Donna Bautista
Allentown,PA
Summary
Meticulous and systematic Administrative Assistant skilled in organizing, planning and managing daily clerical needs. Bringing solid expertise in coordinating documents, reports and records, handling correspondence and managing deliveries. Skilled in oral and written communication, team leadership and relationship-building.
Overview
25
25
years of professional experience
Work History
Exec Administrative Assistant/Team Lead – Rehab Department
PHOEBE MINISTRIES
Allentown, PA
08.2021 - Current
- Manage team of 18; schedules/calendars and assign therapists to appropriate disciplines in database
- Delegate and prioritize tasks to team members
- Train new hires and provide documentation on responsibilities and tasks
- Responsible for accurately entering time in Kronos database for payroll
- Track and maintain vacation schedules
- Coordinate and schedule internal and external meetings
- Assist with travel arrangements
- Analyze reports and data to ensure accuracy and integrity
- Maintain dashboards and metrics related to payroll and HR
- Assist with Ad-hoc projects as needed
- Enter new admissions into database and confirm insurance information is accurate
- Create high level reports and forms, compile and organize data and information necessary for the efficient operation of the office
- Greet visitors, screen and answer phone calls professionally as well as handle confidential matters.
Financial Counselor – Business Office
PHOEBE MINISTRIES
Allentown, PA
06.2019 - 08.2021
- Recorded and reconciled multiple facility’s daily census and validated census information at daily meetings
- Completed financial asset updates for all current residents and maintain current financial records
- Processed and posted all cash payments to resident’s accounts
- Assisted with reconciling cash log via Excel for middle and month-end closeout
- Processed monthly resident statements and responded to all inquiries related to the billing statements & charges
- Submit billing to long term care insurance companies as needed
- Processed all resident refunds within regulatory guidelines
- Monitored accounts receivable and followed up as necessary in accordance with collections policy and current regulations
- Generated monthly private statements, checking for accuracy and responded to all inquiries regarding billing statements and charges.
Administrator
CEDAR HILL MEMORIAL PARK
Allentown, PA
10.2018 - 06.2019
- Created, processed and tracked/maintained contracts
- Was responsible for managing all aspects of burial processes and procedures
- Created templates, spreadsheets and forms using Excel and other applications
- Processed and tracked cash, credit, and check payments and applied to accounts
- Partnered with HR to maintain office policies as necessary
- Created and managed maintenance work orders and followed up with families
- Coordinated office activities and operations to secure efficiency and compliance to company policies
- Kept stock of office supplies and placed orders when necessary
- Greeted visitors, answer a high-volume of incoming phone calls and delivered world-class service to families.
Dispatch Coordinator (SSE Dispatch-TAC) – CONTRACT POSITION
OLYMPUS CORPORATION
Center Valley, PA
09.2017 - 10.2018
- Utilized SAP to research assets history and Sales rep account information in order to make appropriate inquiries to Reps
- Reviewed data for accuracy and make corrections and notify Supervisor about discrepancies
- Maintained communications link with Sales Reps, Field Service Techs and Regional Managers when needed
- Was responsible for monitoring the CD Dispatch phone line
- Resolved procedure- reporting issues, recommend and take appropriate actions on discrepancies to resolve issues
- Initiated and consistently communicated our collection process following guidelines, policies, and procedures for all delinquent invoices with accounts in assigned area
- Followed set guidelines for resolving disputed claims and coordinate closely with Compliance for any discrepancies.
Administrator
CEDAR HILL MEMORIAL PARK
Allentown, PA
01.2016 - 09.2017
- Created, processed, and tracked contracts utilizing company database
- Processed and tracked cash, credit, and check payments
- Created handbook for office processes and procedures
- Provided front office support
- Was liaison between sales and maintenance departments
- Answered and screened calls.
Business Analyst (Global Business Office) - CONTRACT POSITION
ZEROCHAOS - CITICORP
Warren, NJ
04.2010 - 04.2012
- Was responsible for headcount reconciliation and tracking via Excel and Access database
- Reconciled and tracked statements of works for consultants (SOWs) in company database
- Was responsible for creating and managing org charts for the department
- Assisted with travel arrangements as needed
- Verified supplier information and validated distribution codes using GL account codes
- Maintained projects in Project Tracking System (PTS); forecasted project budgets and ran ad-hoc reports as needed
- Ran monthly budget reports and analyzed detailed line times to ensure correct charges were being captured
- Ran ad-hoc reports as needed when requested by upper management.
Project Management Office/Business Analyst (Mergers & Acquisitions)
CITICORP, N.A
Warren, NJ
07.2006 - 06.2008
- Was responsible for processing accounts receivables and payables for two large acquisitions
- Created and maintained detailed consolidated tracking spreadsheets in Excel
- Created and maintained monthly project report status
- Was responsible for document management
- Assisted with ad-hoc monthly reporting as needed (HR reports, financial reports, progress reports, project reports).
Executive Assistant / Office Manager (Global Transaction Services)
CITICORP, N.A
New York, NY
07.2006 - 06.2008
- Provided executive support to 2 senior VPs and the Director of department
- Maintained calendar and appointments for management
- Coordinated travel arrangements and organized detailed itineraries
- Oversaw word processing, MS Office Suite, and high-level reports for the department
- Coordinated videoconferences, conference calls, meetings, training sessions and group events
- Processed accurate and timely travel and expense reports using Concur
- Was responsible for processing new hire paperwork for HR (including office moves and setup)
- Worked with facilities management for workspaces and seating
- Acted as subject matter expert for multiple databases used in the organization to track information on project delivery, financials, customer satisfaction, audit and headcount activity
- Created and responsible for maintaining Admin HR Website on Mystic portal.
Metrics and Control Analyst (Audit and Risk Review)
CITICORP, N.A
New York, NY
05.1999 - 11.2004
- Prepared, and maintained weekly metrics reports for database; exported to Excel and charted the results for management
- Was responsible for coordinating quarterly Audit entitlement reviews
- Lotus Notes Administrator - created ids, maintained and tracked users and entitlement assignments, managed database
- Provided operational support for the Audit Work Group (AWG) book published every quarter
- Processed and tracked invoices using the P2P (Procure to Pay) system and other databases
- Verified supplier information and validated distribution codes using GL accounts codes.
Education
Bachelor of Science in Technical Management – Human Resources Management -
DeVry University
08.2023
Skills
- Advanced MS Excel
- MS Access
- MS Word
- MS Visio
- MS Power Point
- MS Project
- Google Docs
- Lotus Notes
- SharePoint
- Concur
- Project Tracking System
- SAP
- P2P
- Kronos
- Strong analytical, organization and data entry skills
- Project Management
- HRIS
- New hire on-boarding
- New hire orientation
- Payroll and Timesheets
- Scheduling
- Excellent interpersonal and teamwork skills
- Excellent customer service skills
- Strong Time management skills
- Detail oriented
Timeline
Exec Administrative Assistant/Team Lead – Rehab Department
PHOEBE MINISTRIES
08.2021 - Current
Financial Counselor – Business Office
PHOEBE MINISTRIES
06.2019 - 08.2021
Administrator
CEDAR HILL MEMORIAL PARK
10.2018 - 06.2019
Dispatch Coordinator (SSE Dispatch-TAC) – CONTRACT POSITION
OLYMPUS CORPORATION
09.2017 - 10.2018
Administrator
CEDAR HILL MEMORIAL PARK
01.2016 - 09.2017
Business Analyst (Global Business Office) - CONTRACT POSITION
ZEROCHAOS - CITICORP
04.2010 - 04.2012
Project Management Office/Business Analyst (Mergers & Acquisitions)
CITICORP, N.A
07.2006 - 06.2008
Executive Assistant / Office Manager (Global Transaction Services)
CITICORP, N.A
07.2006 - 06.2008
Metrics and Control Analyst (Audit and Risk Review)
CITICORP, N.A
05.1999 - 11.2004
Bachelor of Science in Technical Management – Human Resources Management -
DeVry University