Summary
Overview
Work History
Education
Skills
Certification
Break In Employment
Timeline
Intern

Mary Shannon

Holualoa,HI

Summary

Dedicated professional with solid background in high-volume office environments focused on delivering exceptional clerical and operational support for professionals. Upbeat individual with friendly demeanor and sound judgment to handle diverse daily tasks with minimal oversight. Well-versed in managing office supplies, paperwork and project needs.

Overview

13
13
years of professional experience
1
1
Certification

Work History

Administrative Officer

Big Island Substance Abuse Council
Kailua-Kona, Hawaii
02.2024 - 09.2024
  • Managed calendars to ensure efficient use of time; scheduled appointments as needed.
  • Provided administrative support to department staff including typing letters and reports; preparing mailings; photocopying; collating; faxing; scanning documents.
  • Compiled daily activity logs and updated records with pertinent information on a regular basis.
  • Answered incoming calls promptly and professionally; provided callers with accurate information or directed them to appropriate departments and personnel when necessary.
  • Greeted visitors warmly upon arrival at office reception area.
  • Ensured compliance with all organizational policies and procedures relating to administrative operations.
  • Monitored email accounts regularly and responded appropriately within established timeframes.
  • Monitored office inventory to maintain supply levels.
  • Proofread content for typo-free emails and documentation.
  • Maintained positive working relationship with fellow staff and management.
  • Participated in credit and collections activities.
  • Reserved and managed meeting room availability.

Office Administration Assistant

Hawthorne Pacific Corporation
Kailua Kona, Hawaii
03.2012 - 10.2017
  • Coordinated and managed daily administrative operations of the main office and Service Department.
  • Organized and maintained filing systems, including electronic databases and records.
  • Answered incoming calls in a professional manner, directed callers to appropriate personnel or department, or took messages as needed.
  • Greeted visitors warmly, handled inquiries and provided general information about the company.
  • Maintained customer confidence and protected operations by keeping information confidential.
  • Processed invoices on a timely basis according to established procedures.
  • Managed travel arrangements for employees including flight bookings and car rental services.
  • Monitored office equipment maintenance contracts ensuring all equipment is serviced regularly according to manufacturer's guidelines.
  • Reviewed employee time sheets for accuracy prior to submission for payroll processing.
  • Performed clerical duties such as photocopying, faxing and scanning documents.
  • Supported Human Resources activities by maintaining personnel files in accordance with legal requirements.
  • Processed financial documents, contracts, expense reports and invoices.
  • Created memos, letters and other documents, fostering internal and external communication.
  • Checked figures and postings for correct entry and proper codes.
  • Managed service agreements and purchase orders.
  • Coordinated with IT department to resolve technical issues and maintain office software updates.
  • Reviewed completed work job orders to verify consistency, quality, and conformance.
  • Participate in training new employees to meet job requirements.

Education

High School Diploma -

Samuel Ayer High School
Milpitas, CA
06-1967

Some College (No Degree) -

San Jose City College
San Jose, CA

Some College (No Degree) -

Santa Rosa City College
Santa Rosa, CA

Skills

  • Records Management
  • Scheduling appointments
  • Data retrieval systems
  • Office Management
  • Account Reconciliation
  • Credit and collections
  • Scheduling and calendar management
  • Document Control

Certification

  • First Aid CPR AED

Issued on 3/25/2024. Renew by 03/2026

Break In Employment

  • Retired in 2017 to take care of my husband who had fallen ill. My husband passed away in 2021 and I found it necessary to seek employment.

Timeline

Administrative Officer

Big Island Substance Abuse Council
02.2024 - 09.2024

Office Administration Assistant

Hawthorne Pacific Corporation
03.2012 - 10.2017
  • First Aid CPR AED

Issued on 3/25/2024. Renew by 03/2026

High School Diploma -

Samuel Ayer High School

Some College (No Degree) -

San Jose City College

Some College (No Degree) -

Santa Rosa City College
Mary Shannon