Julie Chavez
Carlsbad
Summary
Looking for a long term occupation with a fast paced company with many chances to advance. Im Outgoing and a friendly Administrative Assistant/Records Coordinator delivering customer service and administrative excellence, including clerical support and public interaction. Excels in calendar management, scheduling, data-entry and database administration. Professional and knowledgeable in administrative support and customer service. Offering 10 years of experience in administrative support and 2 years . Highly efficient and accurate with strong planning, problem-solving and communication skills. Certified Records Coordinator.
Maintains document databases and assist other employees and clients find the documents and files that are needed. Knowledge of database management, data entry, and correspondence. Honest, reliable and committed to keeping an efficient filing system.Processing programmatic documents and records.Knowledge using Documentum and other Records Management tools. Safety Compliant. Self-motivated with strong attention to detail.
Overview
10
10
years of professional experience
Work History
Records Coordinator/ Administrative Assist
Salado Isolation Mining Contractors
06.2023 - Current
- Followed confidentially regulations to maintain privacy.
- Updated Waste Operations records with new information.
- Identified new methods to optimize Waste Operations records management.
- Assisted in preparation of Waste Operations records for external parties.
- Maintained accuracy of Waste Operations records by verifying accuracy of data in records.
- Scanned paper records to transfer to digital filing systems.
- Communicated efficiently with individuals concerning record information submitted or missing from files.
- Created and implemented standard operating procedures for records handling.
- Assisted with typing, data entry, and answering incoming calls as required.
- Developed efficient filing system to retrieve Waste Operations records quickly.
- Transferred inactive records to storage to free up space and preserve history.
- Utilized document imaging software to index, store and retrieve records.
- Coordinated with various departments to support cross-functional needs.
- Followed established policies and procedures to maintain compliance with regulations.
- Provided excellent customer care by responding to inquiries and requests for information.
- Scheduled office meetings and client appointments for staff teams.
- Executed record filing system to improve document organization and management.
- Sorted and distributed office mail and recorded incoming shipments for corporate records.
- Received and sorted incoming mail and packages to record, dispatch, or distribute to correct recipient.
- Assigned Issue Notices, accomplished issue notices assigned to me on CH Waste Operations Records.
- Indexing and Correspondence.
- Knowledgeable with Audits, NMED, and QA.
- Created and maintained electronic filing system for quick and easy retrieval of records.
- Researched and resolved Waste Operations record discrepancies.
- Verified accuracy of Waste Operations information in records.
- Procedure Compliant.
- Office Warden over Waste Operations.
Administrative Assistant/Secretary/Records Assistant
Edgewater Technical Associates/Wipp Site
05.2022 - 06.2023
- Executed record filing system to improve document organization and management.
- Reviewed records documentation for accuracy
- Created job change analysis forms for new hired employees
- Created correspondence letters for employees
- Applied excellent support to staff and employees
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Surpassed team goals by partnering with colleagues to implement best practices and protocols.
- Identified and recommended changes to existing processes to improve accuracy, efficiency, and quality service.
- Managed filing system, entered data and completed other clerical tasks.
- Sorted all paperwork and documents alphabetically and according to dates and significance.
- Maintained accuracy of records by verifying accuracy of data in records.
Secretary
Carlsbad Municipal Schools
10.2021 - 04.2022
- Providing students and parents with information
- Scheduling appointments and answering multiple phone lines
- Giving administrative support to teachers and school officials
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Organized envelopes, postage and mail correspondence for staff and management, maintaining postage meter and coordinating with delivery and courier services.
Secretary
3S SERVICES/ CONOCO PHILLIPS
06.2019 - 02.2020
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Produced accurate office files, updated spreadsheets.
- Organized envelopes, postage and mail correspondence for staff and management, maintaining postage meter and coordinating with delivery and courier services.
- Monitored premises, screened visitors, updated logs and issued badges to maintain security.
- Ordered caterings for scheduled meetings
- Created Safety Meeting rosters
- Provided clerical support to company employees by copying, faxing and filing documents.
- Provided clerical support to company employees by copying, faxing, and filing documents.
- Scheduled appointments and conducted follow-up calls to clients.
- Maintained office supplies inventory by checking stock and ordering new supplies.
- Answered multi-line phone system and enthusiastically greeted callers.
- Handled daily scheduling tasks and provided administrative support for entire department.
- Drafted agendas, recorded minutes and generated documents to facilitate meetings.
- Screened visitors and issued badges to maintain safety and security.
Administrative Assistant
WB Supply
02.2018 - 06.2019
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Delivered top-notch administrative support to office staff, promoting excellence in office operations.
- Managed accounts payable and receivable under my supervisor
- Responded to inquiries from callers seeking information.
- Provided clerical support to company employees by copying, faxing and filing documents.
- Developed and updated spreadsheets and databases to track, analyze and report on performance and sales data.
- Reviewed work orders and specifications to determine materials needed and types of parts to be processed.
- Reviewed and balanced daily bank deposits and deposit report.
- Composed internal and external correspondence for senior management and reviewed documentation to eliminate errors.
- Completed accurate daily report documents, memos and invoices.
General Clerk
Motor Vehicle
10.2014 - 01.2017
- Lien Filing
- Processing drivers license
- Processing mvrs
- Processing reregistration tags.
- Verify appropriate documentation
- Processing title transfers and out of state titles
- Processing Quotes
- Completed and delivered requests for photocopying, printing, scanning or faxing and regularly maintained and serviced equipment to reduce workflow disruptions.
- Interacted with customers by phone, email or in-person to provide information.
- Calculated and remitted state sales tax, service and other charges.
- Prepared tax and title documents to submit legal transfer work to DMV.
- Maintained control log of vehicle certificates of origin and titles, using and [tapestry].Communicated with customers to resolve common title issues.
- Organized and prepared tax and title documents to transfer ownership of property.
- Coordinated price adjustment between buyers and sellers.
- Updated operational records or licensing information using computer terminals.
- Stayed up-to-date on Nm laws and licensing requirements to complete accurate and efficient reviews.
- Conducted exams and tests, graded responses and accurately determined licensing approvals and data verification.
- Processed payments for fines and fees, maintained accurate drawers, issued receipts and updated account balances.
- Assisted newly hired clerks in learning about application reviews and verification procedures, performance strategies and customer service techniques.
- Performed routine data entry or document management.
Education
High School Diploma -
Carlsbad High School
Carlsbad, NM05.2003
Skills
- Multi-Line Phone Systems
- Confidentiality Understanding
- Appointment Scheduling
- Office administration
- Organization
- Verbal and written communication
- Keyboarding skills
- HIPAA guideline compliance
- Account reconciliations knowledge
- Billing and Invoicing
- Database Entry
- Recordkeeping
- Customer and client relations
- Credit and collections
- Sorting and labeling
- Scheduling
- Customer relations and communications
- MS Office
- Excel
- Meticulous attention to detail
Timeline
Records Coordinator/ Administrative Assist
Salado Isolation Mining Contractors
06.2023 - Current
Administrative Assistant/Secretary/Records Assistant
Edgewater Technical Associates/Wipp Site
05.2022 - 06.2023
Secretary
Carlsbad Municipal Schools
10.2021 - 04.2022
Secretary
3S SERVICES/ CONOCO PHILLIPS
06.2019 - 02.2020
Administrative Assistant
WB Supply
02.2018 - 06.2019
General Clerk
Motor Vehicle
10.2014 - 01.2017
High School Diploma -
Carlsbad High School
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