Financial Administrative Assistant resume example with 19+ years of experience

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

Highly motivated and meticulous professional offering 20 years supporting the legal field, with a desire to take on new challenges. Strong worth ethic, adaptability and exceptional interpersonal skills. Adept at working effectively unsupervised and quickly mastering new skills. Experience in delivering executive support to business operations. Dependable and detail-oriented, managing multiple tasks and priorities. Broad experience includes office management, accounts payable and receivable, invoicing, and information management. Comfortable working independently or as part of supportive team.

  • Industry-specific DBMS
  • Senior leadership support
  • Customer relationship management
  • Accounts payable and receivable
  • Invoicing and billing
  • Understands confidentiality policies
  • Office Administration
  • Team-oriented
  • Electronic Records Management
  • Slack
  • Customer Service
  • A/P and A/R Proficiency
  • Verbal and Written Communication
  • Research and Analytical Skills
  • Multitasking and Time Management
09/2021 to Current
Financial Administrative Assistant Alabama State University Montgomery, AL,
  • Leveraged billing systems and tools to prepare and distribute customer invoices based on billing criteria.
  • Reviewed and analyzed vendor contracts to resolve billing issues with vendors and carriers.
  • Spearheaded simplification initiatives and operational strategies to improve boost invoicing efficiencies and drive client satisfaction.
  • Drove integrity of accounting information by recording, verifying and entering accounts payable and accounts receivable transactions.
  • Investigated and reported past due invoices and delinquent accounts to reduce number of unpaid and outstanding accounts.
  • Trained new team members on company policies and accounting systems to keep team operations productive and efficient.
  • Executed account updates and noted account information in company data systems.
  • Developed strong professional rapport with attorneys and clients, answering
  • Responded to client and vendor questions regarding invoicing, payments and account status to maintain high satisfaction levels.
  • Maintained historical records by scanning, filing, and organizing digital documents.
  • Identified internal development opportunities and developed solutions by delivering comprehensive, standardized and hands-on training to staff on improved procedures.
  • Checked vendor payments and other accounting disbursements for accuracy and compliance, including IOLTA account transactions.
  • Consolidated business data into internal financial reports for attorneys to simplify and highlight areas of concern and opportunity for revenue.
  • Supported budget, trend and forecasting operations to help company meet goals and make financial plans.
  • Interpreted and applied legal, contractual and accounting requirements to maintain compliance.
12/2020 to 09/2021
Office Manager Link Engineering Co. Dearborn, MI,
  • Processed and managed accounts payable, driving accuracy and on-time payment of vendor invoices.
  • Monitored accounts receivable, advising of delinquencies or other account irregularities.
  • Established and maintained filing systems to support office personnel.
  • Reviewed invoices for accuracy to identify cost savings.
  • Evaluated office processes to report opportunities for improvement to leadership.
  • Delivered administrative support by conducting research, preparing reports and handling information requests.
  • Leveraged technology to recommend enhanced or optimized systems.
  • Monitored dispatch board and adjusted call priorities regularly based on caller needs, and communicated changes to customers.
  • Kept detailed and updated records of calls in physical and electronic databases.
  • Reviewed routes, daily traffic and weather conditions to adjust plans, meeting daily requirements and service needs.
  • Answered customer requests with information about product availability, shipping information and status updates.
  • Supervised driver dispatching, route planning and vehicle tracking for 7 technicians.
  • Recorded complaints and discussed possible solutions with customers to prevent negative word of mouth.
  • Investigated and resolved customer and vendor issues to retain business.
07/2016 to 12/2020
Office Manager Link Engineering Co. Plymouth, MI,
  • Designed, initiated, and maintained detailed and efficient administrative processes to provide accuracy and efficiency.
  • Contributed efficient verbal, written, and email communication between judges, court administration, government agencies and attorneys.
  • Supervised office inventory, oversaw supply levels, purchases for office operations, and equipment maintenance.
  • Monitored all case activity, dockets, deadlines, workflow, and trust accounts.
  • Developed effective record tracking systems in paper and digital files.
  • Provided strict confidentiality and legal ethics in all communications.
  • Addressed case, procedural, and invoicing/account inquiries from clients.
  • Performed all invoicing, collection and revenue reporting functions for business generating over $300,000 annually.
  • Drafted pleadings and other legal documents in civil litigation, filed pleadings with Court Clerk, and docketed hearings attorneys and Judge's bailiffs.
  • Organized exhibits for trial, prepared materials/supporting documentation for attorneys, witnesses, and court admittance.
  • Managed master calendar for two attorneys, including appointments, hearings, and procedural deadlines.
  • Reviewed accounts for payment policy compliance, arranged debt repayments, established repayment schedules based on firm policy.
  • Created hiring process for new position within firm, including job description, application distributed online, conducted interviews, and recommended potential applicants to Owner.
  • Trained incoming staff on office procedures and case-specific duties.
03/2014 to 07/2016
Receptionist /Customer Service Representative Dennis Chaumont State Farm City, STATE,
  • Managed more than 50 incoming calls per day
  • Greeted visitors, assessed needs and directed to appropriate personnel
  • Resolved complaints and answered account-related questions
  • Maintained daily calendars, set appointments with clients and planned daily office events
  • Oversaw office inventory by restocking supplies and submitting purchase orders
  • Liaised with agent and corporate office facilitating life insurance policy application procedure with customer
  • Assessed customer needs and upsold products and services to maximize insurance and financing sales
  • Documented conversations with customers to track requests, problems and solutions, cultivating impactful relationships with customers by referencing this information in communication
  • De-escalated problematic customer concerns, maintaining calm, friendly demeanor.
05/2003 to 03/2014
Office Manager's Assistant Tucker Law Firm City, STATE,
  • Performed administrative tasks including answering phones, greeting clients, scheduling appointments and making travel arrangements
  • Drafted correspondence and submitted all materials to appropriate parties
  • Increased office organization by developing filing system and customer database protocols
  • Managed paper and digital file organization
  • Collaborated closely with Office Manger to improve office operations
  • Managed master calendar for three attorneys
  • Organized exhibits for trial, preparing materials and supporting documentation for easy display and admittance
  • Drafted legal pleadings, summons and interrogatories
  • Performed billing, collection and reporting functions for legal office generating over $600,000 annual revenue
  • Developed and implemented collections process on old accounts, recovering over $80,000 in payments and/or Judgments in 2013.
Education and Training
Expected in 12/2023
Bachelor of Science: Business Administration
Southern New Hampshire University - Hooksett, NH,
Expected in 12/2012
Associate of Applied Science: General Studies
Oklahoma City Community College - Oklahoma City, OK
of Phi Theta Kappa Honor Society

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Resume Overview

School Attended

  • Southern New Hampshire University
  • Oklahoma City Community College

Job Titles Held:

  • Financial Administrative Assistant
  • Office Manager
  • Office Manager
  • Receptionist /Customer Service Representative
  • Office Manager's Assistant


  • Bachelor of Science
  • Associate of Applied Science

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