Summary
Overview
Work History
Education
Skills
References
Certification
Languages
Work Availability
Work Preference
Timeline
Generic
Grace Maddaloni

Grace Maddaloni

Edison,NJ

Summary

Experienced Payroll Administrator proficient in all aspects of payroll processing, including employee paychecks, direct deposits, taxes, deductions, and garnishments. Possesses a comprehensive understanding of applicable laws and regulations governing payroll and employee benefits. Skilled in clear and effective communication with employees, addressing inquiries, and resolving payroll-related issues. Recognized for organizational skills and dependability, adeptly managing multiple priorities with a positive attitude. Demonstrates a proactive approach by willingly taking on additional responsibilities to achieve team goals.

Overview

30
30
years of professional experience
1
1
Certification

Work History

Virtual Payroll/Plan Administrator/Full Charge Bookkeeper

Equivity, Inc.
03.2017 - Current
  • All bookkeeping duties, including Accounting via QuickBooks; Client invoices, Bank reconciliation, P&Ls, etc
  • Multistate Payroll for over 100 virtual assistants
  • Register for and pay all state payroll taxes (36-38 states)
  • Responsible for 2 semi-monthly payrolls processing and transmittal
  • Generate, review, and audit payroll files for accuracy prior to processing
  • Calculate payable hours, commissions, bonuses, taxes, and deductions
  • Process new employees, promotions, personnel changes, and terminations
  • Process wage garnishment orders per mandated rules and regulations
  • Responsible for employee PTO accrual tracking and reporting
  • Respond to and resolve all payroll inquiries and make resultant changes
  • Responsible for W-2 distribution
  • Subject matter expert on the Portal, the internal system where employee hours are billed, and clients’ plans are updated
  • Reviews and resolves Time and Attendance discrepancies through contact with managers/employees
  • Reviews PTO, Garnishments, Retro Pay, Tax items and Child Support
  • Oversees and ensures timecards are completed and finalized to meet required semi-monthly payroll deadlines
  • Provides customer service to employees and managers regarding questions about timecards and hours worked
  • Monitors and ensures that paid time off accruals are working properly in the Time and Attendance system
  • Training for new employees on internal timekeeping systems
  • Perform all back-end duties on the Company portal which houses all client information and employee information
  • Responsible for billing clients and ensuring proper distribution of hours purchased.

Full Charge Bookkeeper/Administrative Assistant

A Pepe Contracting, LLC
03.2017 - 09.2020
  • Accounting via QuickBooks; Client invoices, Bank reconciliation, P&Ls, etc
  • Process employee weekly payroll
  • Formulate, prepare, and issue bills, invoices, and account and financial statements with efficiency to ensure timely delivery
  • Perform bank and account reconciliations
  • Communicate with subcontractors
  • Match order forms with invoices and record the necessary information
  • Comply with federal, state, and company policies, procedures, and regulations
  • Access computerized financial information to answer general questions as well as those related to specific accounts
  • Perform general office duties such as filing, answering telephones, and handling routine correspondence.

Virtual Bookkeeper/Virtual Assistant

Beyond Your Books
12.2018 - 05.2019
  • Work with numerous clients performing varied tasks, including: All bookkeeping duties
  • Accounting via QuickBooks; Client invoices, Bank reconciliation, P&Ls, etc
  • Responding to emails
  • Scheduling/Calendaring
  • Assisting in startup businesses, registering with states, taxes, setting up accounting.

Full Charge Bookkeeper

BMR Automotive
10.2016 - 09.2018
  • Accounting via QuickBooks; Client invoices, Bank reconciliation, P&Ls, etc
  • Process employee weekly payroll
  • Formulate, prepare, and issue bills, invoices, and account and financial statements with efficiency to ensure timely delivery
  • Perform bank and account reconciliations
  • Check figures, postings, and documents for correct entry, mathematical accuracy, and proper codes
  • Match order forms with invoices and record the necessary information
  • Comply with federal, state, and company policies, procedures, and regulations
  • Access computerized financial information to answer general questions as well as those related to specific accounts
  • Perform financial calculations such as amounts due, interest charges, balances, discounts, equity, and principal
  • Perform general office duties such as filing, answering telephones, and handling routine correspondence.

Full Charge Bookkeeper/Office Manager

Mesler’s Service Station
04.2016 - 10.2016
  • Accounting via QuickBooks; Client invoices, Bank reconciliation, P&Ls, etc
  • Process employee weekly payroll
  • Formulate, prepare, and issue bills, invoices, and account and financial statements with efficiency to ensure timely delivery
  • Perform bank and account reconciliations
  • Check figures, postings, and documents for correct entry, mathematical accuracy, and proper codes
  • Match order forms with invoices and record the necessary information
  • Comply with federal, state, and company policies, procedures, and regulations
  • Access computerized financial information to answer general questions as well as those related to specific accounts
  • Perform financial calculations such as amounts due, interest charges, balances, discounts, equity, and principal
  • Perform general office duties such as filing, answering telephones, and handling routine correspondence.

Technical Assistant/Board Secretary

Borough of Morris Plains
09.2015 - 03.2016
  • Review applications for construction permits to ensure all necessary information and documents are included and request additional information as instructed or directed by the appropriate Sub-Code or Construction official
  • Issue construction permits after approval and authorization have been granted by the appropriate Sub-Code official
  • Aid the general public by providing information of a technical nature concerning the requirements and standards relating to the Uniform Construction Code
  • Calculate routine fees, collect fees and penalties as directed by Sub-Code and/or Construction Official and issue receipts
  • Determine and request prior approvals and plan review in accordance with the Uniform Construction Code
  • Determine the type of certificate required at job conclusion
  • Review inspection logs for overdue inspections and take appropriate action for non-compliance according to Uniform Construction Code regulations
  • Gather information and data to answer inquiries and to prepare reports
  • Maintain inspection logs for all subcodes
  • Monitor plan review deadlines
  • Prepare reports, narratives, and correspondence
  • Maintain records and files
  • Provide support and technical assistance to staff
  • Handle all aspects of Planning and Zoning Board Applications, tape and record all minutes, resolutions for the board
  • Assist applicants with processing prior approvals, and permit processing
  • Assistant to the Construction Official and Zoning Officer.

Administrative Assistant/Associate Analyst

Virtual Regulatory Solutions
08.2013 - 02.2016
  • Accounting via QuickBooks; Client invoices, Bank reconciliation, Employee Timesheet Utilization Reports, P&Ls, etc
  • Payroll
  • Assist high level executives with email, calendars, meetings, travel
  • Perform advanced, diverse and confidential general administrative functions for senior management
  • Handle and process information of a highly confidential and critical nature and ensure information remains confidential
  • Coordinate, schedule and maintain calendar of appointments, meetings and off-site functions, travel itineraries, and coordinate related arrangements
  • Establish agendas
  • Review, QC, publish all documents for FDA approval
  • Electronically prepare documentation that is complete, accurate, on time, and electronically functional
  • Publish dossiers for global registrations, INDs, eCTDs, NDAs, BLAs, supplements and amendments under limited supervision
  • Archive regulatory submissions in accordance with company standards.

Senior Executive Assistant/Office Manager

Computer Sciences Corporation
07.2011 - 08.2013
  • Assist high level executives with email, calendars, meetings, travel
  • Provide direct support to 100 on-site staff and 30-40 off-site staff
  • Perform advanced, diverse and confidential general administrative functions for senior management
  • Prepare correspondence, reports, manuals, and agendas by obtaining, assembling, and analyzing complex information and data from a wide variety of sources
  • Compose and initiate, as necessary, routine correspondence and memoranda
  • Interface with internal and external personnel as front-line representative of department to ensure accurate and amiable dissemination of appropriate information
  • Update PulsePoint, the Sales Software Database; as well as run reports and insure accuracy
  • Handle and process information of a highly confidential and critical nature and ensure information remains confidential
  • Screen incoming telephone calls and visitors; research more complex inquiries and respond or escalate inquiry as appropriate
  • Coordinate, schedule and maintain calendar of appointments, meetings and off-site functions, travel itineraries, and coordinate related arrangements
  • Establish agendas
  • Prepare presentation materials to assist senior management in meetings and discussions; schedule and coordinate meetings
  • Prepare and distribute meeting minutes
  • Conduct special projects as needed such as gathering, analyzing and preparing annual budget materials and reports, and various preparations for Board and senior management meetings
  • Maintain and organize office operations and procedures such as information management, filing system, requisition of supplies and other administrative services
  • Submit personnel actions
  • Assist in new hires and staffing
  • Provide administrative support to senior managers, including managing schedules
  • Provide leadership and work guidance to less experienced personnel
  • Research corporate policy and interpret and communicate upper management's intent to lower-level management and other related personnel
  • May oversee the destruction and disposal of confidential information in adherence to federal, legal and company guidelines.

Operations Senior Executive Assistant

Vendor Financial Services, Inc.
10.2007 - 06.2011
  • Support senior management and business operations with administrative and customer service efforts
  • Arrange conferences, meetings, conference calls, and travel arrangements
  • Schedule appointments for President and Vice-Presidents for Conferences, Bank meetings
  • Transcribe correspondence and manage all documentation relating to Sales and Leases
  • Oversee all aspects of general office coordination
  • Maintain office calendar to coordinate workflow and meetings
  • Interact with clients, vendors and visitors
  • Answer telephones and transfer to appropriate staff members
  • Open, sort and distribute incoming correspondence, including faxes and emails
  • Sign for and distribute UPS/FedEx or similarly delivered packages
  • Perform general clerical duties to include, but not limited to, bookkeeping, copying, faxing, mailing and filing
  • File and retrieve organizational documents, records and reports
  • Coordinate and maintain records for staff, office space, telephones, parking, company debit cards and office keys
  • Create and modify documents such as invoices, reports, memos, letters and financial statements
  • Compile, transcribe and distribute minutes of meetings
  • Collect and maintain inventory of office equipment and supplies
  • Serve as liaison between general staff, Human Resources, and General Manager
  • Maximized efficiency by relaying issues and requests from staff to HR or General Manager for resolution
  • Increased departmental efficiency by improving procedures and general organization of programs
  • Support team of 4 sales managers, performing mass mailings, preparing reports and correspondence, and carrying out general administrative functions
  • Develop formal lease proposals and oversee preparation of all lease documentation
  • Developed customer assessment questionnaire to identify company’s strengths and weaknesses, enabling company to better tailor processes and meet customer needs
  • Accounts Receivables.

Openings Account Manager

Realogy Corporation
12.2002 - 10.2007
  • Coordination from application through opening process of all new sales deals and franchise agreements/addenda for the Southeast region, encompassing a territory of 4 states
  • Plan/Coordinate Brand Events, Meetings
  • Review documentation to ensure all necessary paperwork is received (Insurances, Broker’s License, Articles of Incorporation, Fictitious Trade Name Certificate)
  • Handle the training of new Openings Account Managers & created/update Department Manual
  • Maintain detailed records of all correspondence
  • Interact with numerous departments in each REFG brand, to find answers to brokers’ questions
  • Provide quality customer service via phone and email, ensuring brokers experience a smooth transition
  • Contact new franchisees bi-weekly to ensure they are meeting open criteria and assist with any challenges they are facing
  • Coordinate the scheduling of CREST EDG training with the franchisee
  • Review building and yard sign specifications to determine if they are in compliance with brands standards
  • Created a matrix department for Real Estate Franchise Openings
  • Provide senior management weekly report summarizing new and future projections of franchise openings and budget analysis
  • Responsible for achieving the brand’s franchise openings budget through the administering of new offices, mergers and ownership assignments
  • Discuss opportunities and get new Franchisees ready to open their doors
  • Work closely with Legal, Finance, Accounts Receivable, and Franchise Administration
  • Work directly with the Franchise Sales Director, Regional Vice President and applicant to ensure the accuracy of submitted documents
  • Generate Addendums to Franchise Agreements and all ancillary documents required to complete the deal
  • Responsible for update in house software programs
  • Confirm Accounts Receivable balances (if applicable)
  • Asset Management - Keep track of the number of offices opened and the money they will bring in
  • Execution of all new franchised office agreements
  • Review all corporate credit scores and financial statements for unaffiliated applicants
  • Participate in all departmental training programs including proprietary systems, shadowing programs, cross training, and various work with members of the Franchise Administration and Compliance groups as well joint deals
  • Proper filing of paperwork into Internet filing system
  • Web site Coordinator
  • Review web sites for compliance of CENTURY 21, ERA and Coldwell Banker rules
  • Enter office information into CREST database and other Access databases (Franchisees renewals, assignments, new offices, openings and helped solve any problems with the CREST database)
  • Answered offices’ questions about their web sites
  • Database Coordinator
  • Review web sites for compliance of CENTURY 21, ERA and Coldwell Banker rules
  • Enter office information into CREST database and other Access databases
  • Created matrix function for web site approval for all three Cendant Real Estate brands
  • Answered offices’ questions about their web sites, screen names, and Areas Served/800-4HOUSES
  • Took care of 800-4HOUSES, the CENTURY 21 programs for distributing consumer calls and listing Areas Served on www.century21.com
  • Conducted new office orientation on all technology initiatives for the Orientation Department
  • Updated the CENTURY 21 International Directory through Access and Adobe Acrobat
  • Prior to CREST EDG, did extensive data entry of information that appeared on www.century21.com, the international directory of offices and 21 Online.

Executive Assistant

Tobar Construction
01.1997 - 01.1998
  • Helped office manager with accounting practices, paying invoices
  • Answered phone for President and Vice President
  • Took orders for supplies
  • Scheduled Meetings/Events
  • Prepared communications for Internal and External use.

Executive Assistant

Voltronics Corporation
01.1995 - 01.1997
  • Reconciled general ledger
  • Helped Office Manager with accounting projects
  • Helped Purchasing Manager
  • Scheduled Meetings/Events
  • Prepared communications for Internal and External use
  • Prepared PowerPoint presentations, Excel Spreadsheets, Letters, Memos, etc
  • Answered phones
  • Mailings of company catalogs
  • Organized office, filing invoices and paperwork.

Education

Associates Degree in Accounting -

County College of Morris

Bachelor’s Degree in Business Management with Honors -

College of Saint Elizabeth

Skills

  • Internet research and browsing - expert user
  • Microsoft Word and Outlook - expert user
  • Microsoft Excel and PowerPoint - expert user
  • CREST, Vista, Oracle, IFMS - expert user
  • Photoshop 6 - basic user
  • QuickBooks - expert user
  • Bilingual: Italian & English
  • Employee Relations
  • Benefits Administration
  • Willing to Learn
  • Teamwork and Collaboration
  • Customer Service
  • Problem-Solving
  • Time Management
  • Attention to Detail
  • Problem-solving abilities
  • Multitasking
  • Multitasking Abilities
  • Reliability
  • Excellent Communication
  • Organizational Skills
  • Team Collaboration
  • Active Listening
  • Effective Communication
  • Adaptability and Flexibility
  • Decision-Making
  • Planning and coordination
  • Prioritizing and Planning
  • Customer relationship development
  • Cash handling expertise
  • Proactive and Focused
  • Task Prioritization
  • Financial analysis and reporting
  • Self Motivation
  • Interpersonal Skills
  • Client Relationship Management
  • Professionalism
  • Staff Management
  • Interpersonal Communication
  • Staff Training
  • Cash Flow Management
  • Time management abilities
  • Continuous Improvement
  • Adaptability
  • Written Communication
  • Quality Assurance
  • Accounting management
  • Process Implementation
  • Workflow Coordination
  • Data Analysis
  • Financial Reporting
  • Professional Demeanor
  • Internal Controls and Reporting Systems
  • Budget Planning
  • Proficient in Microsoft Office, QuickBooks, Google, Workday, ADP, PeopleSoft, Paycor, Gusto, Paychex, Paylocity, Windows and Mac OS
  • Human resources knowledge
  • Word Processing
  • Financial Management
  • Employee Training Oversight
  • Budget Forecasting
  • Collections Actions
  • Typing and 10-Key Entry
  • Financial Administration
  • Financial Information Systems
  • Data trending
  • Compliance Assessment
  • CRM Tracking
  • Financial Resource Management
  • Adaptable to market fluctuations
  • Reporting familiarity

References

Furnished Upon Request

Certification

  • QuickBooks Proadvisor Certificate

Languages

English
Native or Bilingual
Italian
Native or Bilingual

Work Availability

monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
swipe to browse

Work Preference

Work Type

Full TimePart Time

Work Location

Remote

Important To Me

Work-life balanceWork from home option

Timeline

Virtual Bookkeeper/Virtual Assistant

Beyond Your Books
12.2018 - 05.2019

Virtual Payroll/Plan Administrator/Full Charge Bookkeeper

Equivity, Inc.
03.2017 - Current

Full Charge Bookkeeper/Administrative Assistant

A Pepe Contracting, LLC
03.2017 - 09.2020

Full Charge Bookkeeper

BMR Automotive
10.2016 - 09.2018

Full Charge Bookkeeper/Office Manager

Mesler’s Service Station
04.2016 - 10.2016

Technical Assistant/Board Secretary

Borough of Morris Plains
09.2015 - 03.2016

Administrative Assistant/Associate Analyst

Virtual Regulatory Solutions
08.2013 - 02.2016

Senior Executive Assistant/Office Manager

Computer Sciences Corporation
07.2011 - 08.2013

Operations Senior Executive Assistant

Vendor Financial Services, Inc.
10.2007 - 06.2011

Openings Account Manager

Realogy Corporation
12.2002 - 10.2007

Executive Assistant

Tobar Construction
01.1997 - 01.1998

Executive Assistant

Voltronics Corporation
01.1995 - 01.1997

Associates Degree in Accounting -

County College of Morris

Bachelor’s Degree in Business Management with Honors -

College of Saint Elizabeth

Similar Profiles

CREATE PROFILE
Grace Maddaloni