Kellein Rutten
Menasha,WI
Summary
Detail-oriented Office Specialist with over 20 years of experience in coordinating operational needs and providing comprehensive administrative support. Expertise in managing daily operations, streamlining workflows, and enhancing customer service to improve overall business efficiency. Skilled communicator and project organizer adept at handling complex business projects and processes with accuracy and attention to detail. Committed to delivering reliable and efficient administration that supports organizational goals and drives continuous improvement.
Overview
24
24
years of professional experience
Work History
Administrative Assistant/Facility Lead
Catalpa Health, Mental Health and Wellness for Kids
Appleton, WI
03.2022 - 02.2026
- Coordinated vendor control processes to maintain quality standards and optimize supply chain efficiency.
- Processed accounts payable transactions using bill.com. Assisted in maintaining accurate financial records. Supported team in resolving billing discrepancies.
- Processed incoming and outgoing mail efficiently to support daily operations.
- Coordinated logistics for meetings and events.
- Processed credit card transactions efficiently to maintain accurate financial records.
- Implemented daily deposit procedures to maintain accuracy in financial reporting.
- Coordinated vendor activities to achieve timely service delivery.
- Maintained cleanliness and orderliness of building interiors and exteriors. Assisted in routine maintenance tasks to ensure operational efficiency.
- Assisted in organizing and maintaining contract files for easy access and reference.
- Directed office activities to ensure seamless operations and maintain high efficiency.
- Managed procurement of office and building supplies to ensure operational efficiency.
- Designed and implemented office layout to optimize workflow and collaboration among team members.
- Managed community room setup and coordinated reservation requests for seamless event planning.
- Identified and addressed technical problems with office equipment ensuring seamless daily operations.
- Resolved hardware and software issues promptly to maintain optimal performance of IT systems.
- Provided audio and visual support for events and presentations. Assisted team members with technical setup and troubleshooting.
Residential Education and Housing Coordinator/Mail Services Coordinator
Lawrence University
Appleton, WI
03.2019 - 03.2022
- Assisted in managing budgets for senior leadership initiatives. Supported teams in tracking expenses and ensuring adherence to financial plans. Collaborated with departments to facilitate budgetary compliance.
- Compiled and analyzed daily and monthly finance/sales reports to ensure accurate financial tracking.
- Processed cash and credit card transactions accurately, supported daily reconciliation of transaction records.
- Coordinated mail services to ensure timely distribution and receipt of correspondence across Lawrence University campus.
- Achieved streamlined shipping processes through effective coordination of receiving activities.
- Supervised and mentored 15 students alongside 3 full-time staff members, fostering a collaborative learning environment.
- Processed payroll to facilitate timely and accurate employee compensation.
- Facilitated communication and coordination with voting commission to support election integrity.
- Facilitated housing arrangements to support resident needs and enhance community living.
- Provided logistical assistance to enhance student services under the Assistant Dean's guidance.
- Coordinated and responded to email inquiries from students, families, staff, and departments, enhancing overall communication efficiency.
Office Specialist
Fox Cities Performing Arts Center
Appleton, WI
10.2008 - 02.2019
- Developed standard operating procedures to streamline administrative workflows and ensure consistency.
- Organized and maintained filing systems to enhance data retrieval efficiency.
- Facilitated reception of incoming calls and directed them to appropriate departments to enhance operational flow.
- Coordinated preparation of meeting materials.
- Oversaw planning and execution of meetings and events to align with organizational objectives.
- Led teams in creating engaging experiences for participants.
- Collaborated with team members to design and execute initiatives focused on improving employee health and well-being.
- Achieved enhanced workspace efficiency through innovative office design initiatives.
- Sourced and evaluated vendors to support project objectives and ensure quality deliverables.
- Coordinated distribution of invoices.
- Assisted in preparing end-of-month reports and reconciliation processes to support financial accuracy. Aided finance teams in identifying discrepancies and implementing corrective actions.
- Identified and engaged top talent to fulfill temporary project staffing needs.
- Processed and addressed all client and business requests for information to enhance service delivery.
- Oversaw coordination of special projects and managed project schedules.
- Applied expertise to address and fulfill operational requirements of various departments.
Administrative Assistant to the Plant Manager
Milprint Oshkosh South (Division of Curwood/Bemis)
Oshkosh, WI
03.2007 - 09.2008
- Oversaw preparation of daily, monthly, and quarterly reports to inform strategic decision-making.
- Managed logistics for travel arrangements for sales personnel to facilitate effective sales operations.
- Executed strategic planning for meetings and events to enhance organizational collaboration.
- Assisted in managing accounts receivables to maintain accurate financial records.
- Executed efficient mail processing operations to ensure timely delivery and organization.
- Oversaw inventory management of office supplies to ensure operational efficiency.
- Executed first contact security protocols to ensure safety and compliance.
- Supported graphics department by providing backup assistance during high-demand periods.
- Oversaw coordination of special projects and managed project schedules.
- Managed all incoming business and client inquiries for information.
- Achieved challenging productivity and accuracy quotas through diligent work practices.
- Facilitated recruitment and screening processes for qualified candidates in vacant and new positions.
- Facilitated comprehensive meeting support by preparing materials and documenting discussions.
- Achieved challenging productivity and accuracy quotas through diligent work practices.
Office Manager/ Plant Operator
Freedom Sanitary District #1
Freedom, WI
09.2005 - 03.2007
- Processed payroll for employees accurately and on time.
- Managed vendor relationships and oversight to ensure compliance with contractual obligations.
- Assisted in processing incoming invoices and payments. Supported reconciliation of accounts to maintain accurate financial records.
- Managed accounting and bookkeeping for all accounts and business loans.
- Executed daily posting of cash box transactions and payment records.
- Assisted in documenting board meeting minutes and distributing postings.
- Documented and safeguarded confidential minutes and records.
- Facilitated issuance of town permits to streamline local development processes.
- Oversaw maintenance of financial records and distribution of reports.
- Processed incoming and outgoing mail efficiently to support daily operations.
- Assisted with coordination of meetings and events to support organizational objectives.
- Ensured availability and organization of essential plant and office supplies to support operations.
- Executed regular maintenance protocols to ensure optimal performance of computer software and systems.
- Managed preparation and distribution of yearly tax roll statements and payment processing.
- Provided assistance and support for sewer and water billing inquiries to enhance customer satisfaction.
- Achieved timely billing cycles through diligent management of quarterly billing and meter readings.
- Secured grade “t” wastewater operator license through examination and certification process.
- Oversaw daily operations of wastewater treatment plant to ensure compliance with environmental regulations.
- Performed routine inspections and repairs on pumps and motors to support operational efficiency.
- Performed daily lab testing to support diagnostic and research operations.
- Performed lateral marking tasks to ensure accurate lane delineation and traffic guidance.
Purchasing/Administrative Assistant
Dura Fibre, LLC.
Menasha, WI
07.2002 - 08.2005
- Oversaw inventory control processes to ensure optimal stock levels.
- Assisted in processing invoices and payments for accounts payable and receivable.
- Facilitated communication with vendors to maintain effective relationships.
- Executed order processing operations to ensure timely fulfillment and customer satisfaction.
- Oversaw management of plant supply inventory to ensure operational efficiency.
- Processed daily orders and entered data accurately to support operational efficiency.
- Managed backup operations for shipping and receiving departments.
- Processed payroll for employees accurately and on time.
- Managed updates and maintenance of employee files to ensure accuracy and compliance.
- Assisted customers with phone-related inquiries and troubleshooting.
- Executed efficient mail processing operations.
- Provided friendly greetings to customers and vendors to aid communication and enhance service experience.
- Oversaw logistics coordination for meetings and events to enhance operational efficiency.
- Ensured accuracy and timeliness of daily machine reports to support operational efficiency.
Education
Associates Degree of Applied Science - Administration
Fox Valley Technical College
Appleton, WI01-2005
Skills
- Data organization
- Documentation management skills
- Office support services
- Strong communication skills
- Effective at managing multiple tasks
- Proficient in Microsoft Office
- Welcoming attitude
- Effective organizational skills
- Experienced in delivering customer service
- Consistent accuracy
- Supports taking on new challenges
- Strong interpersonal communication
- Effective at fostering connections
- Expertise in maintaining confidentiality
PROFESSIONAL MISSION STATEMENT
Respect is how to treat everyone, not just those you want to impress. – Richard Branson
PERSONAL MISSION STATEMENT
I believe we do not have to change people, if we understand that people change.
Timeline
Administrative Assistant/Facility Lead
Catalpa Health, Mental Health and Wellness for Kids
03.2022 - 02.2026
Residential Education and Housing Coordinator/Mail Services Coordinator
Lawrence University
03.2019 - 03.2022
Office Specialist
Fox Cities Performing Arts Center
10.2008 - 02.2019
Administrative Assistant to the Plant Manager
Milprint Oshkosh South (Division of Curwood/Bemis)
03.2007 - 09.2008
Office Manager/ Plant Operator
Freedom Sanitary District #1
09.2005 - 03.2007
Purchasing/Administrative Assistant
Dura Fibre, LLC.
07.2002 - 08.2005
Associates Degree of Applied Science - Administration
Fox Valley Technical College