Cynthia Renteria
Odessa,TX
Summary
Reliable Executive Administrative Assistant proficient in Microsoft. Expertise in scheduling and coordinating meetings, conferences and special events. Efficient and deadline-oriented individual with 20 years of hands-on experience providing administrative support. Dedicated to working effectively with team and achieving smooth operations.
Overview
31
31
years of professional experience
Work History
Administrative Assistant to the Executive Director
Ector County Independent School District
06.2023 - Current
- Streamlined office processes by implementing efficient organizational systems and procedures.
- Enhanced Executive Director''s productivity by effectively managing their schedule, appointments, and travel arrangements.
- Improved internal communication by creating and distributing timely meeting agendas, minutes, and follow-up action items.
- Crossed-trained to assist and support all HR Director's as well as other team members
- Knowledgeable in all areas of HR including vetting applicants, hiring procedures, and onboarding process
- Prepare and assist with action pages, cover pages, memorandums, and reports for the Board Meetings and Workshops
- Prepare HR Board weekly update newsletter Implemented Customer Service Training for HR team members
- Maintain, process, and oversee all purchase orders, payroll, and department budget
- Keep and maintain inventory for the HR department equipment and supplies
- Notarize official documents
- Assist in planning and execution of Employee of the Year, and Service Awards
- Assist in planning Employee of the year and Teacher Incentive Allotment big checks, awards, and certificates
- Prepare correspondence forms, handbooks, manuals, reports, presentations, and other documents
- Assist in preparing the Human Resources guide for district Principals, AP's, Cabinet, and DLT members
- Schedule meetings, interviews, HR events and maintain agendas
- Make all travel arrangements for all HR Staff including travel reimbursement
- Kronos Manager
- Assist with TEA record requests, open records, subpoenas, DIA investigations, and Grievances
- Process department memberships, notaries, and registrations
- Track and monitor incoming office supplies for the department
- Maintain department organizational charts and staff directory
- Attend workshops and trainings to gain knowledge and become more successful
- Coordinate monthly department meetings
- Act as interpreter in the Human Resources Department as appropriate
- Train HR Specialists and team in policy, procedures, and software
- Member of TASB and TASPA (familiar with the websites)
- Managed communication to [Number] executives by taking and making telephone calls, reviewing and prioritizing mail and composing and typing correspondence.
Human Resources Specialist
ECISD
08.2020 - 06.2023
- Accurately process paperwork for newly hired employees, retirements, resignations, terminations, assignment changes
- Verify fingerprinting status required by State Board for Educator Certification
- Provide instruction to new hires regarding fingerprinting process and registration of appointment
- Vet candidates (as needed)
- Enroll newly hired personnel in benefits orientation
- Prepare appropriate contract or letter of assurance for new and current staff
- Accurately process all legal hiring documents to include federal/state and district forms required for employment
- Maintain both hard copy and electronic personnel files ensuring appropriate federal and state mandated documents are included and up to date
- Maintain personnel files and electronic personnel files
- Audit personnel files for deficiencies annually
- Process Service Records for employee resignations and retirements
- Analyze and recognize discrepancies in Service Records to be corrected for accuracy
- Accurately process employee resignations and retirements to ensure appropriately coded exit payment and benefits
- Maintain accurate and up-to-date list of all yearly hires, resignations, retirements, terminations
- Maintain accurate and up-to-date list of all Interns, Emergency Permits and Waivers
- Maintain and accurate and up-to-date list of all DOI employees
- Verify T-TESS, and AEL or ILD certification
- Verify certification or license prior to hire and annually
- Maintain job postings on district website
- Reconcile job descriptions with district supervisors to ensure there are job descriptions for every job posted
- Follow up with supervisors to review and update job descriptions annually or as positions become vacant
- Maintain electronic copies of job descriptions
- Stay up-to-date with training on application system, troubleshoot for online application system, and correct issues or concerns with applications and posting
- Provide support to applicants regarding online application system
- Attend staff development workshops in order to obtain required annual training
- Answer phone and e-mail inquiries related to Human Resources
- Possess strong understanding of Human Resources procedures and policies in order to respond knowledgeably to stakeholder inquiries
- Work collaboratively with other departments and campuses in regards to employee needs
- Assist with district job fairs (when applicable)
- Participate in goal setting each year with supervisor
- Follow ECISD Strategic Plan
- Other duties as assigned.
- Enhanced employee satisfaction by implementing streamlined HR policies and procedures.
- Reduced turnover rates by conducting thorough exit interviews and addressing employees'' concerns.
Directional Administrative Associate
MS Directional
07.2019 - 07.2020
- Assisted Directional Operations staff with day-to-day filing, job tracking, employee time tracking, and generating corporate summary reports
- Confirmed personnel on location in daily reports
- Received, organized and distributed employee time sheets for approval
- Received, organize and distribute job paperwork
- Organized and filed daily drilling reports
- Generated daily corporate summary reports for drilling activity
- Organized job quotes and enter into daily reporting software (Oracle)
- Coordinated interdepartmental job paperwork
- Organized and distribute contract driller invoices for approval
- Other duties as assigned
- Created spreadsheets using Microsoft Excel for daily, weekly and monthly reporting
- Carried out day-to-day duties accurately and efficiently.
Accounts Payable Specialist
Kelly Services
02.2019 - 07.2019
- Reconciles processed work by verifying entries and comparing system reports to balances
- Charges expenses to accounts and cost centers by analyzing invoice/expense reports; recording entries
- Work with iSupplier and Discover software
- Communicate with Oxy Reps concerning coding on invoices
- Protect organization's value by keeping information confidential
- Update job knowledge by participating in educational opportunities
- Accomplish accounting and organization mission by completing related results as needed.
Campus Secretary
ECISD - Wilson & Yong Middle School
01.2016 - 01.2019
- Responsible for answering/screening principal calls
- Prepared monthly payroll for subs, and faculty/staff for principal
- Balanced leave with Smartfind and Employee Self Services
- Assisted faculty/staff enter leave in Smartfind Express to be able to help find subs
- Monitored Kronos (para time clock) for missed punches and balancing of weekly time-sheets
- Helped maintain Federal/State reports for credit recovery
- Acted as liaison for community and principal
- Sending appreciation notes and coordinated campus events
- Disbursed and collected next year contracts to faculty/staff
- Maintained all employee information for personnel records
- Trained all office staff on system usage, bells, and overhead speaker and office procedures regarding students
- Assume other duties as assigned by Principals.
Bookkeeper/Discipline Clerk
ECISD - Nimitz Middle School
01.2013 - 01.2016
- Responsible for answering parent phone calls regarding student's tardiness
- Balanced attendance records to match student referrals
- Responsible for assignments of student lockers
- Prepared all Discipline Verification Reports - daily, weekly, six weeks verification reports
- Aided students and parents as needed for uniform assistance
- Entered daily referrals for students who were given referrals
- Assisted Data Clerk with registration, withdrawals and data input of student information
- Maintained weekly Mandatory Monday Madness reports for teachers and principals
- Maintain Punch Card - daily, weekly, six weeks accounting
- Served as Student Activity bookkeeper - maintain budgets and do daily deposits
- Assumed other duties as assigned by Principals.
Administrative Assistant
University of Texas Of the Permian Basin
01.2006 - 01.2013
- Prepared interdepartmental transfers
- Reconciled statement of accounts and maintained department budget
- Greeted guests in absence of administrator
- Oversaw scheduling of rooms on campus and school fleet for travel
- Prepared journal vouchers
- Maintained online work order system
- Oversaw billing of rooms, meal plans and other miscellaneous campus charges to students and campus departments
- Oversaw scheduling for Director of Student Housing and Director of Physical Plant.
Secretary to Dean of Enrollment Management
Odessa College
03.1993 - 08.2000
- Managed schedule and correspondence for Dean of Enrollment Management and Counselors
- Handled scheduling for executive's calendar and prepared meeting agenda and materials
- Compiled monthly reports for Title III funding
- Assisted with admission and registration procedures
- Trained student workers and other secretarial staff in Student Life department
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for Dean of Enrollment Management
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
Education
Some College (No Degree) - Business Administration
Odessa College
Odessa, TXHigh School Diploma -
Permian High School
Odessa, TX06.1990
Skills
- Microsoft Office
- Microsoft Word
- Microsoft Excel
- Microsoft Power Point
- Bookkeeping
- Appointment scheduling
- Managing purchasing activities
- Supply ordering
- Database maintenance
- Data entry
- Payroll processing
- Multi-line phone systems
- Expense tracking
- Office Administration
- Calendar Management
- Budget Tracking
- File Management
- Office Management
- Document Preparation
- Confidentiality maintenance
- Customer service orientation
- Recruiting
- Travel Coordination
- Effective communication
- Time management
Timeline
Administrative Assistant to the Executive Director
Ector County Independent School District
06.2023 - Current
Human Resources Specialist
ECISD
08.2020 - 06.2023
Directional Administrative Associate
MS Directional
07.2019 - 07.2020
Accounts Payable Specialist
Kelly Services
02.2019 - 07.2019
Campus Secretary
ECISD - Wilson & Yong Middle School
01.2016 - 01.2019
Bookkeeper/Discipline Clerk
ECISD - Nimitz Middle School
01.2013 - 01.2016
Administrative Assistant
University of Texas Of the Permian Basin
01.2006 - 01.2013
Secretary to Dean of Enrollment Management
Odessa College
03.1993 - 08.2000
Some College (No Degree) - Business Administration
Odessa College
High School Diploma -
Permian High School
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