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Administrative Specialist Resume Example

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ADMINISTRATIVE SPECIALIST
Professional Summary
Administrative Specialist
Provided 5+ years of increasingly complex administrative support in culturally diverse environment. Excellent customer service. Strong analytical thinker. Treat confidential information with care. Foster honesty, accountability and relationships by providing excellent talent. Prioritize deadlines. Maintain adaptability and flexibility as projects, policies, procedures and deadlines change.
Core Qualifications
  • PROFICIENT IN: * Excel * Word * Access
  • Visio * PowerPoint * Outlook
  • FAMILIAR WITH: * Dreamweaver * Photo Shop * InDesign
  • ADMINISTRATIVE SKILLS
  • Customer Service * Meeting/ Event logistics * Procurement/ Reconciliation
  • Contract Coordination * Travel Logistics * Database/ File systems maintenance
  • Calendar Scheduling * Spreadsheets/ Pivot Tables * Presentations/ Flowcharts/ Reports
  • Facilities/ Work orders * Policies/ Procedures * Document creation/ Correspondence
Experience
Administrative Specialist04/2015 to 01/2015
  • November 2015, February 2016, May 2016.
  • Employment Verification: Kelley Kane, Administrator | Kelley.kane@kingcounty.gov Teamwork/Document processing.
  • Work in teams with high attention to detail when processing voter ballots while maintaining speed and accuracy.
  • Open, examine, sort, scan and adjudicate ballots.
  • Follow all government rules and policies for each specific election.
  • Maintain high level of confidentiality and integrity at all times.
09/2014 to 12/2015Highline CollegeDes Moines, WA
  • General Phone: (206) 878-3710.
  • Student, AAS Administrative Management.
  • Microsoft Office Suite 2013/ Advanced applications/ Teamwork.
  • Worked in teams of four as lead or team support member to apply advanced Microsoft Office Suite applications to solve coursework scenarios and meet time deadlines.
  • Creation of Access databases and reports; Excel slicer, charts, pivot tables, v/h-lookup and formulas; Word boilerplate templates, reports with title page, table of contents, footers and bibliographies, and import/export functions with referencing and live excel charts or embedded charts.
  • Publish in HTML.
  • Creation of office space planning fundamentals in Visio.
  • Animated PowerPoints presentations with videos and timing.
  • Completion of Fundamental of Project Management including working in teams to identify projects and risk factors, task assignment, and projecting completion schedules, cost schedules.
07/2014 to 08/2014Renton, WA
Office Assistant05/2004 to 01/2014University of Washington
  • Focused on customer needs with billing issues, facility alterations, and space allocations.
  • Provided courteous internal and external customer service to students, faculty, staff, guests, vendors and the General Public regarding walk-in, phone call, and e-mail inquiries.
  • Travel Arranged domestic flight, car, train and hotels for small staff at Washington Technology Center for two years.
  • Assisted staff with coordination of international travel for one year at I-TECH.
  • Processed expense reports according to State and Federal regulations.
  • Document Creation/ Correspondence Performed import, merge and sort functions in Word, Excel and Access for mailings and documents.
  • Created templates and boilerplates and composed letters; memos; and e-mails for internal and external correspondence.
  • Used Adobe Acrobat, Photoshop and In Design to create event advertising and documents.
  • Organized and accessed documents in file folders on shared database network, personal desktop, Google Cloud and Drop Box.
  • Presentations, flowcharts and reports Prepared travel training in PowerPoint for staff at Washington Technology Center.
  • Used Visio to created flow charts and organizational charts.
  • Edited PowerPoint presentations containing anagrams, charts and speaker notes.
  • Meetings and Conference Rooms Scheduled executive and team calendars using Outlook, World Clock, Doodle, Meeting Wizard, Skype and Adobe Connect.
  • Ordered catering and made room reservations.
  • Prepared meeting materials.
  • Used survey monkey and internal software for surveys.
  • Consolidated feedback and meeting notes in post meeting documents.
  • Scheduled interviews.
  • Reconciliation/ Accounts Payable/ Receivable/ Invoicing/ Purchasing Reconciled 8-staff travel, 18 purchase cards, and procurement purchases on a monthly basis for approximately five years using online university applications, Chase Bank purchase card online systems, Federal Express CSV download and export, and Microix crystal vendor expense reporting.
  • Matched invoices then posted payments for 28 budgets with splits and sub codes on University and networked software such as Microix, MyFinancial Desktop, PAS, and FIN then ran reports for Accounting Manager.
  • Used purchase card, Washington WEBS, University of Washington PAAS and Ariba e-procurement systems to purchase product and services for company.
  • Filed.
  • Contract Coordination Coordinated product and service solicitations for staff while following state and federal guidelines for formal and informal requests for proposals and quotes.
  • Assisted staff with sole source justifications and qualifying statements.
  • Mentored staff on best purchasing procedure for costs reduction, quality and compliance for services and products.
  • Database/ File Systems Maintenance/ Process electronic data Downloaded facilities user data from Access and GE Picture Perfect, exported into CSV format, copied and pasted into Excel for electronic billing purposes while working at Washington Technology Center.
  • Ran expired lab user and insurance reports.
  • Used Excel to make charts bar, pie and future projection line charts and graphs with color coding, and labels for import into Word documents.
  • School of Dentistry, Program Assistant School of Medicine IT, Program Coordinator International Training and Education Center for Health (I-TECH), Program Coordinator UW Surplus Store, Program Coordinator Washington Technology Center (WTC), Program Coordinator.
Education
AA: Administrative ManagementDecember 2015Highline CollegeAdministrative Management
Bachelor Fine ArtsMay 2001Washington State University
Skills
Accounting Manager, Accounts Payable, ADMINISTRATIVE SKILLS, Administrative, Adobe Acrobat, Adobe, Dreamweaver, Photoshop, Photo Shop, advertising, attention to detail, billing, budgets, charts, color, crystal, Customer Service, databases, Database, Dentistry, e-mail, expense reports, expense reporting, government, graphs, HTML, InDesign, insurance, Invoicing, letters, Logistics, notes, materials, Meetings, Access, Excel, Microsoft Office Suite, office, Outlook, PowerPoint, PowerPoint presentations, Word, network, organizational, page, Pivot Tables, Policies, Presentations, Procurement, coding, Project Management, proposals, speaker, Purchasing, quality, Express, Scheduling, space planning, Spreadsheets, surveys, Teamwork, Phone, Visio
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Resume Overview

Companies Worked For:

  • Highline College
  • University of Washington

School Attended

  • Highline College
  • Washington State University

Job Titles Held:

  • Administrative Specialist
  • Office Assistant

Degrees

  • AA : Administrative Management December 2015
    Bachelor Fine Arts May 2001

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