Heather Coleates
West Bloomfield,New York
Summary
Detail-oriented Secretary with a proven ability to foster effective relationships with clients and colleagues. Committed to supporting administrative functions and enhancing team collaboration. Known for delivering friendly service and maintaining a positive work environment.
Overview
31
31
years of professional experience
Work History
Secretary I
Bloomfield Central School District
Bloomfield, NY
02.2025 - 01.2026
- Managed daily office operations in a fast-paced educational environment.
- Maintained secure and accurate student records and confidential information to uphold privacy standards.
- Coordinated effective communication among teachers, parents, and administration to facilitate collaboration.
- Scheduled appointments and meetings for school staff and administrators promptly.
- Processed incoming correspondence and routed it to appropriate personnel efficiently.
- Supported administrative tasks, including filing, data entry, and document preparation.
- Cultivated positive relationships with students, staff, and community members to foster a supportive educational environment.
- Maintained filing systems for confidential documents; organized files for easy retrieval of information when requested.
- Coordinated communications, taking calls, responding to emails and interfacing with clients.
- Performed data entry into computer systems; ensured accuracy of all entered information.
- Responded to customer inquiries via email or telephone in a polite and professional manner.
- Prepared documents such as memos, letters, reports, spreadsheets and presentations using Microsoft Office applications.
- Provided administrative support to the Office Manager and other staff members.
- Proofread documents before submission; corrected any errors found in grammar or punctuation.
- Ordered supplies as needed; tracked inventory levels and placed orders with vendors when necessary.
- Managed calendar reminders for upcoming deadlines or events associated with the office.
- Assisted with accounts receivable and accounts payable functions.
- Scheduled meetings and sent invitations specifying time and location.
- Organized and maintained executive calendars, including scheduling meetings, travel arrangements and conference calls.
- Ensured timely delivery of mail and parcels to appropriate recipients.
- Reviewed billing statements for accuracy prior to submitting them for payment processing.
- Anticipated leadership needs by preparing or gathering records, reports and correspondence.
- Managed multiple calendars and contacts using computer software.
- Created and updated spreadsheets to track and report data.
- Coordinated meeting logistics such as room reservations and catering services.
- Handled confidential documents with discretion.
Senior Clerk
Children w/Special Needs Office, Ontario County Public Health
Canandaigua, NY
08.2018 - 01.2025
- Utilized computer skills to enhance productivity and efficiency in tasks.
- Communicate with a variety of vendors, school districts and other state operated programs
- Develop and maintain detailed records and transportation contracts for individuals with specialized needs
- Process requisitions, purchase orders and accounts payable
- Pivotal role in communicating with the general public during the Global Pandemic, working in public health
- Development of customer service skills, conflict management and empathy for the general public during an unchartered and unknown public health emergency
- Represented Epilepsy Foundation at community events to raise awareness and support.
- Journalist for a weekly published magazine for Canandaigua Racetrack and Speedway
- Processed and maintained client records for children with special needs.
- Coordinated appointments and services for families in need.
- Assisted with data entry into health management systems.
- Interfaced with staff and external agencies to address client needs.
- Organized documentation to ensure compliance with health regulations and policies.
- Trained new clerical staff on office procedures and best practices.
- Maintained inventory records and tracked shipments for all incoming materials and supplies.
- Completed daily clerical tasks to support smooth operations.
- Performed data entry into internal database systems ensuring accuracy of information entered.
- Restocked office supplies and placed orders for new items.
- Streamlined workflow processes across multiple departments by developing efficient procedures.
- Ensured compliance with established policies, procedures and regulations.
- Adhered to strict confidentiality guidelines regarding sensitive information.
- Reviewed contracts for accuracy before submitting them for approval.
- Responded promptly to emails from both internal staff members and external customers seeking assistance.
- Provided administrative support to senior staff members by completing assigned tasks in a timely manner.
- Managed daily operations of the office, including filing and organizing documents, answering phones, and responding to customer inquiries.
- Generated purchase orders for supplies and equipment based on department requests.
- Reviewed contracts prior to execution to ensure compliance with organizational policies and regulations.
- Performed data entry and recordkeeping tasks to track company correspondence and updates.
- Communicated with customers and employees to answer questions or explain information.
- Supported office clerical functions using word processing and other software, email and office machines.
- Delivered high-quality customer service through deep commitment to knowledge and performance.
- Received and distributed incoming mail, messages and packages to appropriate individuals.
- Followed confidentiality rules to preserve data quality and reduce potential information compromise.
- Completed and mailed contracts, invoices or checks.
- Operated photocopiers and scanners, facsimile machines and personal computers.
- Identified issues and utilized emotional intelligence and diplomatic communication to defuse.
- Troubleshot office equipment, computer hardware and software issues.
- Maintained and updated filing, inventory and database systems, manually or using computer.
- Typed, formatted and edited correspondence and other documents.
- Prepared meeting agendas, attended meetings and recorded and transcribed minutes.
Cosmetologist
Various Salons throughout NY State, as well as FL
06.1995 - 07.2018
Education
Computer Science Classes/Business Management
Finger Lakes Community College
Canandaigua, NY01.2004
Regents Diploma -
Canandaigua Academy
Canandaigua, NY06.1995
Skills
- Microsoft Office proficiency
- Report generation
- Finance software expertise
- Financial management
- Contract management
- Electronic contracting tools
- Insurance knowledge
- Health commerce systems
- NYEIS expertise
- Software maintenance
- Team collaboration
- Education department communication
- Independence
- Positive outlook
- Interpersonal skills
- Professionalism
References
Available Upon Request
Timeline
Secretary I
Bloomfield Central School District
02.2025 - 01.2026
Senior Clerk
Children w/Special Needs Office, Ontario County Public Health
08.2018 - 01.2025
Cosmetologist
Various Salons throughout NY State, as well as FL
06.1995 - 07.2018
Computer Science Classes/Business Management
Finger Lakes Community College
Regents Diploma -
Canandaigua Academy