CONFIDENTIAL FILE CLERK HCVP Resume Example

• Supervisor: John Journagan, Owner, 209-951-4445 Duties Included: Organizing, prioritizing managements' concerns, supervising clerical assistants' duties, managing; schedules and calendars; preparing and distributing correspondences, statistical reports, tables, presentations; planning and making available all materials for meetings and events, preparing agendas, participating, recording, distributing meeting minutes; providing customer service and support, addressing warranty claims, review blueprints, resolving employee, contractor and customer issues; providing marketing assistance; authorizing and managing; contracts for equipment, vendors, and contractors; managing and maintaining all Company and employee files; authorizing and managing employee leave of absences and vacations; monitoring budget, controlling accounts receivable, accounts payable, procurement card activity, expense accounts; approving requisitions and controlling inventory of materials, supplies and equipment; updating Company website and social media information; continually improving upon practices, policies, and services.
• Recognition and Achievements: Created policy, rules and procedures manual to lead, organize, and communicate expectations to all employees, vendors, contractors.
• Increased efficiencies through producing Company standard documents, templates for invoices, contracts, Company letterhead, and business cards; created routine and specialized reports to better analyze and monitor expenses and customer projects.
• Created and maintained electronic and hardcopy file and records system, allowing for the ease of locating and tracking of Company information.
• Played major role in the on-time and under budget completion of numerous residential and commercial projects.
• Developed and worked effectively to build strong business relations with clientele, colleagues, vendors and contractors.
• Maximized productivity of installation teams through ensuring availability of materials and equipment; created status reports for project managers allowing improved tracking of hours worked and levels of completion status.

Reported directly managed, organized and supported the administrative concerns and functions for the California Division General Manager, Director of Administration, 40+ Division management team stationed among 7 Division terminal locations; organized schedules and calendars, supervised clerical assistants, acted as liaison, built and maintained excellent rapport with all levels of management, employees, business and union leaders, state and federal agency representatives; created standard and specialized business correspondences, general orders, notices, instructions, FRA, budget and accident/incident statistical reports, charts, tables, and presentations; managed employee formal investigations, transcribed depositions, recommended discipline handling, prepared employee notifications and appeals per applicable union agreement/s; prepared agendas, participated and recorded minutes for staff meetings, SACP meetings, safety summit meetings; monitored, recorded and ensured handling of issues reported on the Division safety hotline; monitored Division and terminal operating budgets, authorized employee expense accounts, procurement and travel card activity, issued station drafts and purchase orders, DOT and FRA random drug and alcohol testing, maintained and updated administrative manuals, General Orders, Superintendent's Notices, GCOR Rule Books, advised and ensured proper handling of Corporate and Division policies; prepared and made available materials, equipment, travel itineraries and accommodations for staff meetings and special events; controlled and maintained employee personnel files, authorize employee and management leave of absences and vacations; authorized requisitions and controlled inventory; managed and approved facility leases, vendor contracts, ensuring all necessary insurance requirements; maintained Division website, Division phone lists, updated and ensured accurate Division contact information in Company phonebook.

• Recognition and Achievements: Addressed increase of word processing requests by creating Division standard templates to be used by Division staff.
• Recognized for my participation in California Division Safety Assurance and Compliance Program, a program involving the combined efforts of railway union officials, federal and state regulatory agencies.
• Researched and properly applied A/P invoices totally over $100,000 paid against incorrect budgets.
• Recognized at the corporate level for creating statistical reports which aided Division management to better identify and manage employee rule violations, derailments, and injuries.
• Ultimately, was given the opportunity to train counterparts to implement of their respective divisions.
• Assisted in creating first Division webpage, updated and ensured accuracy of information, employee recognition, and all other important Division and Company news.