LiveCareer-Resume

administrative assistant 3 resume example with 5+ years of experience

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Jessica Claire
, , 100 Montgomery St. 10th Floor (555) 432-1000, resumesample@example.com
Summary
Motivated and highly organized administrative support profession with over 20 years’ of verifiable experience in various support positions. Excellent office management and planning skills, as well as proficient in Microsoft Office programs. Easily adapts to changes. The ability to manage several priorities and meet deadlines.
Skills
  • Office Office Management, Spreadsheets/Reports, Front-Desk Reception, Accounts Receivable
  • Skills: Records Management, Event Management, Executive Support, Purchasing, Calendaring, Travel Coordination
  • Computer MS Word MS Access AS400
  • Skills: MS Excel MS Publisher StarLIMS
  • MS Powerpoint MS Outlook Type 55 wpm
  • RWES(Ryan White Eligibility) IRIS(Integrated Right-of-Way Information System)
  • Edison Accent
  • Other: Certified in Crisis Prevention Intervention(CPI) State Basic Procurement Certification
  • Communicating orally and written in Spanish
  • Highlights:
  • Maintains program files on all agencies that use the services for TDOT for various projects. Ensures the files are updated and accurate for other programs to use
  • Assist with the monitoring and updating of contracts and contact in IRIS a program used statewide to for all projects.
  • Maintains fleet information and reports all data using the Edison system
  • Purchasing and ordering equipment and supplies for Project Development
  • Create Receipts and Vouchers to request payments for utility companies within region
  • Assists in interview and new employee onboarding
  • Input environmental data for different tracts for various projects
  • Keeps minutes for all Deconfliction meetings
  • Scanned all historical documents and inputted them into IRIS.
  • Input data from Environmental specific drive and input the data collected into the Region 4 ETO Database
  • Created step by step instructions for various job tasks i.e. ETO Database, New Employee Onboarding, Put to work letters, etc.
  • Create Proposals for various ROW projects.
  • Create Condemnation letters for ROW agents, and the closing for projects for the Attorney Generals Office
  • Administrative Assistant 2, Tennessee Department of Health, Nashville, TN 3/2017-4/2018
  • Supervisor: Christopher Walton 615-532-2392
  • Served as the Assistant AIDS Drug Assistance Program Coordinator responsible for the daily management of the enrollment process and web based eligibility system (RWES).
  • Receive, determine eligibility and processor all applications submitted through the RWES by case managers throughout Tennessee. Provides daily technical support for eligibility and management of services for the over 6,000 Tennessee residents supported by the program
  • Manages the process for creating and maintain profiles for case managers funded by the program
  • Responsible for the developing and submission of program monthly reports for services billed and paid for by the program. Maintains client level data reports for all services provided by the program
  • Maintains program files on all 33 agencies comprised of over 100 case managers. Ensures the files are updated and accurate for other programs to use
  • Assist with the monitoring and updating of the CAREWare system to accurately record and submit client service level data to the grantor, Health Resources and Services Administration
  • Received new appeals which are upload in the database. Used the Interchange system to identify those appeals and find the appellant. Complete the process by adding the Continuation of Benefits (COB) to the case and forwarded it to the team that will disperse the cases to lawyers for hearings or to be closed
  • Completed the weekly Federally Funded Marketplace (FFM) report which was added to each case and each lawyers
  • Responsible for the auditing of all new cases to ensure all information is present and accurate
  • Record personal information on each appeal onto a spreadsheet that is used by my supervisor
  • Assisted in training process for new team members with learning the process of Uploads, FFM’s and COB’s
  • Administrative Services Assistant 2, Division of Laboratory Services Administration (DSLA),
  • Nashville, TN 3/2015-2/2016
  • Supervisor: Bob Clouse 615-262-6308
  • Performed tasks as an ASA 2 for the Division of Laboratory Services Administration
  • Process Billing in Edison for Newborn Screening Testing, Water Bacteriological Testing and QFT Testing using the StarLIMS programs as well as Winscp
  • Prepared requisitions for contracts pending payment
  • Input Remits into the AS400 system for TennCare, as well as download remits from service providers.
  • Assisted in inputting Encounters into the AS400 system for TennCare
  • Processed payment from TennCare as well as any other payments that come into the lab
  • Assisted in the inventory and surplus of property within the lab, as well as property management throughout the lab
  • Inputted test results in a National Data Base (NEEDS) for different hospitals and clinics throughout Tennessee as well as inputting information into the CDC data base as needed
  • Served on the Forms Committee evaluating forms for all departments within the state; made corrections and/or suggestions
  • Administrative Secretary, Division of Laboratory Services, Nashville, TN 1/2014-3/2015
  • Supervisor: Bob Clouse 615-262-6308
  • Performed tasks as an administrative secretary for the Division of Laboratory Services.
  • Process billing in Edison for Newborn Screening Testing, Water Bacteriological Testing. Corrected customer information and made adjustments to accounts as needed
  • Prepared contract and shipping invoices for payments and entered them into the system to request payments
  • Processed checks received for checks received for testing services provided to TennCare MCO’s. Post payment information from remittance advice into the AS400 system
  • Assisted in entering the patient encounters into the AS400 system
  • Assisted in the property management for the facility including annual inventory and routine surplus of equipment
  • Purchased, issued, and stored materials, supplies and equipment by preparing requisitions. Received supplies and followed up on late shipments. Contacted vendors for price information. Maintained purchase records for inventory control
  • Took manger meeting minutes and transposed them the meeting minutes for managerial staff
  • Performed a variety of routine clerical functions such as assembling information, filing, opening, sorting and distribution of mail and related activities
  • Teacher Assistant, Sumner County Schools-Hawkins Middle School, Hendersonville, TN 8/2008-1/2014
  • Supervisor: Mr. Cotter, Principal or Kim Holmes, Special Education Teacher (615) 824-3456
  • Performed tasks as a teacher assistant to ensure the success of students learning.
  • Assisted special education students in a regular education classroom setting
  • My duties included but not limited to modifying tests, and/or assignments
  • Keep students on task
  • Collect data on all students that I worked with in the different classrooms
  • Worked closely not only with the students but the case managers, regular education students and parents of students
  • Kept the files for each student in order making sure all the necessary paperwork were in folders
  • Assisted Special Education teachers inputting students IEP's into the school data base system
  • Educational Assistant III, Hawaii Dept. of Education- Iao Middle School 7/ 2000 – 7/2008
  • Supervisor: Kathy Kilborn, Principal (808) 984-5610
  • Performed tasks as a teacher assistant that ensured the success of the students learning goals.
  • Offered physical and instructional support to the Special Education teacher by working on one with students
  • Worked with students with various disabilities such as Autism, Down Syndrome, Prader Willi, and developmentally delayed in the special education classroom environment
  • Also, escorted students to the regular education classroom that integrated the students into regular education settings
  • Office Assistant, Community Work Day Program 12/ 2004 – 8/ 2006
  • Supervisor: Ms. Jan (she passed away12 years ago), Director (808) 877-2524
  • Assisted as an assistant to the director to ensure that projects ran smoothly, and that all data was turned into headquarters for all projects.
  • Answered phones
  • Disseminated information to committee members
  • Enlisted community involvement through clean up events
  • Obtained donations for supplies and meals for volunteers
  • Assembled a “Mahalo” event for volunteers and supporters and a kick off for the Great American Clean-up
  • Responsible for gathering data to complete reports for grants, and government information for its non-profit organization that dealt with improving environmental concerns
  • Educational Assistant III, Hawaii Dept. of Education-Kamali’i Elementary School 7/ 1996- 7/ 2000
  • Supervisor: Ms. Shawhan, Principal , Pat Kelly, Special Education teacher (808) 875-6840
  • Assisted students and teachers to ensure the student(s) were successful in reaching their IEP goals.
  • Worked with Special Education Teacher by assisting students with various disabilities that included Tourette Syndrome, Down Syndrome, Autism, Asperger Syndrome, Bipolar Disorder
  • Also worked with a student who had Autism and was a none English speaking student
  • Required to ensure that the student(s) daily tasks were completed according to their IEP goals
  • Students ages ranged from kindergarten to the fourth grade
  • Case Worker/Manager, paid part time and half time volunteer, Family Life Center 2/ 2002 – 1/ 2004
  • Supervisor: Maude Cummings, Director (808) 877-0880
  • Assisted the director with data that was collected to ensure that we would continue to have funding for families, and assisted families with their needs.
  • Worked with displaced families and individuals
  • Provided assistance with shelter, food, clothing, and godly counseling
  • Monitored the client files
  • Operated the Center's thrift store
  • Worked volunteers who were also special needs adults
Experience
06/2022 to Current Administrative Assistant 3 State Of Louisiana | Convent, LA,
  • Developed administrative processes to achieve organizational objectives and improve office efficiency.
  • Managed physical and digital files, monitored spreadsheets and updated reports to coordinate project materials.
  • Directed customer communication to appropriate department personnel.
  • Composed correspondence, reports and meeting notes.
  • Responded effectively to sensitive inquiries or complaints.
  • Organized both physical and digital files and updated reports to coordinate project materials.
  • Provided secretarial and office management support while building cooperative working relationships.
  • Maintained accurate department and customer records.
  • Answered phone calls and emails to provide information, resulting in effective business correspondence.
  • Utilized editing programs to proofread content for typo-free emails, memos and documentation.
  • Managed office duties, ordered materials, organized workspaces, answered emails and made phone calls.
  • Obtained scanned records and uploaded to database.
  • Responded to client and vendor inquiries via email and telephone, providing updated and accurate information.
  • Processed financial documents, contracts, expense reports and invoices.
  • Automated office operations by managing internal and external customer correspondence, record tracking and data communications.
  • Scanned physical documents and uploaded to encrypted databases for digital maintenance.
  • Wrote email messages, memos and business letters for management and proofread documentation to provide error-free correspondence.
  • Oversaw invoicing and billing functions, achieving consistent and accurate payments.
  • Prepared correspondence, reports and other documents in final formats with correct punctuation, capitalization, grammar and spelling.
  • Developed and continuously improved digital filing and document management protocols.
  • Generated office correspondence and reports.
  • Oversaw company database and verified accurate updates and proper file management.
  • Created and revised systems and procedures by analyzing operating practices, recordkeeping systems, office layout and budgetary requirements.
  • Assisted with basic accounting functions by reconciling company credit card, petty cash and expense reports.
  • Guided administrative and professional staff through computer and software problems.
03/2018 to 06/2022 Administrative Assistant 2 State Of Louisiana | Denham Springs, LA,
  • Developed administrative processes to achieve organizational objectives and improve office efficiency.
  • Managed physical and digital files, monitored spreadsheets and updated reports to coordinate project materials.
  • Directed customer communication to appropriate department personnel.
  • Tracked and submitted employee timesheets to prepare for payroll processing.
  • Scheduled appointments, meetings and events for management staff.
  • Coordinated appointments, meetings and conferences.
  • Prepared and prioritized calendars and correspondence.
  • Composed correspondence, reports and meeting notes.
  • Answered phone calls and emails to provide information, resulting in effective business correspondence.
  • Managed inventory to ensure all supplies were in stock and within budget.
  • Inventoried and ordered supplies for office.
  • Provided secretarial and office management support while building cooperative working relationships.
  • Monitored office equipment and scheduled repairs.
  • Managed office duties, ordered materials, organized workspaces, answered emails and made phone calls.
  • Answered phones to direct callers, schedule appointments and provide general office information.
  • Greeted visitors or callers to handle questions or direct to appropriate staff.
  • Received and routed incoming calls and correspondence to promote timely communication.
  • Answered and routed telephone calls and took messages.
  • Obtained scanned records and uploaded to database.
  • Responded to client and vendor inquiries via email and telephone, providing updated and accurate information.
  • Oversaw office inventory and timely reordering of supplies.
  • Processed financial documents, contracts, expense reports and invoices.
  • Managed incoming and outgoing mail, filing and meeting coordination.
  • Automated office operations by managing internal and external customer correspondence, record tracking and data communications.
  • Organized training, client meetings, team meetings and events.
  • Met incoming guests and clients, offering immediate assistance.
  • Responded to inquiries via email, telephone and social media platforms.
  • Scheduled and coordinated meetings, appointments and travel arrangements for managers or supervisors.
  • Oversaw office inventory by restocking supplies and submitting purchase orders.
  • Monitored office supply inventory and replenishment and liaised with vendors to negotiate optimal pricing.
  • Scanned physical documents and uploaded to encrypted databases for digital maintenance.
  • Monitored scheduling and event coordination for corporate fundraisers and executive meetings.
  • Wrote email messages, memos and business letters for management and proofread documentation to provide error-free correspondence.
  • Oversaw invoicing and billing functions, achieving consistent and accurate payments.
  • Prepared correspondence, reports and other documents in final formats with correct punctuation, capitalization, grammar and spelling.
  • Scheduled appointments and events and coordinated venue space and catering services.
  • Processed incoming mail and packages and placed envelopes in bins for employees.
  • Coordinated arrangements for ground transportation, flight reservations and lodging.
  • Strengthened traceability by developing organization systems for contracts, records, reports and agendas.
  • Organized conference room space and materials for internal and customer meetings, took notes and distributed meeting minutes to support executive needs.
  • Guided administrative and professional staff through computer and software problems.
  • Liaised with team members to assist in employee conflict resolution.
  • Made travel arrangements and reservations.
  • Collaborated with management staff in meetings, took meticulous notes and distributed minutes to attendees.
03/2017 to 04/2018 Administrative Assistant 2 State Of Louisiana | Dequincy, LA,
  • Developed administrative processes to achieve organizational objectives and improve office efficiency.
  • Managed physical and digital files, monitored spreadsheets and updated reports to coordinate project materials.
  • Organized both physical and digital files and updated reports to coordinate project materials.
  • Maintained accurate department and customer records.
  • Scheduled appointments, meetings and events for management staff.
  • Answered phone calls and emails to provide information, resulting in effective business correspondence.
  • Responded effectively to sensitive inquiries or complaints.
  • Compiled and produced presentations and reports as directed by leadership team.
  • Answered phones to direct callers, schedule appointments and provide general office information.
  • Responded to client and vendor inquiries via email and telephone, providing updated and accurate information.
  • Automated office operations by managing internal and external customer correspondence, record tracking and data communications.
  • Organized training, client meetings, team meetings and events.
  • Responded to inquiries via email, telephone and social media platforms.
  • Scanned physical documents and uploaded to encrypted databases for digital maintenance.
  • Wrote email messages, memos and business letters for management and proofread documentation to provide error-free correspondence.
  • Developed and continuously improved digital filing and document management protocols.
Education and Training
Expected in 08/2012 to to Associate of Arts | General Studies Volunteer Community College, Gallatin, TN GPA:
Expected in to to Bachelors of Science | Interdisciplinary Studies Tennessee State University, Nashville, TN GPA:
Certifications
Legal Assistant, Clerk’s Office, Division of Health Care Finance and Administration (DHCFA), Nashville TN, 2/2016-12/2016 Supervisor: Sabrina Edwards 615-507-6372 Served as an Legal Assistant in the DHCFA Clerk’s Office

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Resume Overview

School Attended

  • Volunteer Community College
  • Tennessee State University

Job Titles Held:

  • Administrative Assistant 3
  • Administrative Assistant 2
  • Administrative Assistant 2

Degrees

  • Associate of Arts
  • Bachelors of Science

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