Tenured administrative professional with extensive experience supporting the Chief Executive Officer of a multimillion-dollar organization. Excels in fast-paced environments, demonstrating multitasking abilities and meticulous attention to detail. Proficient in office procedures, software, and machines, including the Microsoft Office Suite, scheduling software, internet usage, and database software. Professional office support specialist with extensive experience in administrative functions and office management. Known for reliability and adapting to dynamic work environments. Excellent organizational abilities and a collaborative mindset ensure seamless team operations and goal achievement.
Overview
24
24
years of professional experience
Work History
Administrative Assistant IV
Texas Department Of State Health Services
05.2017 - Current
Assist in the tracking and prioritizing of assignments for the Section Director to ensure smooth Unit workflow
Compose, edit, type and distribute complex correspondence letters, and memoranda and reports for the Section Director
Assist Section Director with general human resource management actions
Forward assignments and emails to appropriate Unit Managers in the Section Director's absence
Review and edit incoming correspondence, including action memos and executive correspondence from eight PSQA units and prepare correspondence for signature by Section Director
Routinely handle confidential letters, memos, and other materials, while ensuring strict confidentiality
Monitor, review, and track travel vouchers and travel requests
Track and collect time and leave reports for Unit Managers and forward to the Consumer Protection Divisional Office
Coordinate with primary administrative assistants from eight PSQA Groups in establishing effective administrative procedures for the Unit
Provide training, research and develop standard operation procedures (SOP) for the PSQA administrative functions
Monitor and receive regular feedback on PSQA administrative activities for the purpose of enhancing existing policies and developing new procedures that will contribute to the overall effectiveness of the Unit
Responsible for ensuring PSQA requisitions are prepared and submitted per Division procedures
Assist Group administrative assistants with Requisitions, when necessary
Responsible for entering Requisitions for Section Director
Maintain a tracking system for Requisitions
Coordinate with the Consumer Protection Divisions' Executive Assistant on cross Unit issues and assist with Section projects
Perform the Administrative Assistant III duties in their absence to include supply ordering, mail handling, Legislative Tracking Assignments, Open Records tracking, and Executive Correspondence (ECC)
Perform emergency response functions and participate in emergency response training as assigned
Participate in exercise and actual emergency responses as required
Administrative Assistant II
Texas Department of State Health Services
04.2015 - 05.2017
Prepares and disseminates information concerning agency programs and services to internal and external stakeholders
Prepares, edits, and distributes correspondence, reports, studies, forms, and documents which requires knowledge in business English, grammar, spelling punctuation, proofing, and editing techniques and having the ability to apply this knowledge
Maintains filing and record-keeping systems
Performs general office duties such as ordering supplies using DSHS and HHSC purchasing policies which include use office supply and requisition ordering; data entry and assisting with general human resources work
Responds to inquiries and interprets rules, regulations, policies, and procedures
Assists in planning meetings, conferences, and seminars
Assists in the planning and execution of administrative agency program functions
Assists in compiling and entering data for charts, graphs, databases, summaries, or reports
Assists in the development of administrative or technical assistance policies and procedures
Provide assistance in answering and routing phone calls, taking messages, and greeting and directing visitors to the appropriate staff
Assist in researching, composing, designing, or editing agency publications; maintains schedules and travel arrangements for staff as required by the Travel Allowance Guide and DSHS travel policies and procedures; perform related work as assigned while providing attention to detail and staying up to date with changing internal policies and memorandum that relate to purchasing, scheduling and use of conference rooms, state equipment and contact information for services throughout DSHS and PSQA
Other duties include but are not limited to retrieving information from Versa Regulation database and forwarding the information to Quality Assurance Officers for review; scan inspection reports to Versa Regulation for records keeping; purges records in accordance with retention schedule policies and procedures, sort and deliver mail to agency personnel; handle mail, email and faxes and distributing them to the appropriate person or department; Inventory and distribute supplies for field inspectors; make sure there are adequate office supplies such as envelopes, paper and copier toner for use by personnel; process and complete mass mailing for agency materials; sorting and preparing documents for image scan; verify images received through email and transferring the images to the correct folders
Accounting
Taylor Auto Credit
02.2012 - 03.2015
Assisted the head accountant by keeping records of vehicles sold and purchased to both customers and auction houses
Daily balancing of AR and AP accounts
Keeping an excel spreadsheet of wholesale vehicles bought and sold through auction
Processed 1099C for customers who defaulted on car notes by sending notification to the customers and submitting the final tally to the Internal Revenue Service
Worked as support for cashier duties that including receiving car payments and payment for rental properties the business owned
Heavy data entry in the company's software which included putting vital information about each vehicle bought and sold, how much bought or sold for
Office Manager
Tri-County Recovery Center
02.2001 - 08.2010
Responsible for scheduling intake appointments for outpatient rehabilitation programs
Responsible for records maintenance including filing important information such as client progress in the program they were assigned to
Responsible for maintaining billing information and record hours and co-pays each client as they progressed in their rehabilitation
Responsible for submitting monthly billings to all local, state and federal contracts and balancing each bill at the end of the month while working under a strict deadline
Responsible for posting payments in Peachtree accounting software and making sure accuracy was top priority
Managed three other office personnel and made sure any responsibilities they were assigned were done in an efficient and accurate manner
Education
High School Diploma - General Studies
Georgetown High School
Georgetown, TX
05.1983
Skills
Peripheral Office Equipment - Expert
Microsoft Works Suite - Experienced
Answering Phones - Expert
Microsoft Word
Microsoft Excel
Filing
Database entry
Timeline
Administrative Assistant IV
Texas Department Of State Health Services
05.2017 - Current
Administrative Assistant II
Texas Department of State Health Services
04.2015 - 05.2017
Accounting
Taylor Auto Credit
02.2012 - 03.2015
Office Manager
Tri-County Recovery Center
02.2001 - 08.2010
High School Diploma - General Studies
Georgetown High School
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