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, CA06-1967
Some College (No Degree) -
San Jose City College
San Jose, CASome College (No Degree) -
Santa Rosa City College
Santa Rosa, CASkills
- 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
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