Charlene Montoya

● Manages & supports all aspects of the grant process from pre-application tocloseout.

● Manages, identifies, & develops strategies to optimize the grant administration process.

● Manages, maintains & updates the internal tracking process/reports related to awards.

● Manages & oversees all aspects of grant compliance and implementation upon award.

● Coordinates with a grant writing team to ensure grants are written properly and all deadlines are met.

● Manages & is responsible for creating, implementing, and updating office standards and procedures to ensure that the office runs effectively and efficiently.

● Supervises front desk staff and oversees activities to ensure customer support goals are prioritized and met.

● Oversees office services by ensuring office operations and procedures are organized, filing systems are designed, supply requisitions are reviewed and approved

● Manages employee onboarding in coordination with relevant staff and departments

● Manages and is responsible for the preparation of insurance audits, compliance requirements, and annual evaluation of coverage and renewal processes

● Implements, and updates procurement policies and procedures to comply with regulations, procedures, and policies of the appropriate ordinances, state statutes, federal regulations, and generally accepted public purchasing guidelines.

● Supervises and participates in the development of bid specifications, analyzes bids, and other related activities, such as labor standards.

● Coordinates and is active in short and long-term strategic planning

● As a member of the Leadership Team, is involved in decision-making related to employee policies, board of commissioner coordination, and overarching organizational Board support and Board materials

● Coordinates work with the Finance department to provide support as needed .

● Manages payroll process and benefits administration.

● Manages project development

• Coordinated communications and projects between other departments, the public, and Board Members
• Efficiently and effectively managed projects, assess workloads, and set priorities and goals with a strong, fundamental grasp of the Executive Director's needs
• Assisted with compiling and tracking development project budgets
• Prepared regular reports on the progress of projects in collaboration with the Director
• Maintained an organized filing system for documents related to ongoing projects
• Tracked project milestones using appropriate software tools such as Microsoft Project or Excel
• Participated in frequent communication with other administrative team members, human resources and finance department on special projects and events
• Performed high-level administrative functions, including administering policies and procedures, scheduling appointments, and purchasing of needed services
• Managed payroll process and benefits administration.
• Identified sensitive issues and brings them to the immediate attention of the Executive Director as appropriate
• Scheduled internal and external meetings, which includes preparing agendas, the keeping of minutes, & coordinating attendees
• Took detailed notes in meetings and disseminate information afterward
• Facilitated board meeting agendas and distributed support materials in advance for successful sessions
• Exercised frequent independent judgment, including making administrative decisions and taking appropriate actions in the absence of the Executive Director
• Represented the Housing Authority at various county and city functions
• Drafted correspondence on behalf of the Director to internal and external stakeholders
• Assisted in preparing presentations for internal and external audiences as requested by the Director
• Monitored emails sent to the Director's inbox, responding to queries or forwarding them accordingly
• Update contact lists with key stakeholders in order to facilitate communication with them
• Research topics relevant to departmental activities in order to provide informed advice and recommendations
• Act as a liaison between the director and other departments within the organization
• Coordinate multiple schedules using an online calendaring system
• Ensure that all tasks assigned are completed accurately and delivered in a timely manner
• Resolve conflicts between staff members efficiently while maintaining professionalism
• Obtain signatures for financial documents and internal and external invoices
• Create and maintain computer- and paper-based filing and organization systems for records, reports and documents
• Uses a high level of professional discretion and ethical conduct when dealing with sensitive information
• Prepare confidential correspondence and maintain classified files
• Maintain company confidence and protected business operations by keeping sensitive information confidential
• Screens public complaints and resolves issues while providing follow-up, bringing to the Executive Director's attention when necessary
• Provides input or makes recommendations for changes to Department policy, procedures or practices designed to improve efficiency and effectiveness
• Tackles and addresses top-level, high-priority issues with professional administrative discretion

• Coordinated with stakeholders to ensure the successful completion of the Oracle Database Management System implementation project
• Provided administrative support for all phases of the Oracle project
• Conferred with project personnel to identify and resolve problems
• Onboarded new employees in time reporting and payroll systems
• Prepared and processed biweekly payroll data for over 1000 employees using Oracle, while reviewing and ensuring accuracy and timely reporting
• Performed daily payroll operations, such as processing direct deposits, liens, and garnishments, taxes, referral payments, merit increases, bonuses, terminations, paid time off, insurance, 401K deductions, benefits deductions, etc
• Overseen payroll reconciliations to General Ledger and other financial accounts
• Managed tax withholding records and other federal, state, and local payroll deductions
• Responded to auditing and regulatory inquiries and compliance by providing information and documentation for audit requests
• Recommended and made changes required to payroll processing and payroll system as requested to meet the needs of City, Federal, and State requirements
• Administered the back-end accounting functions of the benefit programs, including change reporting and approving invoices for payment for Medical, Dental, Vision, Life, Short/Long Term Disability, Retirement Plans, and other supplemental plans
• Reconciled monthly benefit statements from vendors to ensure accuracy of information in the payroll system
• Solved complex problems related to payroll processing quickly and efficiently
• Managed multiple tasks simultaneously while meeting deadlines consistently

• Processed, reviewed, and validated bi-weekly payroll using Rootstock platform through Salesforce
• Generated weekly and monthly reports
• AR/AP Invoicing
• Billing/Coding and electronic filing
• Calendar management including appointments, meetings, and travel arrangements
• Reconciled Aging Reports
• Assisted in sales tax reporting and month-end closing
• Worked with the Financial Controller to collect data and prepare monthly metrics
• Used a double-entry accounting system to track the company's overall financial data
• Performed Bookkeeping duties to record the company's financial transactions
• Balanced petty cash/cash drawer daily
• Created monthly Newsletter
• Coordinated with the Business Manager and Corporate Office for all requests
• Handled all customer complaints and concerns
• Worked with recruiter and HR to successfully onboard all new employees

• Operated Bloomberg Terminal to retrieve real-time financial data
• Created Excel spreadsheets to maintain and update all investment data for clients
• Worked with Charles Schwab Investments to obtain information
• Worked with clients to set up all investment accounts and input all data into the Charles Schwab platform
• Created and mailed monthly investment updates for all clients
• Monitored investment payments from the company's partners and investors
• Maintained all social media for the company using Hootsuite
• Conducted research on a monthly basis to release articles related to wealth management and investments
• Set up accounts to transition the company into a B Corp, with all necessary data, information, and research
• Calendar management including appointments, meetings, and travel arrangements
• Assisted in meetings and real estate investments
• Worked with contactors for all real estate investment property management needs
• Conducted research and assisted in all meetings to formulate a new recipe for oat milk
• Worked with investors, and owner to launch an oat milk company
• Worked with marketing team to design and create packaging for oat milk as well as market product

• Prepared and processed all paperwork for Investment, Advisory, and Insurance Accounts
• Corresponded with clients to handle all investment, advisory, and insurance-related issues
• Accepted redemptions and withdrawals from clients and communicated instructions to the home office
• Created Personal Planning Analysis' for clients along with specific instructions from the advisor
• Input each Investment Account according to each Asset Allocation Model
• Input each security's value and cost basis information in the corresponding account
• Processed and monitored funding of advisory accounts and asset transfers to ensure correct asset allocation
• Contacted Network Office Investment Team to place trade instructions
• Processed incoming loan requests, payments, and ISA service inquiries
• Maintained advisors’ calendars and schedule appointments with clients
• Monitored Daily Status Reports, and expedited any underwriting requirements
• Prepared and printed letters of instruction for client signature, as well as accepted and processed checks
• Input data, created proposals, and gathered information in preparation for client meetings
• Maintained client case files and filed all statements, account forms, and other insurance/investment material using CRM
• Maintained website and social media presence
• Reviewed Insurance/Investment Applications for completeness and accuracy
• Prepared policies for delivery

• Managed company accounts, including entry of daily journals into QuickBooks
• Reconciled bank accounts and company credit cards on a monthly basis
• Managed the daily cash flow of the company and managed budgets
• Processed payroll for 300 employees
• Office management and general office administration
• Handled customer complaints
• Conducted restaurant audits
• Completed monthly & quarterly taxes
• Worked with members of staff to help make financial decisions/savings
• Provided and interpreted financial information/analyzed change and advised accordingly
• Formulated strategic and long-term business plans
• Researched and reported on factors influencing business performance
• Conducted reviews and evaluations for cost-reduction opportunities
• Liaised with auditors to ensure annual monitoring is carried out
• Developed external relationships with auditors, solicitors, and bankers, and produced accurate financial reports with specific deadlines
• Monitored managers & employees, and set monthly meetings as necessary
• Presented recommendations for salary changes, promotions, terminations, and other personnel-related actions
• Conducted interviews of candidates for employment & provided new hires with employment information and office/restaurant procedures
• Overseen employee recognition program for years of service, and oversaw the application of various benefit programs for employees

• Provided direct instruction in subjects that include: Phonics, Math, Reading, Writing, Social Studies, and Science
• Used a variety of visual, oral, and written methods and activities to engage students in the classroom
• Taught students with disabilities in an inclusion setting and implemented IEP's as necessary
• Followed the established curricula and scope and sequence in order to make sure that Colorado standards were effectively being taught
• Documented all syllabi, lesson plans, and assignments
• Achieved dramatic improvements in student academic performance through before and after school tutoring in subjects of reading, writing, and math
• Maintained strong relationships with students, families, and colleagues by assisting in leading community meetings and serving as Parent-Teacher Representative