Jillian Stutzman

Office Administrative Assistant

J&D Fertilizer

07.2021 - Current

Managed and responded to correspondence and inquiries from customers and vendors through email, telephone, or postal mail.
Confirmed and scheduled dock appointments, and updated company calendar.
maintained accurate customer and vendor master files, collected certificates of insurance, and other necessary operational documentation.
Reached out to vendors and customers to verify account information and follow up on customer issues.
Solved customer challenges by offering relevant products and services.
Engage with customers to build rapport and loyalty.
Maintained calm demeanor and professionally managed issues in busy, high-stress situations.
Managed complex problem-solving for upper management
Provided clerical support to the company by copying, faxing, and filing documents.
Created and maintained E-filing systems.
Sorted, received, and distributed mail correspondence between departments and personnel.
Completed physical inventory counts each month.
Monitored inventory to maintain sufficient supply levels to meet business, office, and customer needs.
Managed multiple tasks and met monthly, quarterly, semi-annual, and annual time-sensitive deadlines.
Processed W9s and 1099s and other year-end reports to remain in compliance with state and federal laws.
Tracked and submitted truck fleet on road mileage, off road mileage, and gas usage for monthly state Public Utility Commision (PUC) report.
Completed and submitted quarterly federal International Fuel Tax Agreement (IFTA) report.
Completed and submitted annual form 2290 federal highway usage report.
Renewed truck fleet overweight permits for various counties.
Renewed IFTA & Unified Carrier Registration (UCR) permits for the entire truck fleet to maintain legal federal interstate motor carrier compliance.
Completed OSHA annual 300 report.
Familiarized with OSHA and DEQ compliance.
Maintained, compiled, and updated records for on sight Safety Data Sheets.
Completed and submitted fertilizer sales and tonnage reports for OR, WA, CA, AZ, NM, OK, ID, MT, UT, WY.
Submitted annual federal clearinghouse queries for new and current CDL drivers.
Emailed CDL driver medical cards to DMV.
Arranged 3rd party drug testing for CDL drivers.
Utilized Microsoft Excel, QuickBooks Desktop, Adobe software to manage invoices, payments, and data collection.
Streamlined bookkeeping procedures to increase efficiency and productivity.
Tracked expenses and income for businesses while organizing and maintaining bank statements for different checking accounts.
Reviewed and filed financial documents, coded accounting entries for data processing, and posted daily receipts and payments in accordance with all corporate protocols.
Maintained and processed invoices, deposits, and money logs.
Created weekly accounts receivable invoices upon receipt of billing information and documented account updates.
Billed customers by sending invoices via fax, email, and mail.
Prepared, filed, and mailed weekly accounts receivable statements to customers.
Processed accounts payable invoices and journal entries with consistent on-time delivery while focusing on efficiency, and accuracy, resulting in decreased discrepancies.
Matched accounts payable purchase orders with invoices and recorded necessary information.
Inspected account books and recorded transactions to reduce financial discrepancies
Organize weekly and monthly purchase data into spreadsheets and accounting software.
Reconciled accounts receivable ledger to verify account activity and resolve variances.
Maintained account accuracy by reviewing and reconciling checks monthly.
Recorded deposits, reconciled monthly bank accounts and tracked expenses.
Reconciled credit card and line of credit accounts, investigating, and resolving discrepancies to keep accounts audit-ready.
Summarized, classified and recorded financial and numerical data to compile and maintain financial records
Verified postings, figures and documents for mathematical accuracy, proper coding and correct entry.
Created detailed expense reports using Quickbooks Desktop to facilitate reimbursement for business expenses incurred.
Developed monthly, quarterly and annual profit and loss statements and balance sheets.
Created monthly sales by item summary reports and compared and logged monthly/yearly sales.
Effectively communicated with customers about payment needs
Monitored accounts to verify compliance with payment terms and schedules.
Reviewed various accounts on a monthly basis to assess aging and pursue collection of funds.
Followed up overdue payments and payment plans from customers.
Negotiated payment arrangements with customers to establish timely receipt of payments.
Accurately processed point of sale transactions, returning coin, currency, payment cards, and receipts to customers.
Submitted cash and check deposits to the bank and generated cash receipts to record money received.
Maintained office petty cash.
Tracked payment and budget activity to assist with financial forecasting.
Interacted with vendors, contractors and professional services personnel to receive orders, direct activities, and communicate instructions.
Corresponded with carrier representatives to make arrangements and provide instructions for shipment and delivery of orders.
Worked effectively with shippers to resolve shipment issues, damaged materials and shortages.
Drafted and managed work and shipping orders, bills of lading, pick slips, and shipping route materials for accurate and compliant recordkeeping.
Factored shipping procedures, rates and routes in making determinations on best shipping methods for materials.
Processed required paperwork to expedite handling of shipped and received goods.
Booked overseas containers and handled corresponding paperwork.
Worked with vendors to schedule daily pickups and weekly deliveries.
Verified orders by comparing names and quantity of items packaged with shipping documents.
Completed and submitted credit applications for new vendors
Assisted with payroll for 22-member team by using QuickBooks to record hourly employees' time.
Updated and maintained employee records to respond quickly to requests for information.
Maintained up to date medical and personnel files.
Assisted employees with direct deposits.
Administered employee benefits programs and assisted with open enrollment.
Posted 401k and 401k loan contributions to Empower.
Maintained payroll information by calculating, collecting, and entering data.
Updated employee files with new details such as changes in address or salary levels.
Imputed employee federal and state W4s.
Tracked employee vacation, sick and personal time.
Processed manual checks for employees in accordance with company policies.
Maintained employee confidence and protected payroll operations by keeping information confidential.
Responded to employee inquiries to clarify payroll issues regarding wages, deductions and taxes.
Maintained confidentiality of employee records and payroll information.
Assisted with recruitment, onboarding of new employees.
Trained new office employees.
Managed and updated employee benefits information.

Summary

Overview

Work History

Office Administrative Assistant

Education

Pre-Medical

Skills

Computer Skills

Interests

Timeline

Office Administrative Assistant

Pre-Medical

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