Katherine Saavedra
Administrative Assistant
Pomona,CA
Summary
Administrative Assistant with knowledge and skills that include payroll processing and on-boarding activities involving working with Human Resource staff to ensure all new hires are effectively provided all information and training needed, and are set up in internal systems. I am highly organized and able to adapt quickly in stressful situations in order to complete assignments with minimal supervision and assistance. I also possess strong customer service skills, communication and telephone etiquette, and I am able to interact with cross functional teams. I am skilled at creating and maintaining various reports and spreadsheets and utilizing various software programs, and conducting research for problem resolution.
Overview
20
20
years of professional experience
3
3
years of post-secondary education
Work History
Sabbatical Time Off
not employed
03.2020 - Current
- Took time off to care for a family member and to look for work in alignment with degree major.
Administrative Assistant
Department of Transportation South Maintenance
Los Angeles, Calif
05.2015 - 03.2019
- Processed new hire paperwork and ensuring all new staff were entered into state controller’s and department HRIS systems
- Assisted coordinating on-boarding projects of over 200+ crew members within a month’s period
- Generated new hire post and bid offers letters and followed ups on all pre-employment hiring results
- Coordinated new employee name badges for employees and renewals for region staff
- Scheduled pre-employment drug testing, employee orientations, staff physicals for new and return to work employees
- Coordinated the execution of yearly healthcare benefits to management with timelines for returning completed forms
- Processed semi-monthly payroll utilizing IMMS and Staff Central time reporting systems for over 120+ crews including part-time staff
- Processed and handled employee leave garnishments, docks in pay with headquarters personnel and employee management
- Worked with Worker’s Compensation Office regarding available leave time to use during waiting period
- Generated Ad hoc and HRIS reports for management and maintenance supervisors when needed
- Purchased equipment and supplies for crews utilizing State mandated purchasing guidelines
- Verified all incoming shipments, noting any discrepancies or damages, and obtaining signatures for payment
- Handled complaints from other areas and time sensitive information from outside constituents, local officials and other state agencies ensuring appropriate maintenance managers were notified
- Logged all vehicle and traffic related road hazards and complaints, notifying appropriate field supervisor(s) of road hazards and CHP
- Coordinated the distribution of monthly bulk fuel reports from area supervisors via gas receipts
- Worked with management and supervisors on special projects, set up meetings and special annual staff training classes and events at region office.
Administrative Assistant
Nutrition Services Commodity Distribution Warehouse
Pomona, Calif
03.2011 - 04.2015
- Prepared purchase orders and freeze exemptions for warehouse utilizing state procurement contract ordering methods for obtaining warehouse supplies and equipment
- Monitored the warehouse fire extinguishers and emergency alarm systems contract, and warehouse facility lighting and sprinkler system, reporting any repairs to building maintenance manager
- Communicated with vendors to secure quotes status of back orders, damages and short shipments
- Maintained fiscal yearly small business contract database, preparing invoices for payment
- Maintained warehouse petty cash fund, providing balance and justification for all purchases made to Headquarters Accounting on a detailed spreadsheet each month.
Administrative Services, Administrative Assistant
Lanterman Developmental Center
Pomona, Calif
10.2009 - 02.2011
- Scheduled vehicle transportation services for clients and staff at hospital, maintained vehicle mileage reports, and scheduled annual maintenance of all motor vehicles used at facility
- Monitored and coordinated client mail deliveries within hospital
- Prepared monthly cost/balance reports for monthly postage and all overnight mail deliveries at hospital
- Created & updated inventory databases, procedure manuals and hospital reference guides
- Maintained and updated hospital emergency procedure manual for Lanterman
- Take and transcribed meeting minutes for various committees and administrative meetings
- Set-up conference calls, meetings, and sent out department-wide emails for program director.
Staff Services Analyst
Calif. Correction Health Care Services
Chino, Calif
10.2006 - 09.2009
- Maintained and updated correctional facilities inmate hospital medical treatments and high cost medical treatments and transfers of inmates to various hospitals and clinics
- Provided detailed reports to Warden, Chief Medical Officer, Headquarters Accounting Office of high cost inmate medical treatments and their encounter points at various hospitals including length of stays
- Uploaded / download inmate census data each week on inmate institution movement status locations at other correctional facilities and hospitals
- Verified hospital medical treatments and services provided, verifying the invoices and contract of provided services prior to submitting for payment to Headquarters Accounting
- Maintained accurate records of all inmate medical treatments in secure confidential files
- Processed registry staff invoices, verifying the number of nursing hours worked against hours to be paid in contract for services provided, submitting invoices for payment to registry supervisor for approval.
Administrative Assistant
Lanterman Developmental Center
Pomona, Calif
10.2002 - 09.2006
- Maintained client census logs for unit/verifying client movement and updating Ad hoc reports daily
- Maintained confidential employee records for program director; updated staff training rosters and provided yearly annual employee reviews to unit manager’s; scheduled staff mandated training for unit
- Worked on large projects for nursing coordinator’s and psychology staff as needed
- Processed employee, student assistant overtime pay; keeping track of vacation, sick leave balances.
Education
Bachelor Of Arts (BSHS/M) - Human Services / Management
University of Phoenix
Ontario, CA 05.2007 - 08.2009
Business Office Administrative - Emphasis: Business Admin.
Heald Business College
Sacramento, CA 02.1984 - 03.1985
Skills
SKILLS AND TECHNICAL SOFTWAREundefined
Timeline
Sabbatical Time Off
not employed
03.2020 - Current
Administrative Assistant
Department of Transportation South Maintenance
05.2015 - 03.2019
Administrative Assistant
Nutrition Services Commodity Distribution Warehouse
03.2011 - 04.2015
Administrative Services, Administrative Assistant
Lanterman Developmental Center
10.2009 - 02.2011
Bachelor Of Arts (BSHS/M) - Human Services / Management
University of Phoenix
05.2007 - 08.2009
Staff Services Analyst
Calif. Correction Health Care Services
10.2006 - 09.2009
Administrative Assistant
Lanterman Developmental Center
10.2002 - 09.2006
Business Office Administrative - Emphasis: Business Admin.
Heald Business College
02.1984 - 03.1985
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