Jeanelle Duran
Medanales,New Mexic
Summary
To obtain a position in a professional office environment where my skills and knowledge are valued and can benefit the organization. Looking for a financial role to improve financial and business operations.
Overview
28
28
years of professional experience
Work History
Financial Specialist (Auditor)
State Government – New Mexico Petroleum Storage Tank Bureau
12.2022 - Current
- Auditing and processing State Lead and Responsible Party Site workplans
- Auditing reimbursement claims for payment for eligible remediation work
- Record keeping
- Processing invoices for payment
- Updating Corrective Action Fund database with claim and payment information
- Payment System Vouchers in SHARE
- Run corrective action fund (CAF) reports
- General Administrative Duties
- Processing Deliverable Acceptance, Rescind, RP Change Order, State Lead Time Extension, RP Time Extension, Tech Approval, Zero Out ROL letters
- Research pending claims with missing information and update missing information within five business days
- Ensure all data in the databases used for fiscal purposes are up to date and accurate
- Create payment authorization forms for completed audits
- Follow payment process procedures established internally
- SHARE Financial: Preparation of Financial Reports, Query’s, occasional requisitions, purchase orders and vouchers
- Assist in management of section contracts
- Work with Financial Manager to obtain budget and financial approval before completion of requisitions
- Track all Expenditures and Encumbrances
- Reconcile Expenditures, oversee daily deposits, Reconcile deposits
- Reconcile purchase orders
- Oversee contracts and related expenditures
- Process journal entries
- Monitor and track encumbrance and expenditure balances on contracts
- Coordinate with Project Managers to ensure deliverables are met, and process payment as required by term of Contract
- Communicate budget and expenditure discrepancies with Financial Manager
- Accounts payable
- Accounts receivable
- Un-matching vouchers in SHARE
- Assist managers with administrative tasks to ensure compliance with regulations and program consistency and efficiency
- Monitor federal grants
- Maintain pertinent information regarding accounts payable and utilize this information to update the Corrective4 Action Fund (CAF) database
- Mentoring peers
- Updating Corrective action fund payments daily
- Contact consultants to receive pertinent information needed to audit and process claims, disclosures, affirmation and invoices
- Goals to audit and process 20 claims per week
- Review financial reports for accuracy in the reconciliation of vouchers and purchase order
- Creation of excel spreadsheets for financial tracking and purposes
Financial Specialist
State of New Mexico Air Quality Bureau
12.2014 - 12.2022
- Prepare Purchase Requisitions/Purchase Orders
- Daily bank deposits- Ensure compliance with State Government Banking Regulations
- Reconcile daily deposits to General Ledger and Wells Fargo
- Audit and complete daily deposit for Environmental Division to ensure accurate entry into General Ledger
- Ensure daily deposit turn around is within 24 hours
- Work with Financial Manager to obtain budget and financial approval before completion of requisitions
- Preparation of Journal Entries and Journal Vouchers to correct expenditures
- Track all Expenditures and Encumbrances
- Reconcile Expenditures
- Reconcile Purchase Orders
- Reconcile Vehicle Logs
- Unmatching
- Monitor and track encumbrance and expenditure balances on contracts
- Coordinate with Project Managers to ensure deliverables are met, and process payment as required by term of Contract
- Review, analyze and track expenditures daily
- Run SHARE reports as needed for auditing and reconciling to the General Ledger
- Reconcile daily deposits
- Reconcile bureau vehicle fuel charges in accordance with Agency policy and procedures
- Assist with Capital Assets and Bureau inventory tracking as needed
- Assist with closeout of state fiscal year budgets
- Ensure revenue deposits are completed within 24 hours of receipt
- Accounts Receivable
- Accounts Payable
- Assist with staff training and development of RFP’s
- Maintain department fiscal excel spreadsheets
- Excel spreadsheet creation for financial tracking
- Travel document creation and support (Coordinate travel arrangements)
- Communicate budget and expenditure discrepancies with Financial Manager
- Assist with closeout of state fiscal year and budgets
- Actively participate with NMED’s Financial user group meetings
- Audit invoices against packing slips to ensure items billed are listed as received
- Warrant Reconciliations
- Assist with Special Revenue fee collection
- Employee travel creation (over $1500 memo creation)
- Reconcile and verify travel vouchers entered by ASD are complete and accurate
- Un matching of vouchers in SHARE data base
- Knowledge in running SHARE Financial queries to produce financial reports
- Audit all permits received and ensure proper documentation is received before entering Air Quality Permits into database for invoicing process
- Monitor payment vouchers to review and ensure payments are paid timely
- Compile expenditure information and assist with preparation of mid-year review
- Monitor accounts payable to ensure payment has been issued to vendors
- Assure compliance with State procurement Policy and Procedures
- Knowledge of Model of Accounting Practices
- Knowledge of where to locate answers to financial questions through Department of Finance Resources
- Preparation of meeting minutes, process incoming and outgoing mail.
- Maintain the TEMPO data system Agency Interest Records to be as accurate and complete as possible (Data Steward)
- Annual preparation of Bureau Invoicing and processing payments
- Bureau Bank deposit preparation
- Auditing and processing W-9 request for external entities and newly hired employees
- Oversee contracts and related expenditures
- Journal entry and journal vouchers
- Prepare and track purchase documents (Purchasing)
- Monitor and track office supplies
- Maintain necessary records to track status of fiscal work
- Administrative support experience in a government and corporate setting
- Operation of Shared Calendar
- Schedule and coordinate meetings
- Knowledge of agency policies and procedures
- Knowledge of the principles of organization
- Contribute to all team efforts
- Mentored entry level employees
- Meet stringent and demanding deadlines daily
- Assure timely turnaround of assignments
- Organizing events for department
- Served on the Fire Evacuation Committee
- Served on Employee Recognition Committee
- Daily data entry into TEMPO database for accuracy of fiscal keeping
Administrative Assistant
NMED/Air Quality Bureau
12.2004 - 02.2014
- Coordinated office operations to enhance workflow efficiency and support team productivity.
- Managed scheduling and calendar appointments to optimize executive time management.
- Developed and maintained filing systems for easy retrieval of documents and information.
- Assisted in preparation of reports, presentations, and correspondence for internal and external stakeholders.
- Purchase Requisitions
- Purchase Order Creation
- Daily Bank Deposit, Audit and complete daily deposit for Environmental division to ensure accurate entry into General Ledger
- Assist with special revenue fee collection (annually)
- Ensure daily deposit turn around is within 24 hours of being received
- Quality assurance of all air quality permits received daily
- Accounts Payable
- Accounts Receivable
- Reconcile purchase orders
- Travel document creation and support
- Backup to all Financial Staff during their absence
- Reconcile payment vouchers
- Reconcile vehicle maintenance logs
- Warrant reconciliations
- Delivered excellent customer service through prompt responses to client inquiries, addressing concerns effectively
- Ensured accurate record keeping
- Assist with staff training
- Monitoring of capital assets
- Develop and deploy Air Quality Bureau annual invoices
- Entry into Tempo data base of all incoming permits
- Streamlined supply ordering processes to ensure adequate inventory while minimizing costs·
- Promoted positive work environment through effective communication skills
- Improved document organization
- Organized office events
- Collaborated on special projects as assigned by management
- Managed expense reports for office supplies
- Promoted positive work environment
- Answer all incoming phone calls and route to appropriate departments
- Improved document processing by introducing innovative ideas to work processes
- Streamlined office operations
- Monitor and track office supplies
- Conduct meetings and prepare minutes
- Perform error free and efficient administrative support to bureau of 86 employees
- Cross trained with financial staff daily on financial duties
- Cross trained with financial staff on Journal Entries
Assistant Day Services Coordinator
Santa Maria El Mirador
05.1997 - 12.2004
- Ensure delivery of all administrative, personnel and programmatic issues within day services. Jointly responsible for all operations of team. Assure provision of timely documentation. Ensure efficient operation of department.
- Supervise daily bank deposits to ensure accuracy and timely entry in accordance with regulation and policy
- Plan, develop, organize schedules, and implement activities for Day-Habilitation program.
- Interview, orient, schedule and assign specific duties to team members. Direct Supervision of 7 employees and indirect supervision of 12 employees.
- Revise schedules and ensure adequate coverage
- Manage leave balances, schedule changes and vacations.
- Prepare reports and documentation for Human Resources
- Establish and maintain working relationships with local businesses and community sites
- Attend training, assist with training and advise staff with requirements
- Perform onsite audits and reviews to monitor delivery of identified services for quality and accountability
- Maintain program effectiveness. Communicate information, problems to be addressed. Provide information and ideas for resolutions and recommend options or courses of action.
- Assist with submission of budget requests
- Procurement through purchase documents for client and office supply needs
- Contribute to all team audits
- Audit client bank accounts daily to ensure client needs are being met
- Monitor expenditures
- Custodian of Day-Habilitation account
- Balance and maintain client checking accounts
- Bank deposits
- Assist in identification and justification (through assessment) health care needs for clients.
- Locate and obtain competitive employment for clients
- Document and record services are rendered to clients accurately and route to appropriate departments for payment.
- Record and route accurate information for justification of services and quality assurance.
- Handle and resolve routine facilities issues
- Establish, maintain and update files, databases, records and or documents
- Prepare Invoices for payment
- Mentored entry level employees
- Maintain all confidentiality of all privileged information
- Contribute to all team efforts
- Serves as the point of contact for all client needs
- Ensure compliance with legal, safety and environmental regulations for all clients and staff
- Meet project and audit deadlines (Quarterly and Annually)
- Audit staff daily and monthly documentation to ensure all required services clients are entitled to are satisfactory being met by state standards
- Analyzed program outcomes to identify areas for improvement
- Oversaw budget management for events
- Managed project timelines to ensure delivery of goods and services
- Boosted team morale and productivity by organizing team building activities
- Completed bi-weekly payroll timesheets for 6 employees
- Ongoing reviews of program financial systems to assess cost control measures
Education
High School -
Espanola Valley High School
Espanola, New Mexico05.1992
Northern New Mexico Community College
Espanola, New Mexico05.1994
Skills
- Ability to ensure delivery of all administrative, personnel and programmatic issues timely while maintaining confidentiality and professionalism
- Ability to accurately maintain a database
- Strong Organizational Skills
- Working knowledge of spreadsheets
- Proficient in all Microsoft applications including Microsoft Excel, Word, Power-Point, Photo-shop, Internet Explorer, Google Search and Publisher
- Ability to accurately and proficiently prepare reports
- Purchasing, General Ledger
- Reconciling, Encumbering and Vouchering Fiscal Funds
- Prepare and route minutes and reports accordingly
- TEMPO - Data System – (Data Steward of Data Base) Gather data, compile information and enter information from permitting applications timely and accurately
- Permit Auditor
- ORACLE - Data System
- SHARE - Financial Management System
- Ability to adhere to State and Federal Regulations and Policies
- Ability to multi-task, work independently, organize and prioritize work and use good judgment in problem solving
- Ability to communicate effectively, both verbally and in writing
- Team Player – Willingness to always contribute to team efforts
- Creative with innovative ideas
- English/Spanish Speaking
- Ability to use good judgment in problem solving
- Knowledge of modern office practices and procedures
- Ability to work in a diverse setting and represent the organization in a professional manner
- Respectful, kind, creative, and approachable
- Ability to learn quickly and carry out instructions
- Driver Safety Course
- Knowledge of business English, proper spelling, grammar, and punctuation
- Excellent knowledge of customer service practices and techniques
- Knowledge of quality assurance standards
- CPR/ First Aid
- Ability to meet stringent and demanding deadlines daily
- Ability to solve problems
- Ability to use good judgment, analyze and solve problems
- Ability to carry out instruction timely and efficiently
- Record Management
- Knowledge of state procurement process
- Plan and direct projects
Languages
Spanish
Professional Working
English
Full Professional
Timeline
Financial Specialist (Auditor)
State Government – New Mexico Petroleum Storage Tank Bureau
12.2022 - Current
Financial Specialist
State of New Mexico Air Quality Bureau
12.2014 - 12.2022
Administrative Assistant
NMED/Air Quality Bureau
12.2004 - 02.2014
Assistant Day Services Coordinator
Santa Maria El Mirador
05.1997 - 12.2004
High School -
Espanola Valley High School
Northern New Mexico Community College
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