B. Callahan
Sparks,NV
Summary
Dedicated and responsible administrative professional with successful experience in fast-paced office settings and not afraid to wear many hats.
Overview
32
32
years of professional experience
Work History
ADMINISTRATIVE ASST. (REMOTE)
CONFIDENTIAL
12.2023 - Current
- Administrative duties: Respond to emails and phone calls, incoming mail (ensure it goes to correct person) and outgoing mail (ensure all important letters and forms are mailed out in a timely manner), utilize office equipment (example: phone or printer), update office contact lists and update system when client or vendor changes addresses, etc.
- Assist Administrative Director in project management by setting up new vendor accounts (entering new information in QB and notifying appropriate parties), investigating the best way to advertise and marketing options for current hotels, filling out forms, etc.
- Assist Accounting Manager and Staff with basic bookkeeping (QBO): Enter payroll entries (fees, insurance, retirement, taxes, & wages), upload invoices from Stampli and attach copy of paid invoices, match entries, notify accounting department of any discrepancies (entries/invoice amounts), etc.
- Research and track down accounting discrepancies.
- W9 & COIs: Call or email vendor(s) and contractors to retrieve forms, update QBO, and notify accounting staff.
BOOKKEEPER/PAYROLL SPECIALIST (PART TIME)
CONFIDENTIAL
07.2022 - Current
- Accounts Payable & Accounts Receivables (multiple accounts): Create new invoices (email or mail), deposit checks by scanning them into the online bank accounts, call clients regarding past due notices, retrieve W9s from new vendors, certificate of liability insurance (if applicable), retrieve receipts for credit cards transactions from management, and data entry.
- Billable Time - Spent on Specific Accounts: Ensure all time spent on the clients' files is entered onto bill.com.
- Completed payroll for employees and maintained detailed records of procedures.
- Data Entry: Accurate information is being entered, downloaded, or uploaded into the correct account & files.
- Ensure compliance with accounting principles, regulations, and laws.
- Filing: Maintain, update, remove duplicates, and archive important documents into Dropbox & QuickBooks Financial Records: Maintain accurate and up-to-date client information.
- Financial Reports: Prepare, analyze, and correct all discrepancies before giving them to clients (audit balance sheet, income and expense, etc.) HR/HRIS: All new employee(s) information is entered into the system, update any changes when PAF is received, audit current employee information monthly or quarterly, train new employees on how to fill out timecard, etc.
- Monitored incoming payments from clients, ensuring prompt application of funds against outstanding invoices.
- Maintained and processed invoices, deposits, and money logs.
- Managed accounts payable and receivable activities, maintaining vendor relationships and positive cash flow.
- Payroll Processing: Ensure all payroll information is efficiently uploaded, downloaded, or typed accurately into the utilized payroll site; federal, state, workers' compensation fees, retirement (401k, Roth, etc.) and all quarterly taxes are filed in a timely manner (example EFTPS), audit and investigate any discrepancies (hours worked, wages, payroll deductions, garnishments, etc.), create and run reports as needed, respond to payroll discrepancies, process employment verifications; reconcile balance sheets (benefits, bonuses, commission, garnishments, taxes, tips, etc.), new hires (HRIS - enter new employees into the system, update any changes to deductions (benefits, taxes, etc.), W2s & 1099s (print and mail out at the end-of-the-year), track PTO accruals and balances, update spreadsheets, online payroll insurance payments, and terminations (calculate accrued PTO, apply loan payments owed, garnishments, reimbursements, etc.).Handled payroll processing for employees, ensuring timely payment and adherence to tax regulations.
CAREGIVER (HOSPICE PARENT WITH CANCER)
HOME
02.2021 - 05.2022
- Assisted clients with activities of daily living, promoting independence and quality of life.
- Assisted with dressing guidance, grooming, meal preparation, and medication reminders.
- Caregiver duties: Feed, clean, bathe, provide medication on time, etc.
- Cleaned house, ran errands, managed laundry, and completed weekly grocery shopping.
- Doctor's appointments: Schedule, drive, and assist mother during chemo and radiation treatments.
- Performed light housekeeping duties to maintain cleanliness standards while respecting the patient''s personal space.
PAYROLL SPECIALIST
ESQUIVEL GRADING & PAVING
10.2019 - 01.2021
- Assisted employees with inquiries regarding their paychecks, deductions, and other related issues, providing clear and concise communication.
- Data Entry: Accurate information are being entered into the system, downloaded, or uploaded into the correct account & files.
- Decisions: Recognizes problems and responds appropriately by systematically gathering all variables of information, sorts through complex issues, addresses root cause, and communicates all decisions to all management and staff Forms: Assist with filling out audit reports (credit card applications, payroll, taxes, workers comp audit from insurance companies, employee verification, etc.) HR/HRIS: All new employee(s) information is entered into the system, update any changes when PAF is received; and audit current employee information monthly or quarterly; train new employees on how to fill out timecard; etc.
- Payroll Processing (Hourly & Salaried): Collect and verify employee time records, hours worked, PTO and sick balances, holiday pay (if applicable), overtime, bonuses, commissions, garnishments, reimbursements, deductions (taxes, benefits, etc.), update spreadsheets, verify and audit payroll general ledger and reports Payroll Taxes (Employees & Employer): Verify and audit withholdings (Federal, State, Local income tax laws, Social Security, & Medicare) Payroll Benefits Deductions: Verify and audit medical, dental, vision, 401k, health savings account, flexible spending accounts, union or non-union, etc.
- Provided customer service to employees regarding payroll inquiries and issues.
- Performed calculations in overtime, vacation, and sick hours to provide accurate data to payroll processing database.
- Verified and submitted timekeeping information for accurate and efficient payroll processing.
CAREGIVER (ELDERLY PARENT WITH CANCER)
HOME
04.2018 - 09.2019
- Assisted clients with activities of daily living, promoting independence and quality of life.
- Assisted with dressing guidance, grooming, meal preparation, and medication reminders.
- Doctor's appointments: Schedule, drive, and assist mother during chemo and radiation treatments.
- Caregiver duties: Feed, clean, bathe, provide medication on time, etc.
- Cleaned house, ran errands, managed laundry, and completed weekly grocery shopping.
- Performed light housekeeping duties to maintain cleanliness standards while respecting the patient''s personal space.
ADMINISTRATIVE ASST. / PAYROLL
ECC
01.2017 - 03.2018
- Administrative duties: Respond to emails and phone calls, correspondence letters, distribution lists, incoming mail (make sure it goes to correct person) and outgoing mail (ensure all important letters and forms are mailed out in a timely manner), sign in all delivered packages, login and logout daily visitors, utilize office equipment (example: phone or printer), call vendors to service office equipment when needed, create and/or update office lists of staff, clients, vendors, coordinates meetings, maintain and organize conference rooms, inventory (replenish and stock items), travel arrangements and update expense reports, and ad hoc projects, etc.
- Assist Accounting Manager and Staff with accounts receivables (Costpoint): Retrieve checks and deposit by using bank scanner.
- Filing: Maintain, update, remove duplicates, and archive important documents I to Dropbox & QuickBooks HR/HRIS: All new employee(s) information is entered into the system, update any changes when PAF is received, and audit current employee information monthly or quarterly, update address or phone number changes, train new employees on how to fill out timecard, etc.
- Payroll Processing: Ensure all payroll information is efficiently uploaded, downloaded, or typed accurately into the utilized payroll site; federal, state, workers' compensation fees, retirement (401k, Roth, etc.) and all quarterly taxes are filed in a timely manner (example EFTPS); audit and investigate any discrepancies (hours worked, wages, payroll deductions, garnishments, etc.); create and run reports as needed, respond to payroll discrepancies, process employment verifications; reconcile balance sheets (benefits, bonuses, commission, garnishments, taxes, tips, etc.), new hires (HRIS - enter new employees into the system, update any changes to deductions (benefits, taxes, etc.)), W2s & 1099s (print and mail out at the end-of-the-year), track PTO accruals and balances, update spreadsheets, and terminations (calculate accrued PTO, apply loan payments owed, garnishments, reimbursements, etc.).
CAREGIVER (ELDERLY PARENT WITH CANCER)
HOME
01.2017 - 12.2017
- Doctor's appointments: Schedule, drive, and assist mother during chemo and radiation treatments
- Caregiver duties: Feed, clean, bathe, provide medication on time, etc.
BARISTA / SUPERVISOR
STARBUCKS
09.2009 - 12.2015
- Acts with integrity, honesty, and knowledge that promote culture, values, and company mission.
- Anticipates customer and store needs by constantly evaluating environment and customers for cues.
- Barista: Made specialty coffee for all customers Cash Management: Follows all cash management and cash register policies, train new employees or supervisors.
- Deliver Legendary Customer Service: Customer comes first attitude and make a positive connection.
- Enhanced customer satisfaction by efficiently managing and delegating tasks to barista team members.
- Managed cash handling processes with accuracy, maintaining proper accountability for daily transactions.
- Positive Attitude: Support and help lighten the current environment during busy, peak times.
- Quality beverages: Ensure all recipes are followed health; safety, and sanitation guidelines at-all-times.
- Recognizes and reinforces individual and team accomplishments by using existing organizational tools
- Sales: Advertise and market current pastries, holiday, and new products to all customers. Supervisor: Luke McCubbins
ADMINISTRATIVE ASST. (TEMP)
OFFICETEAM
06.2012 - 01.2015
- Administrative duties: Answer main line phone, respond to basic incoming emails and phone calls, correspondence letters, distribution lists, incoming mail (make sure it goes to correct person) and outgoing mail (ensure all important letters and forms are mailed out in a timely manner), sign in all delivered packages, login and logout daily visitors, utilize office equipment (example: phone or printer), organize files, inventory (replenish and stock items when running low), etc.
- Accounts Payable & Accounts Receivables: Create new invoices, verifying and allocating accurate coding, deposit checks by scanning them into the online bank accounts or going to the bank, call clients regarding past due notices, collect payments over-the-phone, business license renewals, file quarterly taxes and make payments.
- Bookkeeping: Add entries into QuickBooks, create invoices, post deposits and payments, print reports, receipts, and reconcile bank statements.
- Customer Service: Handle complaints and provide appropriate solutions and alternatives within reasonable time restraints in a professional manner.
- Filing: Maintain, update, remove duplicates, and archive important documents into Dropbox & QuickBooks Human Resources: Check all new employees documents (W2, I9, signature, copy of driver's license, and social security card), assist with updating database (address or phone number changes).
- Meetings: Calendar, set up and tidy conference room, supplies, order food for executives and attendees.
- Reports & Excel Spreadsheets: Audit, identify, investigate all information that may have discrepancies.
- Spreadsheets: Create, update, modify information, and review all variables or errors.
HOMEMAKER / MANAGER
HOME
09.2000 - 08.2009
- Budget: Household finances and creating spreadsheets in Excel and utilizing QuickBooks software .
- Chef: Make breakfast, (3) kids' lunches, and dinner.
- Goals & Objectives: Teach important fundamentals (biological, sociological, and financial necessities) needed for my children to survive in an uncertain, imperfect world.
- Nurse: Empathize, endure, nurture, and resolve all minor non-emergency circumstances (flu, cold, etc.).
- Taxi: Drive to and pick up kids from school, band practice, sports activities, etc.
ADMINISTRATION ASSISTANT
KAISER
06.1992 - 09.2000
- Administration Clerk (Temporary assignment): Basic office support (answer phones, copying, filing, fill out forms, type correspondence letters and forms, ad hoc projects, etc.).
- Material Management / Procurement Clerk: Enter purchase orders into database, change orders, audit and investigate discrepancies, inventory management (over 1000 medical and office supplies) by replenishing items in storeroom by calling various vendors, out-of-stock items (call multiple vendors for same product with price comparison), monitor fast- and slow-moving products, backorders, etc.; communicate to management and all storekeepers regarding all product updates and backorders, deliver important items to doctors and managers, and train new employees.
- Office Management: Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors, maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems, delivered excellent customer service through prompt responses to client inquiries, addressing concerns effectively, and building strong relationships.
- Pharmacy Clerk: Enter accurate information to order patient prescriptions (new or refills) while being empathetic, compassionate, and sensitive towards a patient's health and circumstances; cashier (accurately process and retrieve forms of payment), answer inquiries from patients regarding their prescription or over-the-counter items, file documents, update patient's profiles (change of address or contact phone number), and stock and replenish over-the-counter medicine.
Education
Bachelor of Science - Business
University of Phoenix
San Jose, CA07.2012
Skills
Administrative Support
Bookkeeping Support
Computer Proficiency
Customer Service
Database entry / organization
Filing and data archiving
Invoice Processing (AP) / Payment Processing (AR)
Inventory Management
Microsoft Word / Excel / Outlook
Office Administration / Management
Professional Communication
Scheduling and calendar management
Team Player
Time Management
Typing: 65-70 wpm
Verbal Communication
Timeline
ADMINISTRATIVE ASST. (REMOTE)
CONFIDENTIAL
12.2023 - Current
BOOKKEEPER/PAYROLL SPECIALIST (PART TIME)
CONFIDENTIAL
07.2022 - Current
CAREGIVER (HOSPICE PARENT WITH CANCER)
HOME
02.2021 - 05.2022
PAYROLL SPECIALIST
ESQUIVEL GRADING & PAVING
10.2019 - 01.2021
CAREGIVER (ELDERLY PARENT WITH CANCER)
HOME
04.2018 - 09.2019
ADMINISTRATIVE ASST. / PAYROLL
ECC
01.2017 - 03.2018
CAREGIVER (ELDERLY PARENT WITH CANCER)
HOME
01.2017 - 12.2017
ADMINISTRATIVE ASST. (TEMP)
OFFICETEAM
06.2012 - 01.2015
BARISTA / SUPERVISOR
STARBUCKS
09.2009 - 12.2015
HOMEMAKER / MANAGER
HOME
09.2000 - 08.2009
ADMINISTRATION ASSISTANT
KAISER
06.1992 - 09.2000
Bachelor of Science - Business
University of Phoenix