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Office Assistant II Resume Example

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OFFICE ASSISTANT II
Skills
  • Excellent verbal and written communication skills
  • Bilingual - English/Spanish
  • 74 WPM typing speed
  • Multi-Line Phone Proficiency
  • Advanced Clerical Knowledge
  • Filing and data archiving
  • Records management
  • GL accuracy
  • Month-end reports
  • Expense reports
  • Budgets and forecasting
  • Invoicing and collections
  • Financial statements expertise
  • Account Reconciliation
  • Data processing
Professional Summary

Dedicated with over 15 successful years of experience in busy public office environments achieving superior levels of administrative effectiveness. Excels in telephone support, communication, data and record keeping, following company policies and greeting arriving visitors/customers with outstanding customer service skills. Strong knowledge of Microsoft office with a history achieving high data output. Bilingual and able to fluently communicate in English and Spanish. Knowledgeable and skilled in handling wide range of accounting and administrative tasks. Proficient in Microsoft and various accounting softwares. Skilled in producing high-quality reports, documents, presentations and correspondence.

Work History
Office Assistant II, 02/2014 to 03/2020
Company Name - City, State
  • Greeted visitors and customers upon arrival, offered assistance and answered questions to build rapport and retention.
  • Alerted staff to arrivals of scheduled appointments.
  • Interacted with customers professionally by phone, email or in-person to provide information and directed to desired staff members.
  • Produced high-quality documents, spreadsheets and presentations for internal and customer-facing needs using MS Office suite.
  • Delivered clerical support by efficiently handling wide range of routine and special requirements.
  • Oversaw automated tracking and documentation of data, customer correspondence and office operations.
  • Kept physical files and digitized records organized.

  • Processed invoices and expense to facilitate on-time payment.
  • Purchase order data entry
  • Maintained staff directory and company policy handbook for human resources department.
  • Maintained payroll information by calculating, collecting and entering employee data.
  • Verified timekeeping records and handled any discrepancies with employees.
  • Managed office inventory by restocking supplies and placing purchase orders to maintain adequate stock levels.
  • Paid vendors by monitoring discount opportunities and paid employees by receiving and verifying expense reports.
  • Utilized talents and expertise to complete on-time and accurate monthly closing processes, journal entries and accruals.
  • Reviewed vendor invoices for appropriate documentation and validity prior to payment.
Administrative Assistant, 01/2011 to 02/2014
Company Name - City, State
  • Welcomed office visitors warmly and alerted staff to arrivals of scheduled appointments.
  • Performed general office duties, including answering multi-line phone system, routing calls, addressed all company correspondence with school districts and parents, delivered messages to staff and greeted visitors.
  • Maintained complex digital filing system for confidential student information.
  • Offered office-wide software support and training, including troubleshooting issues with general office equipment.
  • Coordinated travel arrangements, including booking airfare, hotel and ground transportation.

  • Managed office inventory by restocking supplies and placing purchase orders to maintain supplies and student materials.
  • Data entry in QuickBooks, including invoicing and accounts payable and accounts receivable.
  • Interacted with school districts, teachers, students and parents to receive information, direct activities and communicate progress.
  • P-Card Reconciliations
  • Complete District contract packets, including COI, W-9, Bonds.
  • Mandated Reporter
  • Supported monthly reporting analysis to achieve validation of internal reports and to reconcile production operations and general ledger.
  • Documented all cash, credit, fixed assets, accrued expenses and line of credit transactions.
  • Modified comprehensive financial reporting package to reflect growing organizational complexity.
  • Reconciled accounts and reviewed all materials, including surplus, income, expense data, net worth and assets.
  • Brought errors to near-zero in reporting, payroll administration and general bookkeeping.
Accounts Receivable Specialist, 02/2004 to 12/2011
Company Name - City, State
  • Contacted clients with past due accounts to formulate payment plans and discuss restructuring options.
  • Reviewed accounts on monthly basis to assess aging and pursue collection of funds.
  • Reconciled account information and reported figures in general ledger by comparing to bank account statement each month.
  • Reconciled accounts receivable ledger to verify payments and resolve variances.
  • Closely managed monthly reconciliation schedules of all assigned accounts.
  • Researched and resolved customer claims related to shortages, discount violations and returns.
  • Analyzed, prepared and issued chargeback notices for payment to prevent third-party collection agency involvement.
  • Applied more than 250 payments per week.
  • Handled high volume of in-bound calls pertaining to reconciliation of delinquent accounts.
  • Processed bill reminders and consulted with third-party collection agency to resolve past-due customer accounts.
Accounts Receivable Clerk, 05/2002 to 01/2004
Company Name - City, State
  • Greeted visitors and customers upon arrival, offered assistance and answered questions with excellent customer service skills to build rapport.
  • Reconciled accounts receivable ledger to verify payments and resolve variances.
  • Reconciled account information and reported figures in general ledger by comparing to bank account statement each month.
  • Prepared billing statements and invoices for customer purchases and recorded transaction date, price and fees to support accuracy.
  • Applied proper codes to invoices, files and receipts to keep records organized and easily searchable.
  • Input financial data and produced reports.
  • Prepared and mailed invoices to customers, processed payments and documented account updates.
  • Submitted cash and check deposits and generated cash receipts to record money received.
  • Responded to inbound inquiries regarding accounts and payments.
  • Greeted visitors and customers upon arrival, offered assistance and answered questions to build rapport and retention.
Education
Bachelor of Arts: : Human Developemnt , Expected in 05/2022The National Hispanic University - City, State
Associate of Arts: : Liberal Studies, 05/2012Gavilan College - City
High School Diploma: : 05/2002Mt. Pleasant High School - City
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Resume Overview

School Attended

  • The National Hispanic University
  • Gavilan College
  • Mt. Pleasant High School

Job Titles Held:

  • Office Assistant II
  • Administrative Assistant
  • Accounts Receivable Specialist
  • Accounts Receivable Clerk

Degrees

  • Bachelor of Arts : : Human Developemnt , Expected in 05/2022
    Associate of Arts : : Liberal Studies , 05/2012
    High School Diploma : : 05/2002

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