Ana Villalba
Dallas,TX
Summary
Accomplished Secretary at J.C. Austin Elementary, adept in office administration and maintaining confidentiality, significantly enhanced document compliance and workflow efficiency. Skilled in Microsoft Office and customer relations, experience managing attendance records, communicating with parents and supporting administrative staff. Welcoming front desk staff with clear understanding of security and check-in procedures. Detailed computer system and database manager. Organized and dedicated Administrative Assistant with proven track record of providing exceptional customer service in fast-paced environments. Offering attention to detail and strong decision-making skills to manage multiple, concurrent tasks. Self-motivated work ethic to perform effectively in independent or team environments.
Overview
8
8
years of professional experience
Work History
Secretary
J.C Austin Elementary
Mesquite, TX
10.2018 - Current
- Handled sensitive information discreetly, maintaining confidentiality when managing personnel files .
- Answered multi-line phone system and enthusiastically greeted callers.
- Maintained daily report documents, memos and invoices.
- Scheduled appointments and conducted follow-up calls to parents.
- Prepared professional correspondence, including memos, letters, and emails, ensuring accuracy and timeliness.
- Maintained office supplies inventory by checking stock and ordering new supplies.
- Provided clerical support to company employees by copying, faxing, and filing documents.
- Contributed to a positive work environment by providing support to colleagues when needed in various tasks or projects.
- Created and updated records and files to maintain document compliance.
- Processed student registrations and withdrawals.
- Maintained an up-to-date database of student records, safeguarding confidential information while providing easy access when needed.
- Performed clerical and administrative support duties to optimize workflow procedures.
- Documented attendance, grades and test scores to update permanent records.
- Coordinated meetings between parents, teachers, and administration to address student needs and improve overall performance.
- Participated in meetings, workshops and seminars to covey or gather information to perform functions.
- Enhanced office organization by implementing efficient filing systems and streamlining daily operations.
- Supported budget management processes by tracking expenses, identifying cost-saving measures, and assisting with annual reporting requirements.
- Continually sought methods for improving daily operations, communications with clients, recordkeeping, and data entry for increased efficiency.
- Maintained payroll information by calculating, collecting, and entering data.
- Verified timekeeping records and handled any discrepancies with employees.
- Ensured timely payment of employee wages by consistently meeting deadlines for payroll processing.
- Processed new hire paperwork and documents.
Legal Secretary Assistant
Lawrence D. Sharp Law Office
Dallas, TX
11.2016 - 05.2017
- Managed billing processes to ensure timely payment from clients and minimize outstanding balances.
- Maintained an organized filing system for efficient retrieval of legal documents and client information.
- Facilitated smooth court proceedings through proficient scheduling of meetings, depositions, and hearings.
- Arranged deposition schedules to adhere to deadlines set forth by the attorney or court mandates.
- Organized files for court proceedings.
- Screened telephone calls and forwarded to appropriate departments.
- Answered and directed calls using multi-line switchboard.
- Filed documents with courts on behalf of attorney.
- Arranged for delivery of legal correspondence to clients, witnesses, and court officials.
- Completed data entry of legal documents into electronic filing systems.
- Prepared and processed invoices for attorney billing.
- Created and printed legal documents for attorneys to review.
- Developed and maintained positive relationships with clients and colleagues.
Education
High School Diploma -
North Dallas High School
Dallas, TX06.2011
Skills
- Customer Service
- Verbal and written communication
- Office Administration
- Organization
- Appointment Scheduling
- File Management
- Document Preparation
- Confidentiality understanding
- Multi-Line Phone Systems
- Supply Restocking
- Payroll Processing
- File systems management
- Supply Ordering
- Mail distribution
- Database Administration
- Managing purchasing activities
- Inventory purchasing
- Data Verification
- Fast Learner
- Multitasking and Time Management
- Microsoft Office
- Data Entry
- Recordkeeping
- Customer relations and communications
Languages
Spanish
Professional Working
Timeline
Secretary
J.C Austin Elementary
10.2018 - Current
Legal Secretary Assistant
Lawrence D. Sharp Law Office
11.2016 - 05.2017
High School Diploma -
North Dallas High School