office administrative assistant resume example with 9+ years of experience

Jessica Claire
  • Montgomery Street, San Francisco, CA 94105 609 Johnson Ave., 49204, Tulsa, OK
  • H: (555) 432-1000
  • C:
  • Date of Birth:
  • India:
  • :
  • single:
  • :

Meticulous and systematic Administrative Assistant capable of organizing, planning and managing daily clerical needs. Bringing solid expertise in coordinating documents, reports and records, handling correspondence and managing deliveries. Skilled in oral and written communication, team leadership and relationship-building.

  • Spreadsheet development
  • Database entry
  • Technologically savvy
  • Billing and invoicing
  • Schedule management
  • Issue response and resolution
  • Human resources best practices
  • Advanced MS Office Suite knowledge
  • Check processing
  • Excel spreadsheets
  • Accounting support
  • Employee training and development
  • Accounting skills
  • Scheduling and calendar management
  • File and data retrieval systems
  • QuickBooks expert
  • Account balancing reconciliation
  • Cash deposit preparation
  • Resolving discrepancies
  • Invoicing and billing
Office Administrative Assistant, 02/2020 - Current
One Medical Burlingame, CA,
  • Answered phones to direct callers, schedule appointments and provide general office information.
  • Guided administrative and professional staff through computer and software problems.
  • Generated shipment invoices, prepared packages and set up courier deliveries for customers.
  • Facilitated troubleshooting, maintenance and updates for office systems.
  • Worked with HR staff to accurately track and update paid time off.
  • Protected payroll operations and maintained employee confidence by keeping information private.
  • Organized and maintained payroll information by entering data, deleting errors, calculating and collecting information.
  • Monitored past due accounts and pursued collections on outstanding invoices.
  • Processed invoice payments and recorded information in account database.
  • Tracked timely receipt of invoices, monitored and identified late invoices and contacted vendors to obtain tardy invoices.
  • Loaded billing data into systems through data import, scanning or manual keying, to verify complete and accurate client invoices from vendors.
  • Classified, sorted and filed correspondence, articles, records and other documents to maintain organized filing system.
Key Holder, 03/2017 - 08/2019
Ace Hardware Pacifica, CA,
  • Compiled weekly monetary reports and records for store managers.
  • Completed administrative duties, including opening and closing reports and bank deposits, each day to keep back-office functions current and accurate.
  • Increased revenue by leveraging product promotion skills and knowledgeable sales strategies.
  • Managed store operation duties, including counting cash drawers and checking equipment for proper functioning to maintain optimal performance levels.
  • Continuously audited store operations, slashing inventory shrinkage and reducing cash discrepancies.
  • Collaborated with internal personnel and clientele to improve store operations and address concerns quickly.
  • Delegated tasks to specific employees based on individual knowledge and strengths.
  • Mentored employees and instructed on management of complicated sales, complex issues and difficult customers.
  • Connected with customers daily to understand needs, provide assistance and collect feedback to optimize operations.
  • Conducted department walkthroughs to assess and remedy factors such as cleanliness, inadequate stock levels and poor merchandising.
  • Worked one-on-one with employees to motivate while delivering constructive criticism in busy, retail environment.
  • Enhanced sales by implementing merchandising and promotional improvements.
  • Devised, implemented and managed promotions to enhance store profits and drive customer engagement.
Office Coordinator, 03/2014 - 02/2017
Scotts Miracle-Gro Company North Bergen, NJ,
  • Accurately processed data, validation and transmission for weekly, semi-monthly and sales payrolls.
  • Reviewed, investigated and corrected errors and inconsistencies in financial entries, documents and reports.
  • Maintained annual and monthly budgets.
  • Managed accounts payable for organization of 12 personnel.
  • Analyzed impact to financial statements of changes in tax law and settlements of tax audits.
  • Followed all IRS guidelines and state regulations when submitting payroll taxes.
  • Ensured the proper processing of garnishments, which included child support and wage assignments.
  • Compiled financial, accounting and auditing reports and tables for cash receipts, expenditures, accounts payable, receivables and profits and losses.
  • Handled supply purchases and inventory management for office operations and equipment maintenance.
  • Prepared departmental budgets, analyzing of historical data, projected spending and actualized costs.
  • Automated office operations, managing client correspondence, record tracking and data communications in database and case management software.
  • Improved productivity initiatives, managing accounts, coordinating itinerary and scheduling client/leadership appointments.
  • Automated office operations to manage client correspondence, record tracking and data communications.
Executive Assistant, 02/2011 - 04/2014
Addepar Mountain View, CA,
  • Drafted invoices, reports and proposals using QuickBooks.
  • Improved accuracy of payroll journal entries by developing and implementing payroll reconciliation tool.
  • Accurately processed data, validation and transmission for weekly, semi-monthly and sales payrolls.
  • Responded to employee inquiries regarding payroll and timekeeping.
  • Managed payroll and time and attendance systems.
  • Maintained annual and monthly budgets.
  • Processed rehires, transfers, terminations, garnishments and withholdings.
  • Provided technical expertise to employees and auditors on federal, state and international income tax matters.
  • Followed up on legal claims to update and verify status or patients' of outcome and obtain due payments.
  • Resolved variances in accounts and reconciled histories with bank statements.
  • Invoiced freight customers with proper backup and accurate rates, reviewed and analyzed contracts to verify accurate billing and resolved billing issues with vendors and carriers.
  • Reviewed existing billing processes and spearheaded ongoing simplification initiatives and operational strategies that improved company collections and customer satisfaction.
  • Handled incoming and outgoing correspondence, including mail, e-mail and faxes.
  • Organized personal and professional calendars.
  • Created and maintained spreadsheets and developed administrative and logistical reports.
  • Set up and maintained physical and electronic filing systems.
  • Facilitated troubleshooting, maintenance and updates for office systems.
Education and Training
: Business Administration, Expected in
Madisonville Community College - Madisonville, KY
Status -

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Resume Overview

School Attended

  • Madisonville Community College

Job Titles Held:

  • Office Administrative Assistant
  • Key Holder
  • Office Coordinator
  • Executive Assistant


  • Some College (No Degree)

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