Enriqueta "Katie" Fuentes
Edinburg,TX
Summary
Dynamic administrative professional with extensive experience at HHSC Regional Administrative Services, excelling in project planning and team collaboration. Proven track record as an Administrative Assistant, with experience in managing high-priority tasks, administrative coordination, and office management. Managing travel logistics and maintaining the confidentiality of sensitive documents. Adept at utilizing spreadsheet tracking to enhance operational efficiency while delivering exceptional customer service and support to management teams. Strengths include strong communication skills, problem-solving ability, and demonstrates ability to create efficient systems, leading to improved overall productivity.
Overview
34
34
years of professional experience
Work History
Administrative Assistant IV
HHSC Regional Administrative Services
Edinburg, Texas
11.2021 - Current
- Composed letters, reports, emails, and other written correspondence as required by the management staff.
- Compile data from various sources, such as office projects, into reports for review and approval by the management team.
- Update contact lists regularly on SharePoint when changes occur in employee status or contact information.
- Respond to inquiries from our customers and stakeholders, directing them to the appropriate personnel.
- Handle confidential staff documents in an organized fashion, according to established protocol.
- Provide support and guidance on travel, CAPPS, CAPPS FIN, Enterprise Portal, CAFM, and SharePoint to colleagues, to maintain a collaborative work environment.
- Create spreadsheets in Microsoft Excel for record-keeping on personnel information, evaluations, and distribution of warrant checks.
- Transcribes Region 11 weekly management meetings, Incident Management Teams (IMT), Regional Director (RD), Regional Administrative Council (RAC), and Administrative Assistant meetings that are held in Region 11.
- Provide administrative support to the management team, including scheduling meetings and managing calendars. Set up trainings and staff meetings by scheduling and reserving rooms.
- Promotes high customer satisfaction by resolving problems with knowledgeable, friendly service to our customers and stakeholders by referring to the management team.
- Assists management with the hiring process by scheduling applicants for interviews.
- Submits requests for supplies, furniture moves, surplus, and assists Local Office Coordinators on how to submit Computer-Aided Facility Management (CAFM) when approached.
- Reconcile the Centralized Billing Account (CBA) statement for the Region 11 Mastercard, and submit it to Hotel Billing on a monthly basis.
- Submit monthly report updates for the region, such as the Regional Activity Report, Postage Report, Website updates, Local Office Coordinator List, Office Emergency Plan (OEAP) Decision Makers, Blog Announcements for the region, Business Continuity Plan (BCP), and RAS Readiness reports.
- Schedules Incident Management Teams (IMT) meetings and inputs all supporting documentation, such as notes, ban letters, statements, and safety plans.
- Assists management with onboarding new staff by submitting a WEBMAC form to Information Technology (IT) for their laptop equipment and phone setup.
- Works closely with the management team on analyzing program requests and developing action plans to meet or exceed needs.
- Assigns and follows up on assignments sent out by the management team to Business Services Officers and Facility Support Technicians for submittal to the Central Office.
- Collaborated closely with team members to achieve project objectives and meet deadlines.
- Update the TEX Ring weather line when there is an office closure, or delayed opening.
- Submit a CAFM for all office closures or delayed openings, such as power outages, plumbing issues, HVAC issues, water outages, urgent closures affecting life and safety, and inclement weather.
- Coordinates and reserves all travel for management and staff through the Hotel Engine website for hotels, the Enterprise Portal for car rentals, and National Travel Systems for flights.
- Region 11 FedEx Administrator, set up new account users, and delete expired account users. Assist with any troubleshooting or guidance on how to process a ground shipment.
- Primary point of contact for the Region 11 Outlook Meeting Room Administrator. Assist all programs with scheduling the meeting rooms, and guide them through reserving a training or conference room. Reserves all Department of Family Protected Services (DFPS) Outlook room reservations that are requested from the program, as the program does not have access.
Supply Specialist
HHSC Regional Administrative Services
Edinburg, Texas
03.2021 - 11.2021
- Secured, and controlled the inventory of supplies for region 11.
- Compared and verified the identifying information of outgoing shipments to the Local Office Coordinators throughout Region 11.
- Receives, inspects, and stores all inbound supplies shipped via freight services, delivered to the regional warehouse, and stored appropriately in the supply section.
- Assist the Warehouse Coordinator with receiving and notifying of delivered supplies in the Edinburg Administration building for other agencies.
- Receives through the CAPPS Fin System and works alongside RAS Financials to process vendor bills of lading for payment.
- Maintained accurate records of orders, deliveries and stock levels on a daily basis.
- Compiles cost pool monthly supply requests from region 11 Local Office Coordinators (LOC) and notates (date-entry) on CAFM for drivers to deliver to appropriate locations.
- Monitors inventory and processes a cost pool supply list, along with the RAS-RW form, to RAS Financials to order supplies on a quarterly basis or as needed.
- Implemented, monitored, and submitted a weekly count for COVID-19 supplies that were supplied from the Region 11 warehouses.
- Administers the FedEx account and responds to inquiries (internal and external) regarding shipping via FedEx account users. Provides timely and accurate responses to all inquiries.
- Provides guidance to staff on issues related to shipping, runs a report on FedEx administrative tools inquiring to identify HHSC, DFPS, and DSHS users, and addresses staff on extra charges on the FedEx invoice.
- Reserves travel, lodging for RAS staff through Hotel Engine, and car rentals through Portal Enterprise for management and staff.
- Reconciles the CBA credit card on a monthly basis, compiles the travel logs, and supportive documents for submittal to the Centralized Accounting Department for auditing.
- Provides backup to the Regional Director, Administrative Assistant, with office closures in the direction of management and processes through the Send Word Now system.
- Back up the receptionist in answering calls, reviewing and distributing mail, and formulating appropriate responses, and assist visitors in a professional manner.
- Works as a member of the team, willingly providing backup support for co-workers when appropriate, and actively supporting group goals.
- Navigated through CAFM to ensure all the supplies were delivered on a timely basis, and ensured the CAFM was completed and closed.
- Scheduled large orders and planned logistics to reserve sufficient storage space for incoming items.
- Investigated discrepancies between physical count results and when items were damaged, contacted the vendor for replacement or a solution for the CAPPS receiving and invoicing.
- Assisted the Business Services Officers when supplies were an outstanding amount for approval.
- Participated in meetings with department heads regarding supply needs assessment.
- As a member of the team, I willingly provided backup support for co-workers when appropriate and as needed during COVID.
Lead Program Manager Administrative Assistant II
HHSC Access and Eligibility Services
Edinburg, Texas
02.2011 - 03.2021
- Monitor inventory, and communicate, train, and implement updates on policies and procedures to administrative staff.
- Performed CAFMS through the system to have equipment removed, transferred, or surplus from the offices at regional.
- Responsible for the efficient purchasing of supplies and furniture ordered by the program.
- Coordinates and distributes monthly duties for daily operations to the Regional Program Managers.
- Orders and receives supplies through the CAPPS FIN system, and distributes all supplies for Region 11 AES staff.
- Responded promptly to inquiries from clients regarding their SNAP, TANF, and Medicaid benefits in person, through the portal, or by phone.
- Reconcile the monthly Region 11 AES Citi Bank credit card statement for auditing purposes.
- Assist with the hiring process for the region, interpret policy and procedure, and assist with the hiring process.
- Compiles, monitors, and submits all regional assignments to the central office in a timely manner.
- Assign all HEART complaints for Region 11 to the appropriate staff for resolution.
- Scheduled and arranged travel and hotel reservations for meetings, conferences and seminars.
- Manage and conduct a physical inventory of supplies issued to AES staff throughout the region.
- Provide guidance to the region on equipment management, record keeping, inventory control, and communicate any changes in processes, forms, or reporting.
- Acted as a liaison between the Regional Director, Lead Program Managers, and Program Managers, including internal and external staff, to facilitate communication flow.
- Tackled and addressed high-priority issues with professional administrative discretion.
- Facilitated communication between different departments within the organization on collaborating on any project that consisted of other programs.
- Handled confidential information with discretion and integrity.
- Assisted in organizing conferences, trainings, and other events as directed by the AES Regional Director.
- Worked successfully with a diverse group of coworkers to accomplish goals and address concerns related to our services for our clients.
- Answered phones in a courteous manner while providing excellent customer service.
- Reviewed files, records and other documents to obtain information or respond to requests.
- Contributed innovative ideas and solutions to enhance team performance and outcomes.
- Demonstrated strong problem-solving skills, resolving issues efficiently and effectively.
Management Assistant
Superior Remodeling
Edinburg, TX
02.1998 - 08.2015
- Proposed or approved modifications to project plans.
- Resolved customer inquiries and complaints requiring management-level escalation.
- Delegated work to staff, setting priorities and goals.
- Ensured compliance with all applicable laws, regulations, and standards.
- Interviewed prospective employees and provided input to HR on hiring decisions.
- Managed annual budgeting and forecasting, optimizing resource allocation.
- Managed vendor relationships by negotiating contracts and ensuring timely delivery of goods and services.
- Enforced customer service standards and resolved customer problems to uphold quality service.
- Provided leadership, insight, and mentoring to newly hired employees to supply knowledge of various remodeling projects.
- Recruited and hired qualified candidates to fill open positions.
- Monitored budgets and expenditures to ensure cost-effectiveness while maintaining quality standards.
- Maintained up-to-date records of employee attendance, payroll information, vacation requests.
- Managed the scheduling of subcontractors, suppliers, and laborers for remodeling projects.
- Inspected sites before and after construction projects.
- Signaled equipment operators to facilitate alignment, movement or adjustment of machinery.
- Developed strategies to reduce material waste and maximize efficiency of manpower resources on job sites.
- Inspected building sites to ensure compliance with safety regulations and quality standards.
- Facilitated communication between subcontractors, suppliers, laborers, and other personnel involved in remodeling projects.
- Conducted regular inspections both before and after completion of a renovation project to ensure customer satisfaction.
- Evaluated existing structures for feasibility of renovation or remodeling.
- Assisted in the planning and execution of remodeling projects, including budgeting, timeline development, and material selection.
- Advised clients on decisions relating to materials and remodeling designs.
- Maintained accurate records of project costs, materials used, labor hours. during each phase of remodeling process.
- Consult with contractors, lessors, vendors to ensure the project is coordinated as projected.
Field Service Technician
Hidalgo County Election Department
Edinburg, Texas
09.2006 - 12.2010
- Compiled lists of registered voters for use by political campaigns or other organizations as needed.
- Provided support to staff members responsible for administering elections at polling sites on election day.
- Coordinated with vendors on transportation requirements for the delivery and pickup of electronic voting equipment and supplies.
- Maintained an accurate inventory of the warehouse and amounts on hand for election equipment, supplies, and materials.
- Coordinated with local officials on election day logistics including staffing and voting locations.
- Audited voting equipment prior to each election cycle to ensure accuracy and reliability.
- Processed applications for absentee ballots in accordance with applicable laws and procedures.
- Assist the Technical Manager with the accurate tabulation of any General, Primary, Special, School, and City Elections.
- Coordinated and scheduled the routes for drivers across Hidalgo County for all elections held.
- Attended conferences, workshops, and special events to stay updated on election regulations on a yearly basis.
- Conducted testing with all candidates to ensure quality and reliability.
- Provided training sessions for over 300 poll workers regarding proper procedures when assisting voters at polling places.
- Managed the collection, storage, and disposal of absentee ballots as required by law.
- Assisted in preparing post-election reports summarizing voter turnout statistics, results from individual precincts.
- Managed time effectively to ensure tasks were completed on schedule and deadlines were met.
- Assisted in conducting interviews and assessed applicants' qualifications, skills, experience, and fit for positions as election drivers and poll workers.
Assistant Deputy Clerk
Hidalgo County District Clerks Office
Edinburg, Texas
08.2002 - 03.2006
- Answered multi-line telephone system and routed calls to appropriate personnel.
- Reviewed civil, criminal, and child support files, records, and other documents to obtain information or respond to requests from District Judges and the District Attorney's Office.
- Assisted customers with inquiries, offering resources, and providing guidance on court hearings in a professional manner.
- Initiate related paperwork as needed by defendants to facilitate their responses to a citation, and instruct the parties involved in compliance with court orders.
- Reviewed requests for modifications or exemptions from open child support orders based on changes in circumstances.
- Receive, create, review, post, file, and assign case dockets to all filings and summons.
- Attended hearings, depositions, and other meetings related to cases.
- Prepared and issued summonses, complaints, warrants, and other documents necessary for daily courtroom operations, and distributed court orders and decisions as directed by judges.
- Tracked cases and managed electronic and physical records, creating new case files, entering filings, hearings, trials and judgments and closing cases when complete.
- Managed jury selection and service processes, including juror notifications.
- Acted as court cashier, collected and entered payment data into the system, and processed payments for fines and other court fees, also recording details of child support payments and reporting missed deadlines or delinquency.
Deputy Clerk/County Clerks Administrative Asst.
Hidalgo County Clerks Office
Edinburg, Texas
08.2000 - 08.2002
- Act as a liaison between the District, County Court, agencies, and departments, including law enforcement officers, attorneys, victims, and defendants in matters before the court.
- Greeted visitors and provided information regarding county services or operations.
- Processed criminal records, including arrests, indictments and dispositions.
- Maintained security protocols for confidential information.
- Liaised with general public to process document requests and provide customer service by phone or email and in person, keeping records of payments and documents provided.
- Drafted and distributed court orders and decisions as directed by judges.
- Performed background checks on suspects and defendants.
- Attended required meetings and conferences as well as training sessions to develop and maintain understanding of current conventions and laws.
- Provided administrative support for court proceedings and hearings.
- Investigated past and current licensees to perform record checks.
- Prepared and issued summons, complaints, warrants and other documents necessary for daily courtroom operations.
- Attended arraignments and trials as required to provide assistance with record keeping.
- Contact the jail regarding prisoner status, and coordinate the pick-up of prisoners with the transport team.
- Swear in jury panels after the jury strikes have been selected.
Clerk
Hidalgo County Community Service Agency
Edinburg, Texas
11.1997 - 08.2000
- Reviewed files, records and other documents to obtain information or respond to requests.
- Answered telephones, directed calls, and took messages.
- Answered customer inquiries via phone and email.
- Inventoried and ordered materials, supplies and services.
- Performed data entry and recordkeeping tasks to track electric, water, and rent payments for clients.
- Reconciled accounts payable transactions.
- Checked postings and documents for correctness, accuracy, and proper coding for electricity, water, and rent payments for clients.
- Provided administrative support to the Accounting department as needed.
- Reconciled or entered report discrepancies found in financial records.
- Reviewed, coded and entered invoices into accounting system.
- Prepared checks for multiple accounts.
Receptionist/Secretary
Hidalgo County Adult Probation
Edinburg, Texas
12.1994 - 11.1997
- Maintained filing systems for confidential documents; organized files for easy retrieval of information when requested for trial.
- Provided assistance with onboarding new employees by preparing orientation materials.
- Sorted and distributed incoming faxes, letters and emails for office distribution.
- Coordinated communications, taking calls, responding to emails, and interfacing with probationers.
- Reviewed billing statements for accuracy prior to submitting them for restitution payment processing.
- Developed an efficient document tracking system, which allowed quick access to all necessary paperwork for probationers reporting on a monthly basis.
- Organized files, developed spreadsheets, faxed reports and scanned documents, maintaining front desk and reception area in neat and organized fashion.
- Set up workshops, conferences and meetings by scheduling and reserving rooms and preparing supplies.
- Performed data entry into computer systems; ensured accuracy of all entered information.
Secretary
Montemayor Septic Tanks and Paving
Edinburg, Texas
08.1991 - 12.1994
- Reviewed invoices for accuracy before submitting them for payment processing.
- Answered incoming phone calls, responded to inquiries and transferred calls as needed.
- Processed invoices for payment; tracked payments received from vendors and clients.
- Maintained filing systems for confidential documents; organized files for easy retrieval of information when requested.
- Ordered office supplies to purchase items and maintain appropriate levels for the office.
- Ordered supplies and materials required for upcoming jobs based on project specifications with vendors.
- Provided guidance and direction to crew members regarding job tasks, safety protocols, and proper use of tools and materials.
- Defined and monitored personnel and project schedules to ensure on-time project completion.
Education
High School Diploma -
Edinburg North High School
3101 N. Blvd, Edinburg, TX 7854105-1992
Some College (No Degree) - Business Administration
University of Texas Pan American
1201 W. University Dr. Edinburg, TX 78539Skills
- Customer service-oriented
- Travel administrator
- Confidentiality document handling
- Project planning
- Spreadsheet tracking
- Team collaboration
- Management support
- Strong problem solver
- Scheduling and calendar management
- Business project coordinator
- Business administration
- Inventory management
- Record keeping
- Scheduling meetings
- Communication skills
- Office administration
- Task prioritization
- Time management
Timeline
Administrative Assistant IV
HHSC Regional Administrative Services
11.2021 - Current
Supply Specialist
HHSC Regional Administrative Services
03.2021 - 11.2021
Lead Program Manager Administrative Assistant II
HHSC Access and Eligibility Services
02.2011 - 03.2021
Field Service Technician
Hidalgo County Election Department
09.2006 - 12.2010
Assistant Deputy Clerk
Hidalgo County District Clerks Office
08.2002 - 03.2006
Deputy Clerk/County Clerks Administrative Asst.
Hidalgo County Clerks Office
08.2000 - 08.2002
Management Assistant
Superior Remodeling
02.1998 - 08.2015
Clerk
Hidalgo County Community Service Agency
11.1997 - 08.2000
Receptionist/Secretary
Hidalgo County Adult Probation
12.1994 - 11.1997
Secretary
Montemayor Septic Tanks and Paving
08.1991 - 12.1994
High School Diploma -
Edinburg North High School
Some College (No Degree) - Business Administration
University of Texas Pan American
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