Ana M. Hale
Lancaster,CA
Summary
Detail-oriented Administrative Assistant with proven expertise in multitasking and problem-solving, delivering exceptional support through strong organizational skills. Recognized for effective communication and relationship-building with supervisors, facilitating efficient coordination of documents and reports. Experienced in both large- and small-scale event coordination, fostering collaboration with venue management to ensure successful execution. Committed to contributing to a forward-thinking company that values proactive administrative assistance.
Overview
10
10
years of professional experience
1
1
Certification
Work History
Administrative Assistant
City of Lancaster
Lancaster
06.2022 - Current
- Manage and Supervise Front Counter Operations: Oversee front counter staff, ensuring excellent customer service and operational efficiency
- Customer Service and Registration: Assist patrons with registration for city classes, process payments, and address inquiries regarding city events
- Passport Program Management: Supervise the passport application process, ensuring compliance with state regulations and policies
- Ensure annual audits and recertification are completed on time
- Employee Recognition Program Coordination: Lead and coordinate the Employee Recognition Program within the department to foster a positive work culture
- Event Coordination Support: Assist with event logistics, including budget tracking, vendor communications, and coordination of event details
- Insurance and Health Permit Verification: Verify insurance coverage and health permit compliance for city events
- Processed invoices, purchase orders (POs), and requisitions in compliance with organizational policies and procedures
- Managed the processing of per diems and travel reimbursements, ensuring accurate and timely payments
Administrative Assistant
City of Lancaster
Lancaster
08.2016 - 06.2022
- Provide complex administrative support to members of the City Council and the City Manager's Office
- Perform administrative support functions, including managing and maintaining calendars, providing phone coverage, creating and maintaining files, ordering routine and special supplies; and processing incoming and outgoing mail
- Proofread and edit correspondence, documents, forms, agenda materials, speaking notes and reports to ensure accuracy
- Coordinate and schedule City Council recognitions in conjunction with the City Clerk's Office; prepare certificates, adjournments, and proclamations for the City Council
- Provide department support through research and presentation of information on assigned project
- Correspond with different members of the community, including elected officials and their representatives
- Coordinate meeting logistics and secures travel and hotel arrangements
- Respond to inquiries and complaints, including assisting difficult and upset customers with questions and problems by email, phone, and in-person; provides information about City programs and procedures
- Prepare, route, renew, and track contracts; process purchase orders; reconcile expense reimbursement reports; and processes petty cash and check requests
- Perform other related duties as assigned
- Order and maintain office supplies
- Compile data for special projects; collect and assemble data and background materials for a variety of reports
- Attend meetings; take notes and prepare summary of minutes
Administrative Trainee
City of Lancaster
Lancaster
12.2015 - 08.2016
- Maintained confidentiality while dealing with sensitive proprietary information in a discreet and professional manner
- Serve as personal and confidential secretary to Upper Management
- Process; type letters, memoranda and reports; compose correspondence and memorandums
- Type and proofread a wide variety of reports, letters, memos and statistical charts; type from rough draft or verbal instructions
- Screen office and telephone callers; respond to complaints and requests for information on regulations, procedures, systems and precedents relating to responsibilities assigned; receive and route mail
- Maintain calendars and schedules of activities, meetings and various events; coordinate activities with other departments, the public and outside agencies
- Perform general clerical work including filing, scheduling appointments and meetings
- Organize and maintain filing systems; maintain records related to specific area of assignment
- Verify and review materials for completeness and conformance with established regulations and procedures
- Compose routine letters from marginal notes or verbal instructions; compose routine correspondence
- Operate a variety of office equipment including a computer; input and retrieve data and text; organize and maintain disc storage and filing
Clerical Aide/Typist
City of Lancaster
Lancaster
04.2015 - 12.2015
- Provide invaluable support to the office, researching relevant information and presenting results in a coherent and concise manner
- Maintained client files, compiled relevant documents, and entered information into internal database, confirming the inclusion of important and correct information
- Utilized communication and administration skills to sustain positive relations with vendors
Education
Associate of Arts - Business Administration
University of Phoenix
Lancaster, CA06-2002
Skills
- Fluent Spanish Communication
- Excel Proficiency
- Experienced in Database Management with Access
- Experienced in Document Creation with Word
- PowerPoint Presentation Skills
- Outlook Calendar Management
- Public Sector Preparation
- Proficient in Adobe Pro
- FileMaker Pro Database Management
- Permits Management
- Laserfiche Proficiency
- Tyler - Project Coordination
- ADP
- MondayCom Proficiency
- Event Coordination
- Travel Coordination
Certification
- City Clerk Nuts and Bolts Certification
- CWCA -The World Class Assistant™ Designation -Office Dynamics
Languages
Spanish
Professional
References
References available upon request.
Timeline
Administrative Assistant
City of Lancaster
06.2022 - Current
Administrative Assistant
City of Lancaster
08.2016 - 06.2022
Administrative Trainee
City of Lancaster
12.2015 - 08.2016
Clerical Aide/Typist
City of Lancaster
04.2015 - 12.2015
- City Clerk Nuts and Bolts Certification
- CWCA -The World Class Assistant™ Designation -Office Dynamics
Associate of Arts - Business Administration
University of Phoenix
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