BERNADETTE O’DONNELL
San Jose
Summary
Dedicated administrative expert with extensive experience in purchasing oversight and financial auditing. Skilled in fostering strong client relationships and improving compliance monitoring, contributing to organizational success in special education services.
Overview
32
32
years of professional experience
Work History
Student Services Specialist > Special Education Specialist > Limited Term Office Coordinator / Substitute Relief Office Assistant I/II
SANTA CLARA COUNTY OFFICE OF EDUCATION
10.2014 - Current
- Consistently demonstrates Relator, Individualization, Achiever, Empathy and Responsibility CliftonStrengths complemented with efficient organization
- Established and maintain fiscal filing system for variety of approved Santa Clara County Office of Education (SCCOE) Special Education budget transfers, purchase orders, purchase order change orders, and payables / receivables invoices
- Receive, review, audit and present Federal, State, MediCAL, categorical, low-incidence, and / or grant funded purchase requests for Special Education Management approval then process via QSS OASIS requisitions / purchase orders or authorized Bank of America Works Purchase Card transactions in accordance with Santa Clara County Office of Education (SCCOE) Board Policies and California Department of Education Educational Codes
- Initiate, prepare, and submit budget revisions, journal transfers, purchase orders change orders while monitoring, recording and maintaining Special Education administrative budgets
- Secondary Bank of America purchase card Works approver for Special Education Director
- Perform specialized and complex administrative duties for Special Education Department, frequently pertaining to financial, contractual, and legal matters with confidentiality
- Constantly refine own practices to exceed job requirements
- Quickly identify non-compliant audit concerns and present plausible solution(s) to Management for their consideration
- Prepare Memorandum of Understandings, student and non-student access contractual agreements for Special Education Department and North West Special Education Local Area Plan (NW SELPA) non-public agencies and schools as needed
- Confidently support, guide, train and advise Santa Clara County Office of Education Special Education staff via acquired expertise
- Prepare computerized spreadsheet results via exported fiscal records for annual re-benching efforts with supporting projected expenditure forecasts and analyses
- Promote good relations even in difficult situations, highly professional, require minimum direction, industrious, highly resourceful, self-reliant, take steps to accomplish tasks without being asked, monitor fiscal solvency and brainstorms ways of navigate difficult issues by pivoting thinking 'outside the box' is needed for "yes" opportunities
- Collaborate with colleagues, partners, community, and agencies in support of SCCOE Vision, Mission and Goals
- Deliver exceptional customer service for internal and external clients - volunteers, interns, professional experts, contractors and staff across all levels of the organization
- Provide technical information and assistance related to Special Education programs regarding current laws, rules, regulations, policies and procedures
- Coordinated meetings and communication systems for Unemployment Insurance Managers
- Reviewed new health insurance enrollment forms for completeness and submitted to Benefits Specialists during open enrollment
- Maintained official personnel records and files for certificated and classified personnel including, but not limited to credentials, academic units, employment authorizations, employment forms, separations, status changes, and performance assessments while maintaining confidentiality to sensitive information
- Explained employment procedures and responded to inquiries from potential applicants regarding open job specification requirements
- Coded, sorted, and distributed mail and email for efficient communication.
- Recorded and prepare routine or specialized correspondence relating to Employment Development Department (EDD) unemployment insurance claim records using respective desktop computer hardware and software (Konica copier/scanner, Kodak i2800 Scanner, Microsoft Office Suite, Laserfiche, and QSS)
- Scanned documents, deposits, forms, and journals using Kodak i2800 scanner or Canon copier for Laserfiche electronic filing system
- Covered receptionist responsibilities and certificated fingerprinting duties for prospective and current staff
Substitute Accounting Technician
SANTA CLARA COUNTY OFFICE OF EDUCATION
08.2012 - 01.2013
- Reviewed and processed Accounts Payables per county policy using Quintessential School Systems (QSS/QCC) and researched historical financial data using Laserfiche
- Maintained, reviewed and monitored financial reports, budgets, purchase orders, change orders, invoices, and payments
- Interpreted codes, rules, regulations, and or instructions, thoroughly reviewed financial reports, document records, and other related data, researched and resolved identified problems
- Collected, received, reviewed, verified, researched, and initiated financial reporting corrections
- Performed purchasing activities for assigned program(s), maintained ledgers, received items, and verified invoices for accuracy before submitting to Accounts Payable for payment
- Managed OMS meetings, budgets, audited department expenditures, and processed mileage / expense reimbursement requests
- Recorded Cash Receipts Deposit, reconciled monthly Cal-Card accounts, prepared handouts, and on-line PDF postings
- Prepared and/or participated in the development of spreadsheets, purchase orders, cyclical databases, evaluations, supply orders, budgets, monitored grant limits, apportionments, updated attendance reports, prepared data for input and utilized computerized accounting, budgeting, and purchasing systems
- Monitored and managed grant and guest speaker contracts
- Resolved Purchase Order (SACS) coding errors in collaboration with accountant and departments.
- Operated internal accounting information systems, microcomputer hardware and software, including word processing, spreadsheets, and others, maintaining and creating spreadsheets as needed
- Served as a liaison between school districts and Santa Clara County Office of Education, community agencies, parents, speakers, vendors and other service providers
Accounting Manager
FARM FRESH, LLC
03.2000 - 11.2002
- Implemented General Ledger Accounting System for new start-up using Sage (Platinum for Windows)
- Performed Month End / Year End Close and generated Financial Statements
- Contributed to development of automated financial reporting system that tracked revenues and expenditures for three media outlets.
- Responsible for Accounts Payable and Accounts Receivable Billing / Revenue Recognition
- Posted cash including applying remittances, addressing exceptions, and processing account adjustments
- Resolved uncollected amounts and monitored aging reports for accounts receivable.
- Managed vendor invoicing process by verifying payment approvals, matching purchase orders and receiving reports, and addressing exceptions.
- Matched checks to invoices, distributed checks, attached check audit lists to payment documents
- Processed employee reimbursements, including the auditing of supporting documentation, reconciling receipt information, reviewing for policy compliance, posting data, and distributing checks
- Executed internal audit functions, including check audits and documenting audit trails to ensure compliance with audit procedures.
- Advised and trained office departments and staff including, but not limited to, accessing accounts payable/receivable information
- Reconciled General Ledger accounts and processed bi-monthly payroll using ADP -Prepared journal entries, account work papers, bank reconciliations, and database work papers
- Analyzed, reviewed, and distributed monthly financial and general ledger reports to executives
- Entered respective health care benefits information for new and existing employees into ADP computerized enrollment system
- Audited and compared monthly insurance payment to vendors against ADP payroll reports and adjusted any discrepancies
- Prepared payment of insurance costs to vendors and issued monthly remittances
- Processed mandatory and voluntary deductions for employee payroll records for full and part-time employees
- Processed requests for direct deposit for employees
- Updated benefits costs as premiums changed to ensure correct cost application
- Processed and monitored Employment Development Department (EDD) unemployment insurance claim records when presented and prepared detailed supporting reports
- Audited Annual and Quarterly Tax Reports against ADP reports
- Served as intermediary between employees, parent company, insurance carriers, third party administrators, and agents to resolve problems, answer questions, verify payments, facilitate processes
- Developed, prepared, and maintained a variety of routine or specialized correspondence, documents, reports, files, and records
- Operated desktop computer hardware, copier, facsimile, plus relative software (ADP, Platinum for Window, and Microsoft Office Suite), entered and maintained related data into accounting, data systems, and payroll information systems
- Knowledgeable regarding modern office methods, general principles of accounting, budgeting, bookkeeping, and fiscal record keeping as related to employee benefits and related insurance programs, appropriate laws, standards, guidelines, proper use of English including grammar, punctuation, and sentence structure and reporting requirements related to benefits programs
- Planned, organized, and prioritized work assignments to meet time requirements and facilitate workflow
- Applied pertinent codes, laws, rules, and regulations related to Accounting and Human Resources
- Analyzed and interpreted a variety of fiscal and program information and data related to employee benefits work
- Identified problem areas or situations, determined root cause, and took appropriate action to resolve identified problems
- Prepared and maintained accurate financial summaries and benefits reports
- Communicated effectively in every written and oral form
- Maintained professionalism and confidentiality in the course of all personnel functions and transactions
- Performed complex mathematical / statistical calculations quickly and accurately identified and corrected others' errors
- Provided exceptional customer service functions to internal and external clients, vendors and with all levels of staff
- Established and maintained effective work relationships with those contacted throughout the course of assigned duties
- Promoted services through website
General Ledger Staff Accountant>Accounts Payable Supervisor>A/P Clerk>Accounts Receivable Clerk
PREMIUM PET STORES, INC.
12.1993 - 03.2000
- Prepared inter-company journal entries, including accruals and internal company transfers, account work papers, complex general ledger and bank reconciliations, schedules, charts, complex spreadsheets, and database work papers in the performance of complex accounting and financial analysis work
- Reconciled General Ledger, inner company accounts, and bank statements
- Consolidated and audited daily cash receipts (6 stores - 26 million annual gross sales)
- Analyzed sales and inventory variances to provide insights for decision-making and completed special ad hoc projects for Controller
- Prepared and filed business licenses, State of California Sales Use Tax Returns, and 571-L Forms
- Closed consolidated accounting system and finalized closure of Premium Pet Stores due to acquisition
- Analyzed revenue and expenditures, balanced reports, and completed year-end accounts payable and accounts receivable preparations.
- Prepared and/or participated in the development of spreadsheets, journals, supply orders, budgets, revenue estimates, prepared data for input and utilizing computerized accounting, budgeting and purchasing systems
- Processed and monitored Employment Development Department (EDD) unemployment insurance claim records when presented and prepared detailed supporting reports
- Communicated effectively in written and oral form to support planned, organized, and prioritized work assignments to meet deadlines and facilitate workflow
- Identified problem areas or situations, evaluate problem causes, and took appropriate action to resolve identified problems
- Maintained professionalism and confidentiality in the course of all personnel functions and transactions
- Performed complex mathematical / statistical calculations quickly and accurately identified and corrected errors in arithmetical calculations made by others
- Recorded and monitored fixed asset inventories, equipment locations, and prepared government report filings
- Provided exceptional customer service functions to internal and external clients, vendors and with all levels of staff
- Established and maintained effective work relationships with those contacted in the course of assigned duties
- Prepared payment of insurance costs to vendors, issued monthly remittances, plus reconciled monthly invoices and added or deleted members to determine correct invoice totals
- Performed a variety of specialized work assignments including workers’ compensation analysis and backed up system hardware
- Assisted with Sage accounting software conversion while supervising and training three accounts payable clerks to ensure smooth transition
- Processed vendor invoices by verifying payment approval, matching purchase orders and receiving reports, and resolving discrepancies
- Matched checks to invoices, distributed checks, attached check audit lists to payment documents
- Processed employee reimbursements, including the auditing of supporting documentation, reconciling receipt information, reviewing for policy compliance, posting data, and distributing checks
- Performed internal audit functions including check audits, documenting audit trails, and complying with audit procedures
- Advised and trained office departments and staff including, but not limited to, accessing accounts payable/receivable information
- Matched, audited, entered, and processed expenses for weekly check runs using Sage (PFW) accounting software
- Assisted Controller with month end and year end close
- Worked with external auditors during annual audit, Pricewaterhouse Coopers and Deloitte and Touche
- Issued annual 1099's for Accounts Payable and audited annual physical inventories at sites
- Maintained receivables and bad debt records for stores to support partnership with Legal Recovery Services
- Purchased office supplies and scheduled equipment maintenance when needed
- Acquired by PETCO
Education
Bachelor of Arts - Management
St. Mary’s College of California
Moraga, CaliforniaSkills
- Policy implementation
- Client relations
- Vendor management
- Budget management
- Resource allocation
- Data analysis
Citizenship
Dual citizen of the United States of America and the Republic of Ireland with full employment rights.
Summary Of Achievements
Administrative professional eager to broaden professional experiences within a government organization. Highly organized, efficient, resourceful, individual who uses independent judgement and discretion wisely in congruence with a positive attitude, auditing strengths, integrity and excellent communication skills.
Timeline
Student Services Specialist > Special Education Specialist > Limited Term Office Coordinator / Substitute Relief Office Assistant I/II
SANTA CLARA COUNTY OFFICE OF EDUCATION
10.2014 - Current
Substitute Accounting Technician
SANTA CLARA COUNTY OFFICE OF EDUCATION
08.2012 - 01.2013
Accounting Manager
FARM FRESH, LLC
03.2000 - 11.2002
General Ledger Staff Accountant>Accounts Payable Supervisor>A/P Clerk>Accounts Receivable Clerk
PREMIUM PET STORES, INC.
12.1993 - 03.2000
Bachelor of Arts - Management
St. Mary’s College of California