Kathleen Mullinax
Bridgeport,CA
Summary
Accomplished Administrative Professional with a proven track record at Mono County Health Department and Mono County Probation Department , enhancing office efficiency and improving workflow processes. Expert in database management and customer service, Skilled in fostering professional relationships and adept at multitasking, ensuring high levels of organizational success. Hardworking and focused Administrative professional offering excellent communication, planning and prioritization skills demonstrated through several years of performance. Skilled at drafting reports and business correspondence, managing mail and updating tracking spreadsheets. Exceptional leadership skills with expertise in streamlining workflow to optimize personnel strengths.
Helpful High School Secretary 4-year background in handling school correspondence, taking phone calls, printing documents, paying invoices and ordering supplies. Accurate and reliable with first-rate organizational skills. Successfully juggles multiple tasks at once and consistently meets all deadlines.
Overview
23
23
years of professional experience
Work History
High School Secretary
ESUSD
07.2020 - Current
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Enhanced office efficiency by streamlining administrative processes and implementing new organizational systems.
- Coordinated communication between parents, teachers, and administrators, fostering strong relationships within the school community.
- Placed orders for all classroom and office supplies.
- Facilitated registration processes for new students by collecting required documentation and inputting data into the system accurately.
- Handled high volumes of phone calls and emails from parents, students, and staff members, providing timely responses while demonstrating professionalism at all times.
- Processed incoming mail, distributing correspondence to appropriate recipients efficiently and accurately.
- Assisted in the development of school events and activities for increased student engagement and community involvement.
- Assisted with budget preparation and tracking of expenditures for office related expenses, ensuring fiscal responsibility within the department.
- Prepared cash deposits from school activities and made bank deposits.
- Contributed to a safe learning environment by promptly reporting any observed safety concerns or incidents to administration.
- Managed student records with accuracy and confidentiality, ensuring compliance with privacy policies and regulations.
- Actively participated in professional development workshops related to High School Secretary role which enhanced skills set continuously.
- Offered guidance on various topics such as academic deadlines or attendance policies through thorough knowledge of school resources available.
- Provided exceptional customer service to visitors at the front desk by offering assistance or directing inquiries to appropriate personnel as needed.
- Composed letters, memos, reports on behalf of administration when necessary, ensuring clear communication across various departments.
- Efficiently resolved scheduling conflicts between faculty, staff, and students by implementing a streamlined process for booking meeting spaces and resources.
- Collaborated with other school secretaries to share best practices for improved overall performance among support staff teams.
- Oversaw submission of accurate attendance records daily while following established procedures resulting in fewer discrepancies.
- Reconciled account balances and financial documentation such as bank statements, cash receipts and school accounts.
- Organized meetings, appointments, and conferences for staff members, maintaining a smooth-flowing schedule for all parties involved.
- Maintained an up-to-date inventory of office supplies by regularly monitoring stock levels and placing orders as needed.
- Supported school administrators in daily tasks, contributing to a well-managed and organized work environment.
- Contributed to a positive school atmosphere by greeting students each day with warmth and attentiveness upon their arrival at the main office area.
- Processed student registrations and withdrawals.
- Answered multi-line telephones and greeted visitors and parents to facilitate office operations.
- Performed clerical and administrative support duties to optimize workflow procedures.
- Documented attendance, grades and test scores to update permanent records.
- Exercised judgment within school policy guidelines to alleviate principal's workload.
- Participated in meetings, workshops and seminars to covey or gather information to perform functions.
- Managed filing system, entered data and completed other clerical tasks.
- Managed phone and email correspondence and handled incoming and outgoing mail and faxes.
- Assisted coworkers and staff members with special tasks on daily basis.
- Managed paper and electronic filing systems by routing various documents, taking messages and managing incoming and outgoing mail.
- Completed forms, reports, logs, and records to quickly handle all documentation for human resources.
- Built and maintained excellent customer relationships through timely response to inquiries and going above and beyond to accommodate unusual requests.
- Created and maintained detailed administrative processes and procedures to drive efficiency and accuracy.
- Continually sought methods for improving daily operations, communications with clients, recordkeeping, and data entry for increased efficiency.
- Volunteered to help with special projects of varying degrees of complexity.
- Identified and recommended changes to existing processes to improve accuracy, efficiency, and quality service.
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities, and communicate instructions.
- Established administrative work procedures to track staff's daily tasks.
- Liaised between clients and vendors and maintained effective lines of communication.
- Opened and properly distributed incoming mail to promote quicker response to client inquiries.
- Supported company leaders by managing budgets, scheduling appointments and organizing itinerary.
- Sole person in charge of all data for State Reporting to Calpads
- District Cafeteria Director for all schools cafeterias in district
Office Manager
ESUSD
08.2011 - 07.2020
- Handled sensitive information with discretion, maintaining confidentiality of company documents and personnel records.
- Provided exceptional customer service when addressing client inquiries or concerns via phone calls or email correspondence.
- Maintained computer and physical filing systems.
- Updated reports, managed accounts, and generated reports for company database.
- Maintained accurate financial records by reconciling accounts payable/receivable transactions regularly to ensure balanced budgets.
- Created, maintained and updated filing systems for paper and electronic documents.
- Developed and maintained successful relationships with vendors, suppliers and contractors.
- Oversaw office inventory activities by ordering and requisitions and stocking and shipment receiving.
- Conducted regular inventory assessments of office supplies, ordering necessary items proactively to prevent stock shortages.
- Enhanced team productivity by delegating tasks effectively and overseeing daily workflow.
- Managed office operations while scheduling appointments for department managers.
- Coordinated office events and meetings, ensuring timely execution and optimal scheduling for all participants.
- Streamlined office operations by implementing efficient filing systems and organizational strategies.
- Served as a liaison between upper management and staff members, facilitating open channels of communication to address concerns or issues promptly.
- Coordinated special projects and managed schedules.
- Established workflow processes, monitored daily productivity, and implemented modifications to improve overall performance of personnel.
- Managed vendor relationships, negotiating contracts for cost savings while maintaining high-quality services.
- Controlled finances to lower costs and keep business operating within budget.
- Facilitated smooth communication between departments, addressing concerns promptly to maintain harmonious work relationships.
- Supported department heads in accomplishing their goals through diligent administrative assistance such as report generation and data entry.
- Managed compliance to keep organization operating within legal and regulatory guidelines.
- Oversaw facility maintenance requests, coordinating with building management to address repairs or improvements efficiently.
- Developed comprehensive policy manuals outlining procedures and guidelines, contributing to a well-organized workplace culture.
- Reported to senior management on organizational performance and progress toward goals.
- Reduced costs with meticulous budget monitoring and expense tracking for essential supplies and equipment.
- Organized travel arrangements for executives by researching cost-effective options while accommodating individual preferences.
- Improved safety procedures to promote employee well-being and safety and protect company from potential liability.
- Maintained positive customer relations by addressing problems head-on and implementing successful corrective actions.
- Maintained professional demeanor by staying calm when addressing unhappy or angry customers.
- Established team priorities, maintained schedules and monitored performance.
- Used industry expertise, customer service skills and analytical nature to resolve customer concerns and promote loyalty.
- Assisted in organizing and overseeing assignments to drive operational excellence.
- Cultivated positive rapport with fellow employees to boost company morale and promote employee retention.
- Successfully managed budgets and allocated resources to maximize productivity and profitability.
- Sole employee to maintain all schools data and reporting to Calpads
- Cafeteria Director for all school cafeterias in district
Administrative Supervisor
Mono County Assessor
11.2007 - 07.2011
- Trained new employees on company policies, procedures, software applications.
- Handled sensitive information with discretion by maintaining confidentiality in accordance with company guidelines.
- Provided support during periods of high workload by stepping in to assist with various administrative tasks as needed.
- Established workflow processes, monitored daily productivity, and implemented modifications to improve overall performance of personnel.
- Updated reports, managed accounts, and generated reports for company database.
- Maintained a clean, organized workspace to promote a professional environment conducive to productivity.
- Oversaw office inventory activities by ordering and requisitions and stocking and shipment receiving.
- Managed inventory control by ordering supplies in a timely manner while identifying areas for cost reduction.
- Oversaw budget management by tracking expenses, identifying cost-saving opportunities, and providing financial reports to senior leadership.
- Analyzed data related to administrative costs and spending trends to prepare budgets for personnel.
- Coordinated schedules and travel arrangements for executives, ensuring timely attendance at meetings and events.
- Delegated tasks to administrative support staff to organize and improve office efficiency.
- Resolved issues through active listening and open-ended questioning, escalating major problems to manager.
- Monitored front areas so that questions could be promptly addressed.
- Provided backup to front desk to step in to assist with various tasks whenever employee was absent or at lunch.
- Kept high average of performance evaluations.
- Organized spaces, materials and catering support for internal and client-focused meetings.
- Record keeping
- Supervision of staff
- Fiscal officer for department
- Payroll and timesheet preparation for all employees
Administrative Supervisor
Mono County Health Department
01.2004 - 11.2007
- Trained new employees on company policies, procedures, software applications.
- Handled sensitive information with discretion by maintaining confidentiality in accordance with company guidelines.
- Provided support during periods of high workload by stepping in to assist with various administrative tasks as needed.
- Established workflow processes, monitored daily productivity, and implemented modifications to improve overall performance of personnel.
- Updated reports, managed accounts, and generated reports for company database.
- Enhanced employee morale through recognition programs, fostering a positive work environment that encouraged collaboration and teamwork.
- Improved communication between departments with the implementation of efficient information-sharing tools and strategies.
- Managed a team of office staff, providing training and support to ensure smooth daily operations.
- Maintained a clean, organized workspace to promote a professional environment conducive to productivity.
- Delivered performance reviews, recommending additional training or advancements.
- Streamlined administrative processes by implementing new organizational systems, increasing efficiency and productivity.
- Resolved conflicts between team members by addressing concerns and facilitating open communication channels.
- Oversaw office inventory activities by ordering and requisitions and stocking and shipment receiving.
- Monitored and evaluated personnel performance to complete annual reviews, recommend advancement, or address productivity concerns.
- Managed inventory control by ordering supplies in a timely manner while identifying areas for cost reduction.
- Implemented a comprehensive records management system, maintaining accurate documentation while ensuring compliance with regulatory requirements.
- Communicated corporate objectives to various divisions to meet deadlines and adhere to company budgets.
- Assisted with recruitment efforts by screening resumes, scheduling interviews, and conducting reference checks for potential hires.
- Oversaw budget management by tracking expenses, identifying cost-saving opportunities, and providing financial reports to senior leadership.
- Ensured timely completion of projects by creating detailed timelines and assigning tasks to appropriate team members based on skill sets and availability.
- Developed policies and procedures for office operations, resulting in consistent practices across all teams.
- Served as the main point of contact for external partners, establishing strong relationships built on professionalism and reliability.
- Evaluated employee performance through regular feedback sessions while setting clear expectations for professional growth.
- Collaborated closely with other department managers to identify areas where administrative support could be improved or streamlined.
- Analyzed data related to administrative costs and spending trends to prepare budgets for personnel.
- Coordinated schedules and travel arrangements for executives, ensuring timely attendance at meetings and events.
- Delegated tasks to administrative support staff to organize and improve office efficiency.
- Monitored front areas so that questions could be promptly addressed.
- Resolved issues through active listening and open-ended questioning, escalating major problems to manager.
- Built highly-efficient administrative team through ongoing coaching and professional development opportunities.
- Implemented project management techniques to overcome obstacles and increase team productivity.
- Provided backup to front desk to step in to assist with various tasks whenever employee was absent or at lunch.
- Managed supervisor itinerary and appointments and streamlined scheduling procedures.
- Kept high average of performance evaluations.
- Optimized organizational systems for payment collections, AP/AR, deposits, and recordkeeping.
- Organized spaces, materials and catering support for internal and client-focused meetings.
- In charge of Federal and State billing for department
- Timesheet and payroll clerk for department
Administrative Assistant
Mono County Probation
08.2001 - 01.2004
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
- Delivered excellent customer service through prompt responses to client inquiries, addressing concerns effectively, and building strong relationships.
- Ensured accurate record-keeping with diligent data entry and database management for vital company information.
- Promoted a positive work environment through effective communication skills and fostering professional relationships among colleagues.
- Improved document organization with thorough file maintenance, archiving outdated records as necessary for efficient retrieval when needed.
- Received and sorted incoming mail and packages to record, dispatch, or distribute to correct recipient.
- Coordinated office supply inventory management, proactively ordering necessary items before depletion to avoid workflow disruptions.
- Created and maintained databases to track and record customer data.
- Executed record filing system to improve document organization and management.
- Restocked supplies and placed purchase orders to maintain adequate stock levels.
- Assisted with human resources tasks such as updating employee files or submitting time-off requests per company policy guidelines.
- Developed and updated spreadsheets and databases to track, analyze, and report on performance and sales data.
- Enhanced office efficiency by streamlining administrative processes and implementing organizational systems.
- Sorted and distributed office mail and recorded incoming shipments for corporate records.
- Optimized calendar management for executives by scheduling appointments strategically while considering priorities and minimizing conflicts.
- Organized office events such as holiday parties or team-building activities, promoting a positive company culture and boosting employee morale.
- Collaborated on special projects as assigned by leadership, contributing research findings or coordinating event logistics as needed for success.
- Streamlined invoice processing procedures to ensure timely payment of vendors while minimizing errors in financial records.
- Developed strategies to streamline and improve office procedures.
- Maintained up-to-date knowledge of industry best practices and office software updates to maximize efficiency in administrative tasks.
- Managed expense reports for executive staff members, ensuring accurate documentation of spending for budgeting purposes.
- Managed department budgets and generated financial reports for management review.
- Negotiated contracts with vendors and suppliers for office supplies, equipment and services.
- Contributed to cost reduction efforts by identifying opportunities for process improvements and negotiating vendor contracts.
- Managed filing system, entered data and completed other clerical tasks.
- Managed phone and email correspondence and handled incoming and outgoing mail and faxes.
- Assisted coworkers and staff members with special tasks on daily basis.
- Completed forms, reports, logs, and records to quickly handle all documentation for human resources.
- Built and maintained excellent customer relationships through timely response to inquiries and going above and beyond to accommodate unusual requests.
- Continually sought methods for improving daily operations, communications with clients, recordkeeping, and data entry for increased efficiency.
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities, and communicate instructions.
- Opened and properly distributed incoming mail to promote quicker response to client inquiries.
- Volunteered to help with special projects of varying degrees of complexity.
- Established administrative work procedures to track staff's daily tasks.
- Managed paper and electronic filing systems by routing various documents, taking messages and managing incoming and outgoing mail.
- Identified and recommended changes to existing processes to improve accuracy, efficiency, and quality service.
- Facilitated timely delivery of special projects to meet organizational and departmental objectives.
- Supported company leaders by managing budgets, scheduling appointments and organizing itinerary.
- Daily reports transcribed and typed for Court Hearings
- Timesheet and payroll for department
- Submission of juvenile traffic documents and fines
- Victim restitution payments and record keeping
- CLETS system operation
Education
High School Diploma -
Adolfo Camarillo High School
Camarillo, CA06.1993
Skills
- Phone Etiquette
- Scheduling appointments
- Parent Communication
- Document Preparation
- Schedule Management
- File Management
- Policy Enforcement
- Typing Speed
- Vendor coordination
- Employee timesheet processing
- Calendar Management
- Attendance record management
- Student Assistance
- Meeting Coordination
- Mail distribution
- Report Generation
- Budget Tracking
- Classroom Supplies Ordering
- Presentation Creation
- School records management
- Substitute Teacher Coordination
- Textbook issuance
- Strong Organization
- Written Communication
- File Maintenance
- Attendance Tracking
- Student Recordkeeping
- Mail Management
- Mail Processing
- Ledger updating
- Multitasking and Time Management
- Fast Learner
- Customer Service
- Critical Thinking
- Clear Communication
- Customer and client relations
- Document and File Management
- Customer relations and communications
- Office Administration
- Microsoft Office
- Documentation and Recordkeeping
- Data Entry
- Confidentiality and Data Protection
- Office Management
- Database entry
- Excel spreadsheets
- Invoice Processing
- Scheduling and calendar management
- Administrative Procedures
- Employee Communications
- Scheduling
- Editing and proofreading
- Inventory Management
- Appointment Coordination
- Administrative Support
- Social media knowledge
- Administrative background
- Organizing and Categorizing Data
- High Volume Phone Inquiries
- Documentation and control
- Office Equipment Operation
- Filing and data archiving
- Project Planning
- Records Management
- Workflow Planning
- Payroll Administration
- Writing reports
- Research and Analytical Skills
- Bookkeeping
- Recordkeeping
- Records Management Systems
- Event Planning
- Meeting Arrangements
- Order Placement
- Electronic Records Management
- Payroll and budgeting
- Professional Networking
- Multi-line phone proficiency
- Multi-Line Telephone Systems
- Word Processing
- Schedule Maintenance
- Supply Inventory Control
- Credit and collections
- Spreadsheet Management
- Database and Client Management Systems
- Accounting skills
- Spreadsheet development
- Business Administration
- Correspondence Writing
- Inventory Systems
- Report Preparation
- Social Media Updating
Timeline
High School Secretary
ESUSD
07.2020 - Current
Office Manager
ESUSD
08.2011 - 07.2020
Administrative Supervisor
Mono County Assessor
11.2007 - 07.2011
Administrative Supervisor
Mono County Health Department
01.2004 - 11.2007
Administrative Assistant
Mono County Probation
08.2001 - 01.2004
High School Diploma -
Adolfo Camarillo High School
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