Mary Ann SAUNDERS
Chesapeake,Virginia
Summary
Accomplished administrative professional with over 15 years of progressive experience supporting multiple departments within the City of Chesapeake, including the City Clerk's Office, Sheriff's Office, Police Department, and Parks & Recreation. Highly skilled in purchasing procedures, contract management, accounts payable, vendor relations, and ERP systems such as PeopleSoft, KRONOS, and Mainframe. Recognized for exceptional organizational skills, attention to detail, and the ability to streamline processes to improve efficiency. Proven track record in managing budgets, reconciling purchasing cards, processing requisitions, coordinating special projects, and ensuring compliance with municipal, state, and federal regulations. Adept at fostering positive relationships with vendors, staff, and the public while handling confidential information with integrity.
Overview
19
19
years of professional experience
Work History
Office Specialist II
City Clerk’s Office, Chesapeake, VA
07.2019 - Current
- Provide administrative support to the City Clerk.
- Manage procurement functions, including initiating purchase requisitions, processing purchase orders, reconciling monthly P-Card statements, and maintaining accurate vendor and payment records.
- Serve as the primary point of contact for vendor communications, ensuring compliance with City procurement policies and the timely resolution of invoice discrepancies.
- Certified Passport Acceptance Agent, processing official U.S. Department of State passport applications.
- Maintain records in the City's Mainframe Database and PeopleSoft systems, ensuring accurate financial tracking and reporting.
- Monitor departmental expenditures, track budgets, and prepare financial reports to support departmental decision-making.
- Coordinate the acquisition of office, City Council, and City Council meeting supplies.
- Demonstrated adaptability by quickly learning new software programs and office tools as required, continuously improving skill set.
- Provided exceptional support during peak periods, regularly prioritizing tasks based on urgency while maintaining attention to detail.
- Process accounts payable, ensuring invoices are processed and paid to vendors within deadlines.
- Serve as the department’s Wellness Coordinator, organizing employee engagement and health-related initiatives.
- Optimized scheduling and appointment coordination, ensuring smooth daily operations for all team members.
- Contributed to positive company culture by assisting coworkers whenever possible, fostering a sense of teamwork and collaboration.
- Safeguarded confidential information through proper handling of sensitive documents and adherence to privacy policies.
Office Specialist II
Chesapeake Sheriff’s Office, Chesapeake, VA
07.2017 - 07.2019
- Assistant to the Undersheriff. Generated correspondence, memos, scheduled appointments and meetings, maintained calendar, and assisted with hiring new deputies.
- Provided additional administrative support to the Chief Deputy and senior administrative staff by scheduling appointments, preparing correspondence, and assisting with reports.
- Created and maintained an organizational chart of the Sheriff’s vehicle fleet and the deputies assigned to them to ensure asset tracking and compliance.
- Assisted Public Information staff with details and logistics of special events.
- Created and maintained an employee database containing photos and platoon assignments of each deputy.
- Provide excellent customer service by being the first point of contact for citizens and staff members.
- Assist with the departmental hiring process by creating applicant files, working closely with Internal Affairs while applicant background investigations were being conducted, and entering new hire credentials into the employee database.
- Assist with daily office operations by generating inmate billing invoices for collection by the Treasurer’s Office, processing and distributing the mail, and establishing and overseeing the maintenance of files.
- Serve as the Employee Relations Committee (ERC) Secretary, creating agendas and taking minutes of the meetings. Assist with Departmental and community events by creating fliers, attending events, and ensuring smooth event operations.
Office Assistant II
Chesapeake Police Department, Animal Services Unit, Chesapeake, VA
06.2016 - 07.2017
- Provide excellent customer service to citizens and guests at the Animal Shelter by assisting with animal adoptions and scheduling animal surgeries.
- Prepare documents and correspondence for the Animal Services Team.
- Assist with the daily operations of the animal shelter by performing administrative duties, including processing accounts payable in PeopleSoft, preparing deposits in the City Treasurer’s Mainframe database, and maintaining financial records for the Animal Services Unit.
- Provided administrative support and training to other members of the staff.
- Ensure animal bite and exposure reports comply with the Chesapeake Health Department’s requirements.
- Update information regarding individual animals’ health conditions, medicines given, adoption, or animal surrender details.
- Assist the Volunteer Coordinator with marketing and informational materials.
Member Services Representative (Part-Time)
Towne Bank, Chesapeake, VA
09.2014 - 03.2016
- Managed financial transactions, account reconciliations, and compliance with banking regulations, including Anti-Money Laundering (AML) and Bank Secrecy Act (BSA) requirements.
- Delivered high-level customer service while ensuring accuracy and regulatory adherence.
- Conducted daily cash handling and reconciliation of the cash drawer.
- Verified and examined checks, cash, money orders, and/or other financial documents for correct information.
- Entered members’ transactions into Bankway teller system.
- Performed community work on behalf of TowneBank.
- Followed security guidelines, applicable federal laws, rules, and regulations as related to the Anti-Money Laundering (AML) and Bank Secrecy Act (BSA).
Office Specialist II
Chesapeake Parks, Recreation, and Tourism, Chesapeake, VA
08.2006 - 05.2014
- Assistant to the Recreation Superintendent and the Parks & Municipal Services Superintendent.
- Assisted in the preparation of annual budgets, tracked expenses, and processed procurement requests for multiple divisions.
- Prepared meeting agenda packets for various divisions, staff, and citizens.
- Served as co-project manager of the Fun Forest Rebuild, overseeing procurement, volunteer coordination, and vendor negotiations.
- Coordinated large-scale community projects, including vendor sourcing, contract negotiations, and purchase order processing.
- Organized and led several community meetings related to the Fun Forest rebuild.
- Created, processed, and maintained background checks and reports for hundreds of volunteers.
- Organized and led the moving of the Parks and Recreation offices and staff from the Mann Drive location to the new Progressive Drive offices.
- Assisted with the development of a comprehensive New Employee Handbook for Community Center Staff that streamlined the training process for new employees.
- Assisted with the creation of marketing materials for the Department by taking photographs, gathering information for the Leisure Guide, and publishing Media Tip Sheets, fliers, and ads for programs.
- Served as Copy Editor for the Leisure Guide, which is distributed to over 60,000+ homes and online.
- Assisted the Public Information Coordinator with various reports, developing marketing strategies, and obtaining sponsorships.
- Assisted the Leisure Division with planning events, logistical support, marketing, data entry, procurement of goods and/or services, and attending events.
- Managed payroll functions and monitored staffing budgets using KRONOS.
- Researched any payroll discrepancies and verified employee leave balances.
- Assisted Parks & Municipal Services Superintendent and Recreation Superintendent, and other supervisors with confidential hiring procedures.
- Worked with multiple departments to create the Parks and Recreation portion of the City’s Comprehensive Plan.
- Provided administrative support and served as the recording secretary for the Chesapeake Fine Arts Commission.
Education
Bachelor of Science - Business Administration / Management
Columbia Southern University
Orange Beach, Alabama10.2021
Associate in Applied Science - Business Management
Paul D. Camp Community College
Suffolk, Virginia05.2002
Skills
- Proficient in Microsoft Office Software (Outlook, Word, Excel, PowerPoint, Publisher)
- Experience with PeopleSoft, Kronos, Activecom, Offender Management System (OMS), Law enforcement Records Management, Web-based Applications, and programs
- Notary Public – Valid through October 31, 2026
- Certified by the US Department of State as a Passport Acceptance Agent
- Art of Communication, City of Chesapeake
- MS Excel Intermediate Training, City of Chesapeake
- MS Word Intermediate Training, City of Chesapeake
- Supervisory Certificate, City of Chesapeake
- Multi-Tasking Management for Support Staff, City of Chesapeake
Timeline
Office Specialist II
City Clerk’s Office, Chesapeake, VA
07.2019 - Current
Office Specialist II
Chesapeake Sheriff’s Office, Chesapeake, VA
07.2017 - 07.2019
Office Assistant II
Chesapeake Police Department, Animal Services Unit, Chesapeake, VA
06.2016 - 07.2017
Member Services Representative (Part-Time)
Towne Bank, Chesapeake, VA
09.2014 - 03.2016
Office Specialist II
Chesapeake Parks, Recreation, and Tourism, Chesapeake, VA
08.2006 - 05.2014
Associate in Applied Science - Business Management
Paul D. Camp Community College
Bachelor of Science - Business Administration / Management
Columbia Southern University
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