Gabriela Juarez
Los Angeles,CA
Summary
Professional Secretary with over twenty years of experience managing daily administrative support tasks and operations in Human Resources, General Administrative, the Legal industry. Well-organized, quick learner committed to delivering high-quality results. Adaptable and versatile worker providing excellent customer service within dynamic environments.
Overview
22
22
years of professional experience
Work History
Secretary
Frank D. Lanterman Regional Center
05.2015 - Current
- Keep a detail tracking system of all incoming and outgoing case transfers within and out of the unit, including all case transfers to and from other Regional Centers
- Maintain cases in the client master file: Transfer In, Reactivation, Inactivation, Closed, etc
- Provide accurate monthly case statistical reports
- Provide detail tracking information for all outgoing Individual Program Plans to the Executive Office
- Prepare letters to client and families regarding any changes in case management
- Participated in team projects, demonstrating an ability to work collaboratively and effectively.
- Demonstrated a high level of initiative and creativity while tackling difficult tasks.
- Identified issues, analyzed information and provided solutions to problems.
- Assisted coworkers and staff members with special tasks on daily basis.
- Promoted a positive image of the organization through clear communication both internally with colleagues and externally with clients.
- Created detailed reports summarizing critical data points such as budgets or performance metrics for easy review by upper management.
- Continually sought methods for improving daily operations, communications with clients, recordkeeping, and data entry for increased efficiency.
- Composed inter-office correspondence and provided product and service information to customers.
- Increased office participation in special events by creating newsletter with detailed calendars and other office updates.
- Maintained electronic filing systems and categorized documents.
- Passionate about learning and committed to continual improvement.
Billing & Personnel Administrator
CITY Community Services
08.2005 - 05.2015
- Accountable for collecting timecards, include a variety of deductions, increases and payroll changes into a periodic payroll system
- Performed orientation for all new employees, providing an in-depth introduction to the policies and procedures
- Organized and performed various training for new or current employees
- Responsible for the development of any promotional material which consisted of brochures, pamphlets and promotional booklets
- Developed and implemented onboarding and orientation programs for new employees.
- Assisted with writing job postings and job descriptions for boards.
- Established policies and procedures that promoted a safe working environment free from discrimination or harassment issues.
- Served as a liaison between management and staff to address concerns or questions regarding company policies or procedures.
- Administered employee benefits programs and assisted with open enrollment.
- Administered competitive compensation packages, promoting employee satisfaction and loyalty.
- Coordinated implementation of people-related services, policies and programs through departmental staff.
- Improved office efficiency by effectively managing internal communications and correspondence.
- Managed payroll processing, ensuring timely disbursement of salaries and accurate recordkeeping.
- Developed disaster and recovery strategy to prepare company for hazardous weather conditions, nuclear accidents and terrorist attacks.
- Oversaw electronic processing to deliver appropriate paychecks and benefits to employees.
- Ensured legal compliance in all HR matters, mitigating potential risks to the organization.
- Created and delivered HR training sessions to staff, managers and executives.
- Facilitated conflict resolution between team members, maintaining a harmonious work environment.
- Collected and analyzed information to monitor compliance outcomes and identify and address trends of non-compliant behavior.
- Pre-screened resumes prior to sending to corporate hiring managers for consideration.
- Completed human resource operational requirements by scheduling and assigning employees.
- Learned and adapted quickly to new technology and software applications.
- Gained extensive knowledge in data entry, analysis and reporting.
- Demonstrated respect, friendliness and willingness to help wherever needed.
- Organized and detail-oriented with a strong work ethic.
- Self-motivated, with a strong sense of personal responsibility.
Jr. Legal Secretary
Haney, Buchanan And Paterson, LLP
06.2003 - 08.2005
- Created and tracked all expenses and client code accounts
- Composed and revised legal documents, including letters, depositions, and court documents
- Acted as a liaison between the senior legal staff, clients and vendors.
- Assisted with onboarding new clients and securing paperwork completion.
- Maintained confidentiality of information regarding clients and company.
- Researched and identified legal precedents and statutes.
- Produced and filed various legal documents and electronically preserved updated case record system.
- Facilitated smooth daily operations within the firm by maintaining a clean working environment that was conducive to collaboration among team members.
- Created and printed legal documents for attorneys to review.
- Worked with outside vendors to coordinate purchasing of supplies and maintenance of office complex.
- Created, indexed, and maintained client binders.
- Organized files for court proceedings.
- Screened telephone calls and forwarded to appropriate departments.
- Maintained attorney calendars through efficient scheduling of appointments and deadlines related to cases or transactions.
- Transcribed legal documents and phone conversations.
- Researched and booked reasonably-priced and comfortable airfare, hotels and ground transportation for senior leadership.
- Coordinated schedules of multiple attorneys for meetings, court appearances, and depositions, optimizing time management.
- Received and placed telephone calls to clients and prospective clients.
- Enhanced client satisfaction by efficiently managing and organizing legal documents and correspondence.
- Arranged for delivery of legal correspondence to clients, witnesses, and court officials.
Receptionist
Haney, Buchanan, & Patterson, LLP
02.2002 - 06.2003
- Operated multi-line telephone system to answer and direct high volume of calls.
- Provided clerical support to company employees by copying, faxing, and filing documents.
- Restocked supplies and submitted purchase orders to maintain stock levels.
- Helped maintain office security by monitoring visitor access and issuing badges as needed.
- Assisted internal staff with clerical and administrative needs to maximize efficiency and team productivity.
- Sorted, received, and distributed mail correspondence between departments and personnel.
- Kept reception area clean and neat to give visitors positive first impression.
- Welcomed customers with friendly greeting, answered general questions, gathered nature of visit and directed to specific offices.
- Maintained visitor log for entering and leaving facility for security purposes.
Education
AA in Accounting -
Los Angeles City College
02.2024
Legal Secretary Certification Program -
UCLA Extension
07.2002
Glendale Community College
12.2001
Hollywood High School
06.1998
Skills
- Workflow Planning
- Accounting Support
- Payroll and budgeting
- Scheduling and calendar management
- Invoice Processing
- Inventory Systems
- Administrative Support
- Organization
- File Management
- Administering payroll
- Multi-Line Telephone Systems
- Records Management Systems
Languages
Spanish
Native or Bilingual
Timeline
Secretary
Frank D. Lanterman Regional Center
05.2015 - Current
Billing & Personnel Administrator
CITY Community Services
08.2005 - 05.2015
Jr. Legal Secretary
Haney, Buchanan And Paterson, LLP
06.2003 - 08.2005
Receptionist
Haney, Buchanan, & Patterson, LLP
02.2002 - 06.2003
AA in Accounting -
Los Angeles City College
Legal Secretary Certification Program -
UCLA Extension
Glendale Community College
Hollywood High School
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