Ayana Hudson

• Hours worked per week: 40
• Prepares and reviews personnel actions and ensures the data is accurate, complete, and in compliance with applicable guidelines.
• Researches inconsistencies or errors by utilizing various personnel systems, verifying policies, procedures or guidance and initiating corrective actions.
• Enters personnel actions (such as accessions, promotions, separations, etc.) and payroll data into the National Finance Center (NFC) automated HR system.
• Participates in the preparation and creation of vacancy announcements by utilizing automated staffing system such as USA Staffing and preparing case files for documentation.
• Assists HR Specialists with applicant qualification determinations and applicants' eligibility for lower-graded positions.
• Reviews new employee in-processing forms for completeness and accuracy.
• Provides general HR information and assistance to current Office of Capital Access (OCA) employees and external applicants.
• Initiates background investigations in an automated security system.
• Utilizes Microsoft Office programs to create and prepare reports, complete internal processing forms and respond to employee and applicant inquiries.

• Hours worked per week: 40

• Assisted Research/Management team with project marketing management including the research, testing and implementation of new features on EHR/EMR system.
• Created and managed patients data; including updating patients medical records/profiles, tracking interactions with patients and ensuring accuracy and efficiency of data.
• Implements solutions to resolve system errors and data issues to avoid downstream effects on Intake Coordinators or Administrative teams.
• Creates insurance billing accounts, submits claims, & collects payments using the OfficeAlly and Practice Mate database.
• Utilizes electronic systems to collect and store patients data. Including but not limited to: Bay Area Clinical Associate's EMR/EHR system, Office Ally, SecureBill Pay, and Google (Gmail, Gcal, Google Sheets & Google Drive).
• Managed multiple patient data reporting projects independently and presented findings to Administrative management team.
• Conducted coordinating duties including but not limited to: scheduling intakes for providers based on productivity and coverage needs, updating providers as needed and managing Appointment Request Forms, Internal Waitlist, New Patient calls and Coordinating Outpatient Groups.
• Supported financial administrative team with conducting administrative duties including but not limited to: scheduling, appointment check ins, collecting co-payments and confidential paperwork, financial counseling and responding to needs of patients and clinicians.
• Processed charts and related documents with concrete variables in standardized situations and apply problem solving techniques to those situations that go beyond this scope.
• Explained or clarified policies and procedures in order to (IOT) inform customers of correct process.
• Scheduled customers for appointments/classes using computer, form letters, calendars, schedule books, IOT arrange organized non-conflicting appointments.
• Researched and resolved difficult customer service problems which includes internal and external customers, by applying rules, regulations, policies and procedures and using appropriate judgement IOT meet customer needs.

• Hours worked per week: 40
• Increased annual sales target by 20%
• Increased productivity by 20% within 2 weeks of interning.
• Spearheaded the relaunch of program Keela Cuties (#KeelaCuties) on Instagram to highlight clients purchases and styles.
• Designed and implemented: a work schedule for hair stylists and the salon assistant, a duty statement for the salon assistant, trained the salon assistant on how to properly communicate with customers via text/email/Instagram DM.
• Promoted services, products and discounts on social media
• Implemented a 24-48 hour response time to reply to customers.
• Point of contact for Vendors and Stakeholders
• Key control: ensured that only authorized individuals had access to restricted areas & valuable assets
• Received payments from clients and track all transactions
• Maintained updated records of costs and revenues (e.g. daily, monthly and quarterly)
• Supervised beauticians and cleaning staff, monitored time & attendance, and evaluated employees performance.

• Hours worked per week: 40

• Acting Supervisor (February 2021-February 2021)
• Received and examined legal documents for accuracy, completeness, and conformity to requirements
• Sorted paper case files and distributed confidential client paperwork to Social Workers and Supervisors
• Verified, entered, retrieved, corrected, and updated clients information in case management system
• Answered questions from unit staff on policies, procedures, directives, by utilizing knowledge of program, or researching and gathering information to find the correct answer IOT facilitate workflow.
• Researched and resolved difficult customer service problems which included internal and external customers, by applying rules, regulations, policies and procedures and using appropriate judgement in order to meet customer needs.
• Typed lengthy, technical reports per office procedures including specific terminology, ensuring correct spelling, punctuation, grammar, and format IOT produce documents, provided information and complied with legal and fiscal requirements.
• Created documents arranging information in readable format and/or according to specification using computer software, IOT prepare forms, documents, charts, legal forms and proposals.
• Sorted mail for distribution to various employee locations using knowledge of employee/staff organizational locations/County directory IOT accurately deliver mail.
• Sent correspondences, mailed via inter-office or U.S. mail system or Faxed per required mailing formats using inter-office envelops and appropriate mail code/address IOT send mail to correct locations.

• Hours worked per week: 40

• Working title: Lead Medical Records Clerk and AVATAR Super User
• Kept Administrative Services Officer 1 informed of Department workflows, processes, and procedures. Analyzed those workflows, processes, and procedures, with the goal of improving the efficiency of each function, lessening the paperwork required.
• Reviewed Clerical staff's work for completeness and accuracy to correct or reject if necessary in order to ensure daily work assignments were accurate and complete.
• Answered questions from unit staff on policies, procedures, directives, by utilizing knowledge of program, or researching and gathering information to find the correct answer in order to facilitate workflow.
• Trained and crossed trained employees in various functions of program/process in order to train personnel.
• Voided and admitted activation of Database permissions as needed.
• Reviewed Staples supplies order invoices and obtained approval for payment to process order.
• Received, stored, and logged ordered supplies using log, inventory forms, or computer sheets in order to ensure proper amount of items were received.
• Performed simple arithmetic in order to collect revenue, bill accounts, complete documents, compile reports and logs, or pay vendors.
• Processed all internal and external medical records requests
• Scheduled practitioners appointments
• Transcribed monthly meeting minutes
• Time keeper: Kept track of all staff leave time, such as: vacation, personal, and sick leave, for all staff.
• Verified attendance, hours worked, pay adjustments, and post information onto designated records.
• Recorded employees information, such as exemptions, transfers, and resignations, to maintain and update employee records.

• Hours per week: 25
• Duties, Accomplishments and Related Skills:
• Promoted the company's public image and brand via Social Media outlets (Instagram, Facebook, and Twitter)
• Pitched and coordinated clients stories, distributed press releases, and responded to media inquiries
• Ensured that internal and external communications remained consistent
• Increased Instagram and Twitter followers by 45%
• Drafted articles and press materials, communicated with different media, and monitored media coverage
• Completed reports and collaborated with PR/Marketing colleagues on the development and implementation of new social media strategies
• Proofread written materials for content and grammar
• Analyzed client competitors and industry trends
• Provided administrative support to managers.

• Hours worked per week: 40

• Acting Senior Office Assistant (January, 2018 - January, 2018)
• Managed 300+ daily inbound and outbound calls in a timely manner
• Identified customers' needs, clarified information, researched case, and provided solution
• Addressed clients concerns and openly conferred by means of communication with management on a daily basis.
• Informed clients of department policies and procedures to all customers
• Utilized Customer Relationship Management (CRM) databases to provide appointment and case information to clients and Human Service Social Workers.
• Obtained fingerprints of individuals for use in verifying their identity against criminal history databases - SFIS (Statewide Fingerprint Imaging System) certified.
• Instructed law enforcement, private, and public sector law enforcement agencies in fingerprint rolling techniques.
• Scanned and Imaged sensitive and confidential documents for submission using the Kofax software (Intelligent Automation software).
• Control Clerk duties; assigned case loads to case workers, conducted case load distribution and balancing, and transferred cases between bureaus.
• Ordered office equipment/supplies as needed using forms IOT maintain inventory.
• Received, stored, and logged ordered supplies using log, inventory forms, or computer sheets IOT ensure proper amount of items were received.

• Hours worked per week: 40

• Calculated all staff (Principal, Teachers, Cafeteria staff, and Nurses) Time and Attendance

• Verified attendance, hours worked, pay adjustments, and post information onto designated records.
• Conducted verifications of employment
• Completed verifications of school enrollment for CalFresh and CalWORKs
• Submitted, reviewed, and calculated ADA (Average Daily Attendance) data using the Q Student Connection and Zangle database.
• Provided accurate attendance data to key staff and managers to inform them of causes, intervention, or achievements.
• Created training documents for staff and teachers in office administration policies and procedures.
• Reported current trends and the impact of strategies in place to the school's Principal and District office.
• Monitored and analyzed Attendance trends to identify that the correct use of registration codes and reasons for absences were provided by parents and care givers.
• Reviewed Persistent Absence data regularly to identify pupils who were Persistently Absent and those at risk of becoming so.
• Informed Parents, Care Givers and Pupils on a monthly basis of attendance and/or persistent lateness via an attendance report, and assisted with setting attendance targets and goals.
• Provided Parents, Care givers, and Pupils written accessible procedures that clarified their responsibilities regarding pupil attendance, absence, punctuality and the link between attendance and attainment.
• Co-facilitated Truancy meetings with Parents, Care givers, Students, Teachers, and the Principal.

• Hours worked per week: 40

• Acting supervisor of (May 2015 - August 2015)
• Managed communication across departments to schedule and plan monthly company all-hands meetings to ensure the team was brought into projects and the overall organization mission.
• Followed documentation requirements as indicated in Program policies, including but not limited to accurate data entry into Excel & Outlook, case files, service plans, weekly/monthly reports, and case notes.
• Organized, coordinated, and lead a yearly Art show that raised $5,000+ each year.
• Organized, coordinated, and lead a Dance group that gained the attention of sponsors & locally recognized dance teams.
• Prepared marketing materials outlining group work and needs.
• Drafted funding proposals to secure funding for youth activities.
• Tracked event expenses and notified management of overages or shortfalls.
• Assessed event budgets, drafted reports, and recommended changes.
• Recruited donors for materials and auction items.
• Recruited volunteers for events.
• Oversaw the work of up to 15 volunteers and interns.
• Interviewed, onboarded, & trained all Youth Coaches

• Hours per week: 40
• Duties, Accomplishments and Related Skills:
• Recruited businesses and organizations for facility usage
• Facility Management: Ensured that facilities met government regulations, health and security standards, and energy efficiency requirements
• Supervised site teams of staff including cleaning, maintenance and security
• Budgeted and logged funds spent on class necessities using an Excel spreadsheet
• Researched community trends and gathered resources on new activities and programs to benefit families
• Compiled program statistics and data to complete monthly recruiting and attendance reports
• Planned, developed, and coordinated program activities to meet organizational goals
• Conducted needs assessment to determine training activities for program areas requiring additional resources
• Implemented strategies to recruit government assisted families for relationship skills classes to boost program retention rates
• Planned and attended collaboration meetings to ensure projects are on schedule
• Supervised teaching & childcare staff, monitored time & attendance, and evaluated employees performance
• Provided feedback on the success and/or failure of certain projects and activities
• Worked with program directors to research and identify new funding opportunities
• Provided analysis of each specific program task and developed a daily task sequence for greater program efficiency
• Provided Subject Matter Expertise (SME) on age-appropriate, engaging curriculum, and activities that contributed to a 30% increase in retention rates for enrolled families.