Annaliese Hopkins
Seattle,WA
Summary
Professional Support Specialist with broad experience in delivering exceptional client assistance and resolving complex issues. Demonstrates strong analytical, communication, and teamwork skills, with proven ability to quickly adapt to new environments. Eager to contribute to team success and further develop professional skills. Brings positive attitude and commitment to continuous learning and growth. Strong focus on team collaboration, adapting to changing needs, and achieving results. Skilled in troubleshooting, communication, and conflict resolution. Known for reliability, problem-solving, and customer-centric approach.
Overview
17
17
years of professional experience
1
1
Certification
Work History
Nutrition and Warehouse Services Support Specialist
Renton School District
08.2023 - Current
- The primary purpose of this position is to support the Nutrition and Warehouse Services Department in service to our schools by providing oversight to all purchasing and inventory management duties
- Responsibilities vary with individual assignments, but typically include food, supplies, and materials procurement; inventory management and tracking; general clerical duties, budget tracking, electronic record keeping, data management, and compliance monitoring
- Coordinating the purchasing of all food, USDA food, and paper supplies, including specifications, vendor selection, and bids
- Complete requisitions for supplies, materials, registrations, and equipment
- Communicate with vendors and staff to resolve problems; receive, verify, and distribute supplies and materials; obtain or verify price quotes; obtain approval and route invoices for payment
- Serve as liaison between warehouse, schools, and community regarding moves and equipment requests, coordinate and monitor warehouse inventory tracking systems
- Maintain a current and prospective vendor list/database and catalog resources
- Prepare and evaluate bids/proposals/quotes for the Nutrition Services/Warehouse department
- Develop and roll out planning and purchasing processes and tools to standardize activities related to procurement; Regularly coordinate and review the improvement of processes for purchasing and inventory control
- Ensure inventory accuracy to avoid overbuying and menu substitutions
- Maintain up-to-date knowledge of commodity market conditions in key product categories including meat, produce, daily, and staples
- Manage assigned program budgets, including grants, and prepare budget proposals with guidance from the administrator; set up budget records, categorize and allocate expenditures per district, state, and federal requirements; record expenditures and maintain running balances; initiate budget revisions; issue purchase orders or check warrants; and initiate fund transfers as needed
- Provide information to staff concerning current balances
- Initiate or request budget transfers as appropriate
- Some budgets may be maintained at both the program and building level
- Coordinate work orders related to cooler, freezer, and storage spaces at the Warehouse and school level
- Provide administrative support to the administrator; organize, manage, and maintain a calendar; schedule appointments; open and sort District and US mail, monitor and respond to email and voicemail as requested, forward appropriate items to the administrator or other staff members
- Produce or edit correspondence, memoranda, department-related materials, forms, and reports using a word processor
- Proofread and edit drafts; duplicate and distribute materials
- Assist in processing free and reduced meal applications, coordinate and monitor compliance and accountability with related federal and state program requirements
- Collect, input, and analyze data for a variety of program summaries or reports including required local, state, and federal reports; develop and/or maintain large collections of data for various program components; produce standard and ad hoc reports as required
- Process District travel arrangements: create purchase orders, obtain Board approval, manage P-card, make specific travel arrangements, and reconcile expenditures
- Schedule and make a variety of arrangements and preparations for meetings and other events; if appropriate; attend meetings and produce minutes or notes if requested
- Provide logistical support to outside vendors and agencies who provide services and materials to the department
- Maintain an inventory of department equipment and supplies in the warehouse; arrange for the surplus of equipment that is no longer serviceable; conduct annual inventory and cycle counts for capital equipment
- Following applicable laws, regulations, and procedures, create, modify, and/or maintain contracts with contractors, vendors, and/or agencies
- May substitute in kitchens as needed
- Maintain regular attendance
- Establish and maintain effective working relationships with colleagues, students, parents, and community members
- Comply with all Board policies, rules, procedures,and collective bargaining agreements
- Other duties as assigned
- Maintained detailed documentation of support interactions, ensuring valuable insights were preserved for future reference and analysis.
SENIOR ADMINISTRATIVE ASSISTANT
Seattle School District
07.2022 - 08.2024
- Develops, recommends, and implements office and operational procedures
- Coordinates and prioritizes assignment of special projects, including event planning, leadership, and hiring process
- Acts as a project lead or project team member as needed
- Appropriately handles confidential data about students, parents/guardians, and employees
- Independently responds to inquiries and requests from parents, team members, and district employees
- Makes appropriate referrals
- Prioritizes and ensures follow-up on inquiries, requests, and referrals
- Ensures that all communication is handled appropriately given the political nature of the work and requisite confidentiality of personnel-related situations
- Maintains and monitors budgets and assigned fiscal accounts
- Prepares, reviews, and audits contracts and processes expenditures per established procedures
- Corrects inaccuracies and reconciles differences
- Coordinates budget revisions
- Compiles fiscal and statistical reports, as requested
- Organizes and maintains records and files
- Compiles and organizes information and materials for meetings and decision-making
- Ensures the confidentiality and integrity of information
- Ensures that all files and records are well organized, so that all parties may easily access information
- Uses state-of-the-art organizational tools for managing information, calendars, and projects
- Independently develops new organizational schemes and methods to ensure maximum efficiency and productivity
- Attends or participates in meetings and activities deemed necessary by the Director
- Participates in professional development activities for professional achievement
- Maintains knowledge of District policies, practices, and procedures
- Interprets policies, practices, and procedures for staff and the public, as appropriate
- Compiles, analyzes, and summarizes data and information including student achievement data, as requested
- Ensures that all data and reports are developed so that information is well-prioritized, clear, and easily accessible
- Kept files and records in content management systems such as MS SharePoint, EXCEL, and others.
- Supported program operations by preparing and updating documents, reports, and spreadsheets.
- Supported project teams in achieving their goals through proactive assistance with research, data analysis, and report preparation.
- Acted as a backup for other employees by providing support and adapting to the requirements of the department.
- Maintained personal schedule, professional calendar, and individual appointments for senior staff members.
- Facilitated successful events, including conferences and workshops, through meticulous planning, coordination, and execution of logistics.
- Improved team productivity by effectively coordinating schedules, meetings, and travel arrangements for senior executives.
- Increased accuracy of financial records with diligent tracking of expenses, budget management, and invoice processing.
MAINTENANCE SPECIALIST
Shoreline School District
03.2019 - 07.2022
- Followed work orders and specifications for machine and equipment replacement, repair, or maintenance.
- Maintains budget records for the department; maintains petty cash records; processes material expenses for reimbursement, processes budget transfers as necessary
- Prepares purchase orders and requisitions
- Provides data input on all work orders; tracks each work order; provides data to enable department administrators to prioritize department work
- Coordinates with vendors on defective custodial supplies and equipment
- Optimized maintenance schedules to reduce disruption to production operations.
- Streamlined work order processes for faster response times to maintenance requests.
- Reduced downtime with thorough inspections and timely repairs of machinery.
- Ensured adherence to OSHA regulations throughout all daily activities while maintaining a clean and organized workspace.
- Coordinated with vendors and suppliers to purchase necessary parts or services for repairs and installations.
- Collaborated with team members on root cause analysis for recurring issues, developing effective solutions.
- Assisted in budget planning, identifying cost-saving opportunities through efficient resource allocation.
- Proactively communicated potential risks or hazards within the facility to appropriate personnel for timely resolution.
- Maintained accurate records of all completed work orders and inventory transactions for clear communication with management regarding maintenance activities.
- Properly handled, transported, and disposed of recycled materials.
- Followed safety precautions to avoid personal injury and provide safe work environment.
- Used problem-solving skills to alleviate issues efficiently with minimal supervision.
PARA EDUCATOR-HIGH SCHOOL IMPACT or OVERLOAD
Shorewood High School
01.2020 - 03.2021
- Provided one on one Paraeducator with four students in the special needs program
- Studied with students two hours a day and five days a week
- Collaborated with colleagues to develop and revise the curriculum, enhancing the learning experience.
- Chose materials and developed lesson plans to enhance skills for individual students.
- Met regularly with a team of teachers to discuss best practices and develop innovative teaching strategies.
HIGH SCHOOL OFFICE SUPPORT
Shorewood High School
01.2019 - 03.2019
- Provide coverage for other office staff as needed as well as assist administrators and other staff as needed
- Assist the High School Main Office Secretary in greeting students, staff, parents, and visitors entering the main office; coordinating the flow of information; determining appropriate assistance; de-escalating upset students, parents, and/or staff in emotionally charged situations; assisting students with emergencies or urgent needs; handling requests to see students or take them out of school; maintaining sign-in and sign-out procedures; directing visitors to meetings; recording messages for staff; screening calls for administrators; receiving and distributing mail and faxes to staff and administrators; making intercom announcements; managing the bell system; and providing an open ear to staff, administrators, students, parents, and visitors
- May prepare the daily staff bulletin for the school
- May enter the Weekly Bulletin on the School Messenger program and assist staff with mass emails or voicemails on School Messenger; May assist in the distribution of District forms
- May work in collaboration with the designated administrator in coordinating the athletic schedule
- May coordinate the locker distribution program and locker records for the school
- May assist office staff in maintaining office supplies and equipment
- May provide support services to counseling staff for the Running Start program
- May maintain a database of participating students, prepare monthly status reports, review community college transcripts and assign comparable letter grades and class credits for the school
- May assist the High School Counseling Secretary with files, records, and distribution of student information
- May enter student data, assist with making student appointments with counselors, process transcript requests for colleges, process application forms for scholarships, process 'good driver' records, and/or send school records to other schools
- May assist the High School ASB Coordinator with records for fines and fees
- Provide the second Point of Sale station for assisting students and parents/guardians with purchases and payments; Provide records for ASB Coordinator at the end of each day; May assist in flagging transcripts for students owing fines or fees; may assist in following up checks having insufficient funds; may assist with student hardship situations
- Assisted with testing storage, distribution, and collection; graduation ceremony preparation; and other special projects
- Performed related duties consistent with school needs, the job description, and employee assignment
ADMINISTRATIVE ASSISTANT II
Atlanta Public Schools
05.2018 - 01.2019
- Screens callers: identify matters requiring priority handling and brings them to the attention of the executive
- Processes incoming mail; routes to appropriate personnel; prepares replies to correspondence, or routes to others for reply
- Maintains executive's schedule keeps a daily calendar and appointment book; sends notices of acceptance or request; makes and supervises arrangements for trips
- Preparation of routine correspondence and maintenance of regular office files
- Assist with the selection process of new hires before interviews including but not limited to the preparation of interview packets, set-up, and correspondence to the candidate
- Communicates with the Executive Director daily and makes recommendations when necessary and may serve as a lead to assigned staff including orientation of training, planning, and assignment of work
- Obtains, compiles, organizes, and prepares information and data for various reports, meetings/board agendas
- Ensures information packages are complete and meet guidelines for submittal
- Processes one-time payment requests and budget transfers
- Acts as department timekeeper
- Coordinates and manages the department's administrative operations to include monitoring, procurement, personnel, information and records management
- Draft departmental policies related to the Office of Internal Compliance
- Aided with audit investigations as needed
- Monitor, document and manage Ethics and Compliance Hotline
- Performs other duties as assigned by the appropriate administrator
STATE REPORTING LIASION
Atlanta Public Schools
08.2015 - 04.2018
- Reports accurate student data to the Georgia Department of Education (GA DOE) for Full-time Equivalency (FTE), Student Class, Pre-ID, Student Record, and GUIDE Data Collections
- Trains Assistant Principals, Clerks, Secretaries, and Registrars in student data reporting
- Provides comprehensive training on FTE guidelines with an emphasis on maximizing FTE funds
- Coordinates and manages error corrections for the district
- Consistently communicates pertinent data element reviews to district and state personnel
- Supports communication between the State Department of Education, local Board of Education, and local school departments within the school district
- Revising and disseminating departmental procedures, and serving as a resource for various planning committees
- Serves as Liaison with Services for Exceptional Children Department in maintaining a database for referral activities, enrollment in Special Education services, and personnel assignments
- Serves management of the Information Systems Department In the identification of computer programming needs, data entry personnel training, development of report formats, and determining system timelines required for enrollment, FTE, and special education reporting
- Prioritize training concerns and revise standard operating procedures
- Assist in providing impact data for long-range departmental planning (Dashboards)
- Answering phones, filing, faxing, expense report reconciliations
- Served as the primary point of contact, fostering strong relationships between internal teams and external partners.
- Coordinated multiple projects simultaneously, ensuring timely completion and alignment with organizational objectives.
- Maintained a high degree of professionalism at all times, representing the organization with integrity in both internal and external interactions.
- Enhanced customer satisfaction by swiftly addressing concerns and providing solutions to various issues.
- Collaborated closely with department heads to identify opportunities for process improvement initiatives.
- Established effective communication channels between departments by organizing and facilitating cross-functional meetings.
- Acted as the liaison between upper management and staff members, promoting positive working relationships built on trust.
- Collected and analyzed data and feedback to identify opportunities to improve relationship between other entities and business.
STATE REPORTING LIAISON, STUDENT RECORDS SUPERVISOR (KK-12) INFINITE CAMPUS COORDINATOR
Georgia Cyber Academy
02.2009 - 07.2015
- Procurement/Expense report
- Responded to requests for program information to parents and community agencies
- Handled lost and/or missing materials requests
- Assisted in answering phones, filing, faxing, mass mailings, mail merges, reconciliations, and computer orders
- Served as Student Record Coordinator for grade levels Kindergarten through twelve; collected, verified, and transmitted all student records
- Educated staff on policies and procedures and customized solutions for increased student retention
- Drove growth by focusing on customer service, FERPA, and teamwork
- Assisted in the implementation of Infinite Campus
- Supervised assigned staff and developed efficient departmental operating procedures
- Meet regularly with staff to identify departmental needs
- Prioritized planning concerns, revised operating procedures, approved leave requests
- Assisted in providing impact data for long-range departmental planning
- Prepared State and Federal required enrollment information for services as mandated by law
- Received and released student records, compiled regular education student files for compliance
- Facilitated student withdrawals, form enrollment confirmation, and withdrawal letters, and handle certificates of attendance for driving permits (TAADRA Certifications)
- Improved communication between departments through the creation of a centralized records repository accessible to all employees.
- Implemented advanced search capabilities within electronic databases, enabling faster identification and retrieval of relevant documents.
- Provided support during audits and inspections, ensuring all records were readily accessible and compliant with regulatory requirements.
- Collaborated with the IT department to implement an electronic records management system, reducing physical storage needs.
- Mentored and coached junior staff members, fostering a culture of continuous learning and professional development within the records management team.
- Developed training programs for staff members, improving their understanding of records management principles and procedures.
- Oversaw the disposal process for obsolete or expired records, adhering to legal requirements while minimizing organizational liability risks.
STUDENT RECORDS COMPLIANCE GTID COORDINATOR
Manpower, Inc.
09.2007 - 02.2009
- Screened calls for operations manager
- Department Timekeeper
- Procurement/Expense report
- Assisted in answering phones, filing, faxing, mass mailings, mail merges, reconciliations, and computer orders
- Request Student Records
- Upload Documents
- Hired Contractors
- Logging of data for special education and regular education departments
- Ordered Inventory for the records department
- CTEA/Dual Enrollment/Graduation information
- Granted TAADRA Certifications
- Entered data, generated reports, and produced tracking documents.
- Improved team productivity with regular communication and progress updates, fostering a collaborative work environment.
- Enhanced operational workflows by maintaining well-organized documentation systems and updating records accurately as needed.
- Gathered and organized materials to support operations.
- Managed project timelines for successful completion, ensuring milestones were met and deadlines were adhered to.
Education
Bachelor of Arts - Business Administration
University of Arizona Global Campus
San Diego, CA09.2024
MAA Certificate - Medical Administrative Assitant
Georgia Medical Institute
Norcross, GA01.2005
Skills
- Customer service
- Proficient in Microsoft office
- Assertiveness
- High-level multitasking
- Records management
- Management
- Data collection
- File organization
- Collaborative approach
- Discretion and confidentiality
- Expert time management
- Computer proficiency
Certification
- First Aid Certification
- MAA
Work Availability
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Accomplishments
- Used Microsoft Excel to develop inventory tracking spreadsheets.
- Supervised team of 20 staff members.
- Collaborated with team of 20 in the development of implementation of infinite campus.
Timeline
Nutrition and Warehouse Services Support Specialist
Renton School District
08.2023 - Current
SENIOR ADMINISTRATIVE ASSISTANT
Seattle School District
07.2022 - 08.2024
PARA EDUCATOR-HIGH SCHOOL IMPACT or OVERLOAD
Shorewood High School
01.2020 - 03.2021
MAINTENANCE SPECIALIST
Shoreline School District
03.2019 - 07.2022
HIGH SCHOOL OFFICE SUPPORT
Shorewood High School
01.2019 - 03.2019
ADMINISTRATIVE ASSISTANT II
Atlanta Public Schools
05.2018 - 01.2019
STATE REPORTING LIASION
Atlanta Public Schools
08.2015 - 04.2018
STATE REPORTING LIAISON, STUDENT RECORDS SUPERVISOR (KK-12) INFINITE CAMPUS COORDINATOR
Georgia Cyber Academy
02.2009 - 07.2015
STUDENT RECORDS COMPLIANCE GTID COORDINATOR
Manpower, Inc.
09.2007 - 02.2009
- First Aid Certification
- MAA
Bachelor of Arts - Business Administration
University of Arizona Global Campus
MAA Certificate - Medical Administrative Assitant
Georgia Medical Institute
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