Cynthia Smith
Upland,CA
Summary
Experienced Office Management and Administration Professional with 25 years of experience optimizing productivity, efficiency and service quality across various environments. Highly dependable, ethical and reliable support specialist and leader that blends advanced organizational, technical and business acumen. Work effectively with cross-functional teams in ensuring operational and service excellence.
Overview
38
38
years of professional experience
Work History
Secretary/Office Manager
Bonita Unified School District
Upland, CA
01.2008 - Current
- Coordinate, organize and monitor the clerical functions of the administrator's office
- Compose correspondence independently
- Perform a variety of responsible clerical duties quickly and accurately involving frequent interruptions
- Learn and apply policies, regulations and operation procedures
- Perform secretarial and clerical functions, above average difficulty, with speed and accuracy
- Operate a computer to enter data, maintain records and generate reports
- Work confidentially with discretion
- Establish and maintain effective and cooperative working relationships with others
- Meet schedules and time lines
- Work in Edjoin to schedule interviews and prepare documents for interview panel.
- Create and maintain Administration calendars (schedule events and meetings)
- Maintain records and prepare reports
- Establish and maintain comprehensive and accurate files and records
- Prepare concise and complete reports as required
- Type accurately at a speed of 60+ words per minute
- Make arithmetical calculations with speed and accuracy
- Understand and carry out oral and written directions
- Communicate effectively with students, staff and the general public
- Assist staff with attendance questions and frontline reporting.
- Reconcile bank statements, prepare reports for District
- Abate money
- Organize and maintained filing systems of documents, ensuring accuracy and confidentiality of records.
- Greet visitors in a professional manner, responding to inquiries and directing them to appropriate personnel.
- Compose letters, memos, reports, emails, presentations and other written correspondence as required by management staff.
- Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies.
- Ensure efficient operation of office equipment such as printers, copiers and fax machines.
- Assist with the planning of special events by arranging catering services, securing venues and ordering promotional materials.
- Coordinate mailings
- Process invoices for payment using accounting software applications.
- Entered data into spreadsheets using Microsoft Excel or other similar programs.
- Update contact lists regularly when changes occur in employee status or contact information.
- Handle confidential documents in an organized fashion according to established protocol.
- Answer phone calls and emails to provide information, resulting in effective business correspondence.
- Provide secretarial and office management support while building cooperative working relationships.
Finance Clerk
Bonita Unified School District
Upland, CA
01.1998 - 01.2008
- Apply financial record-keeping techniques
- Display and sell merchandise
- Maintain records and prepare reports regarding store activities
- Make computations with speed and accuracy
- Operate modern office equipment, including coin wrapper and cash register and key accurately
- Meet schedules and timelines, plan and organize work, communicate effectively both orally and in writing
- Establish and maintain effective working relationships with others using tact, patience and courtesy
- Work independently, train and provide direction to others (including students)
- Work with discretion and maintain confidentiality, supervise students as needed.
- Reconciled financial accounts and prepared monthly statements for review.
- Compiled and analyzed financial information to prepare entries to accounts, such as general ledger accounts, documenting business transactions.
- Processed payments in compliance with established policies and procedures.
- Reviewed invoices for accuracy and completeness prior to entering into the system.
- Prepared bank deposits, balancing of accounts receivable ledgers, and other bookkeeping duties.
- Assisted with budget preparation activities by providing necessary data analysis.
- Researched discrepancies between vendor invoices and purchase orders.
- Prepared journal entries to record daily business transactions accurately into the company's general ledger system.
- Performed month-end closing activities such as preparing accruals and deferrals, adjusting entries.
- Collaborated with external auditors during year-end audits.
- Developed new processes for more efficient processing of financial documents.
- Prepared and submitted monthly sales tax documents and payments.
- Calculated, documented and reviewed daily and weekly cash deposits.
- Tracked and documented W-9 forms for year-end close processes.
- Established key relationships with peers throughout company to improve workflows and reduce communication bottlenecks.
- Placed orders for student store, including and kept strict eye on inventory.
CSEA Union Secretary
Bonita Unified School District
San Dimas, CA
01.2017 - 04.2024
- Maintain filing systems for confidential documents; organized files for easy retrieval of information when requested.
- Managed calendar reminders for upcoming deadlines or events.
- Proofread documents before submission; corrected any errors found in grammar or punctuation.
- Scheduled meetings and sent invitations specifying time and location.
- Create agendas and take minutes during meetings; distributed notes in a timely manner afterwards.
- Update job descriptions
- Negotiations Committee panel member
- Benefits Committee Panel member
- Produced and distributed memos, newsletters and other forms of communication.
- Lead teller - organize balloting with all members
Owner/operator
Smith Family Day Care
Upland, CA
01.1990 - 01.1998
- Provided Day Care for young children.
- Provided a safe, nurturing and stimulating environment for children to learn and grow.
- Maintained daily records of activities, behaviors, meals and naps.
- Observed children's behavior and development, communicate information with parents.
- Organized age-appropriate activities such as games, arts and crafts and outdoor play.
- Taught basic skills such as personal hygiene, social manners and appropriate behavior.
- Read books aloud to small groups or individual children.
- Assisted with feeding infants and toddlers during meal times.
- Encouraged positive interactions between children by providing supervision at all times.
- Engaged in creative play activities that promoted language development, physical activity and problem solving skills.
- Helped develop motor skills through active playtime activities like running, jumping.
- Prepared meals, snacks and refreshments for children according to dietary needs and restrictions.
- Sanitized toys and tables to maintain clean, safe environment.
- Secured indoor and outdoor premises to protect children.
- Dressed children and changed diapers.
Loan Underwriter
Canyon Mortgage Company
Upland, CA
01.1986 - 01.1990
- Loan underwriter/ prepared loans for the lenders.
- Reviewed loan applications to ensure accuracy and compliance with company standards, policies and procedures.
- Researched financial background of potential borrowers to assess credit worthiness.
- Analyzed borrower's income, assets and liabilities to determine eligibility for loan approval.
- Calculated debt-to-income ratios to evaluate repayment capacity of applicants.
- Verified employment history, bank statements, tax documents and other financial records for completeness and accuracy.
- Collaborated with loan officers on complex loan scenarios.
- Ensured all loans met federal regulations such as the Truth in Lending Act and Equal Credit Opportunity Act.
- Worked closely with customers throughout the entire process to ensure they were informed of progress updates.
- Provided technical guidance to junior staff members when needed.
- Prepared detailed reports outlining reasons why certain loans were approved or declined.
- Developed strong relationships with brokers, lenders, real estate agents to foster business growth.
- Performed post-closing reviews of loans for quality assurance purposes.
- Collaborated with company teams to expedite loan approval processes.
- Listened carefully to customer complaints and swiftly resolved issues by taking appropriate action.
- Stayed abreast of lending regulations, industry trends and market rates.
Education
AA: Child Development -
Chaffee College
01.1990
High School Graduate -
Claremont High School
01.1984
Skills
- Classified / Clerical support
- Technical Support
- Programs such as student information systems, BEST, Balloteer, Google, Frontline, Edjoin, Word and Excel along with record keeping techniques
- Standard office machines and equipment, including computers, printers, fax machine, copiers
- English usage: spelling, grammar, punctuation and vocabulary Interpersonal skills using tact, patience and courtesy
- Telephone techniques and etiquette
- Oral and written communication skills
- Expense Reporting
- Team Leadership
- Training and Development
- Supply Ordering
- Supply Restocking
- Prioritization and time management
- Office staff leadership
- Confidentiality understanding
- Verbal and written communication
- Administrative support
- Office management
- Budgeting
- Team Bonding
- Excellent multi-tasking ability
- Office administration
- Requisition processing
- Calendar Management
- Meeting Coordination
Additional Information
Awards , 2022 PTA Very Special Person Award, 2018 CSEA Unsung Hero Award, 2014 Ramona Middle School Employee of the Year, 2014 PTA Honorary Service Award, 2004 Ramona Middle School Employee of the Year, 2003 Ramona Middle School Finance Guru Award
Timeline
CSEA Union Secretary
Bonita Unified School District
01.2017 - 04.2024
Secretary/Office Manager
Bonita Unified School District
01.2008 - Current
Finance Clerk
Bonita Unified School District
01.1998 - 01.2008
Owner/operator
Smith Family Day Care
01.1990 - 01.1998
Loan Underwriter
Canyon Mortgage Company
01.1986 - 01.1990
AA: Child Development -
Chaffee College
High School Graduate -
Claremont High School
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