LATESHA NEWELL

OFFICE MANAGEMENT DUTIES

• Organizes and schedules work in proper priority.
• Completes work in a timely manner according to work requests, schedules, or priorities and reports back to Division personnel.
• Collects complete, accurate and appropriate data from a variety of sources in or outside the Division for inclusion in reports and correspondence.
• Review as needed Purchase Requisitions, Invoice Payment Forms, spreadsheets, letters, minutes and memos accurately and neatly following the appropriate City format.
• Order Division Uniforms and Office Equipment when needed. Maintain/reconcile accounts related to uniforms and equipment.
• Oversees Division Management for the Conflict of Interest.
• Orders and monitors Cell phones and usage as the Division Coordinator.
• Oversees refunds of Security Deposits and Overpayments.
• Booking of travel and accommodations via P-Card (P-Card Holder for Admin Group).

PROCUREMENT AND CONTRACT DUTIES

• Enter Goods Receipts via MIGO to pay outstanding invoices.
• Review the accuracy of Department Purchase Order account balances in SAP program. Cancel goods receipts via MIGO to ensure PO are balanced.
• Assist with HR form preparation/entry in ARIBA for services (Purchase Order requirement).
• Assist Management Analyst in identifying open pre-encumbrances and encumbrances set aside for projects. Run encumbrance report monthly to identify Purchase Orders (PO) that are no longer needed to release encumbrances.

BUDGET PREPERATION DUTIES

• Assists the Division's Management Analyst in gathering data needed for preparation of the Airport Division's Operating and Capital Improvement Projects (CIP) budgets.
• Submit forms as needed for Internal Order creation, maintenance, and closing, Grant set-up and closing, work orders for required services at Airports when needed, etc.
• Monitor Grant Projects, create journals to adjust expenditures, and submit Grant reimbursement forms to the FAA.
• Track all Operation and Maintenance expenditures for the Airport Activity Reports.
• Research expenditures as needed to assist Management Analyst.
• Establishes internal order numbers for use by the Airports Division in tracking personnel and non-personnel expenses.

SPECIAL PROJECTS

• Entering new tenant information into RePortfolio, updating insurance information, contact information, setting up alerts, updates to lease agreements, payment information. Run RePortfolio reports to assist Property Agents with payment and insurance verification and general lease information.
  

• Communication Facilitation including Procurement Management for Brown Field and John J Montgomery Municipal Airports and various Real Estate Properties
• General Office Management Liaison regarding administrative and clerical issues, office correspondence and memorandums
• Scheduled Travel Arrangements and Expense Report Reimbursements for Airport Management
• Managed Petty Cash Fund, Parking Stamps and Monthly Mileage Reports
• Processed Reimbursements and Inter-departmental credits
• Provided monthly accounts payable summary reports for supervisor ensuring that proper amounts were encumbered and purchase orders balanced
• Purchase Requisition Creation, Purchase Order Modification and Management
• Invoice Processing via Purchase Order, Direct Payment or P-Card
• Reviewed, reconciled, and verified financial records and documents through SAP and (VIM) Vendor Invoice Management
• Reviewed and approved new vendor request and alternate payee vendor modifications in SAP
• Processed monthly Fuel Sale Invoices and Reports

• Managed Maintenance, Repair and Operations desk with annual budget in excess of $350 million, with minimal supervision
• Managed Pure Water Accounts Payable/Receivable with annual budget in excess of $13 million, with minimal supervision
• Provided monthly accounts payable summary reports for supervisor ensuring that proper amounts are encumbered
• Liaison with vendors, comptrollers, and purchasing regarding payment, billing issues, and purchase order modifications
• Selects, Trains, Schedules, Assigns, and Rates the Work Performance of 14 Account Clerks
• Performs high level, complex accounting clerical work with minimal supervision
• Reviews, reconciles, and verifies financial records and documents through SAP and VIM
• Reviews, reconciles, and approves purchase requisitions in both SAP and ARIBA
• Reviews/Approves new vendor request and alternate payee vendor modifications in SAP
• Issues goods receipt approvals on approved invoices for payment

• Created Requisitions for Purchase Orders
• Set up and updated Excel spreadsheets to track financial data.
• Provided clerical support to department, such as filing, copying and restocking supplies.
• Applied proper codes to invoices, files, and receipts to keep records organized and easily searchable.
• Applied mathematical abilities to calculate and check figures in accounting systems.
• Reconciled system accounts against vendor/contractor statements.
• Examined documents for accuracy, legality and compliance with pertinent regulations.
• Investigated daily variances and corrected errors to resolve discrepancies on purchase orders.
• Maintained compliance with all established guidelines and legal requirements.
• Implemented new procedures for office functions when needed.
• Input financial data and produced reports using Business Objects and SAP Dashboard.
• Worked with vendors and management to resolve issues quickly.
• Maintained accounting, budgetary, personnel, cost, purchasing and other records as required.
• Created and distributed invoices and processed incoming payments to keep records accurate and current.
• Tracked and documented expenses for budgetary purposes.
• Managed Maintenance, Repair and Operations desk with annual budget in excess of $350 million, with minimal supervision.
• Managed Pure Water desk with annual budget in excess of $13 million, with minimal supervision.
• Liaison with vendors, comptrollers, and purchasing regarding payment, billing issues, and purchase order modifications

• Investigated water bill inquiries complaints
• Delivered water shut-off or restore water service notices
• Obtained and/or verified meter reads
• Selected, trained, scheduled, assigned, and rated the work performance of 48 subordinates performing customer service activities involving water service information, collection of utilities accounts, adjustments, and processing of residential, government and commercial water bills
• Resolved customer service issues using company processes and policies and provided updates to customers.
• Trained and directed new employees in call script use, conflict resolution, and data entry practices to boost customer satisfaction ratings.
• Engaged clients in person and over phone to answer questions and address complaints.
• Reduced process inconsistencies and effectively trained team members on best practices and protocols.
• Answered public inquiries and initiated field investigations
• Resolved more complex sensitive accounts and public relations problems
• Watched flagged customer accounts to monitor ongoing issues and deploy newfound solutions for outstanding concerns.

• Created Requisitions for Purchase Orders
• Set up and updated Excel spreadsheets to track financial data.
• Provided clerical support to department, such as filing, copying and restocking supplies.
• Applied proper codes to invoices, files, and receipts to keep records organized and easily searchable.
• Applied mathematical abilities to calculate and check figures in accounting systems.
• Reconciled system accounts against vendor/contractor statements.
• Examined documents for accuracy, legality and compliance with pertinent regulations.
• Investigated daily variances and corrected errors to resolve discrepancies on purchase orders.
• Maintained compliance with all established guidelines and legal requirements.
• Implemented new procedures for office functions when needed.
• Input financial data and produced reports using Business Objects and SAP Dashboard.
• Worked with vendors and management to resolve issues quickly.
• Maintained accounting, budgetary, personnel, cost, purchasing and other records as required.
• Created and distributed invoices and processed incoming payments to keep records accurate and current.
• Tracked and documented expenses for budgetary purposes.
• Managed Maintenance, Repair and Operations desk with annual budget in excess of $350 million, with minimal supervision.
• Liaison with vendors, comptrollers, and purchasing regarding payment, billing issues, and purchase order modifications

• Created Requisitions for Purchase Orders
• Set up and updated Excel spreadsheets to track financial data.
• Provided clerical support to department, such as filing, copying and restocking supplies.
• Applied proper codes to invoices, files, and receipts to keep records organized and easily searchable.
• Applied mathematical abilities to calculate and check figures in accounting systems.
• Reconciled system accounts against vendor/contractor statements.
• Examined documents for accuracy, legality and compliance with pertinent regulations.
• Investigated daily variances and corrected errors to resolve discrepancies on purchase orders.
• Maintained compliance with all established guidelines and legal requirements.
• Implemented new procedures for office functions when needed.
• Input financial data and produced reports using Business Objects and SAP Dashboard.
• Worked with vendors and management to resolve issues quickly.
• Maintained accounting, budgetary, personnel, cost, purchasing and other records as required.
• Created and distributed invoices and processed incoming payments to keep records accurate and current.
• Tracked and documented expenses for budgetary purposes.
• Liaison with vendors, comptrollers, and purchasing regarding payment, billing issues, and purchase order modifications

• Establish purchase requisitions and set up purchase orders with vendors
• Processed semi-annual and annual invoices for various Bond Issuances, the Equipment Vehicle Leasing Program along with monthly invoices for services provided.
• Managed monthly trustee statements for various Bond Accounts
• Scheduled meetings and appointments for management including but not limited to Council Briefings
• Maintained Equipment Vehicle Leasing Program files and records
• Overseen major projects such as Records Retention, Rating Agency Presentations, Etc…
• Managed Comp Help Desk in answering public inquiries regarding payments and checks received, via email and switch board operations
• Delegated tasks and supervised Clerical Pool Personnel

Under general supervision, performed a variety of clerical work of average difficulty in various City departments such as: Water Department, Purchasing & Contracting, Treasurer's Office, Storm Water, and Engineering & Capital Projects.

• Greeted incoming visitors and customers professionally and provided friendly, knowledgeable assistance.
• Responded to inquiries from callers seeking information.
• Maintained organized files and stocked supplies to support team needs and maximize performance.
• Provided clerical support to company employees by copying, faxing, and filing documents.
• Composed sensitive, confidential reports and documentation.
• Received and sorted incoming mail and packages to record, dispatch, or distribute to correct recipient.
• Restocked supplies and submitted purchase orders to maintain stock levels.
• Routed business correspondence, documents, and messages to correct departments and staff members.
• Monitored office calendars to plan meetings, activities, and travel to maximize productivity.