budgets for events.
  • Recommended money-saving strategies for events to bring costs within budget.
  • Directed event production in collaboration with sponsors, hosts and internal teams.
  • Participated in frequent communication with other administrative team members, human resources and finance department on special projects and events.
  • Administrative Assistant to the Mayor.
  • Provided numerous administrative duties such as responding to emails and calls on the Mayor's behalf, coordinated meetings and appearances.
  • Obtained signatures for important financial and legal documents.
  • Processed executive subscriptions, license renewals, continuing education requirements and membership renewals.
  • Tackled and addressed top-level, high-priority issues while maintaining professional administrative discretion.
  • Conducted required research, documentation and reports for executive team, board members and stakeholders.
  • Researched topics of interest and culled gathered information to produce concise reports.
  • Assisted customers with clerical services offered such as, faxing, scanning, copying and notarizing documents.
07/2009 to 05/2016
Office Manager Assistant / Firewatcher Performance Contractors, Inc City, STATE,
  • Assisted Office Manager with daily operations;.
  • Reconciled weekly timesheets and entered data into Excel for transmittal to finance department for payroll processing.
  • Fire watch or Hole watch when needed in plant.
  • Stood ready with fire suppression equipment such as fire extinguishers to watch for flare-ups.
  • Inspected work areas to identify actual and potential fire hazards surrounding industrial work.
  • Removed flammable materials from reach of ignition sources to minimize fire risk.
  • Coordinated emergency response for fires unable to be controlled with on-site systems and equipment.
  • Used authority to stop operations at moments' notice to control fires and prevent injury or damage.
  • Inspected fire extinguishing and fire protection equipment meticulously, immediately reporting any repairs needed.
  • Warned other personnel of danger or to evacuate, using verbal or other prearranged methods of communication.
  • Protected individuals by restricting public access to areas of high-risk and known hazard.
  • Enforced established regulations concerning environmental protection and fire prevention.
  • Handled monitoring devices, such as oxygen and gas monitors and mercury vapor analyzer.
  • Decreased safety accidents by closely monitoring oxygen levels in confined spaces and keeping an accurate log of coworkers entering and exiting confined spaces on construction sites.
  • Met company and OSHA safety guidelines for work site operations to minimize worker risk.
  • Maintained clean, safe working environment by removing waste from job site prior to shift completion.
Education and Training
Expected in 05/1997
High School Diploma:
Satsuma City High School - Satsuma, AL
Expected in 04/2020
Certificate: Passport Acceptance
United Department Of State - ,

Certified Passport Acceptance Agent

Expected in 06/2020
Certificate: Professional Development
Fred Pryor Learning Solutions - Online,
  • Completed professional development courses in The Accounting Cycle; Principals of Financial Reporting; Depreciation Basics;
Expected in 02/2019
Certificate: Professional Development
Fred Pryor Learning Solutions - Online,
  • Completed continuing education in Payroll Basics and Payroll Law
Expected in 07/2018
Certificate: Human Resources Development
Fred Pryor Learning Solutions - Online,
  • Completed professional development courses in Human Resources Responsibilities; HR Department of One; FMLA Compliance; Internal Investigations and Confidentiality

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Resume Overview

School Attended

  • Satsuma City High School
  • United Department Of State
  • Fred Pryor Learning Solutions
  • Fred Pryor Learning Solutions
  • Fred Pryor Learning Solutions

Job Titles Held:

  • Accounts Payable and Asset Manager /Assistant to the Director
  • Office Manager Assistant
  • Events Coordinator /Executive Assistant
  • Office Manager Assistant / Firewatcher


  • High School Diploma
  • Certificate
  • Certificate
  • Certificate
  • Certificate

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