PATRICIA SWEETS
Summary
Committed job seeker with a history of meeting company needs with consistent and organized practices. Skilled in working under pressure and adapting to new situations and challenges to best enhance the organizational brand.
Overview
31
31
years of professional experience
Work History
BUSINESS OFFICE DIRECTOR
Oakmont of Valencia
03.2020 - 04.2021
- Responsible for overseeing the accounting control functions in accordance with property policies and procedures, standards, guidelines and regulations governing the property and administration of the human resource.
- These responsibilities include, but are not limited to, maintaining accurate budget and work within the guidelines set forth in the budget and monitoring the monthly Spend Downs.
- Perform and oversee the accounting functions.
- Accounts receivable which includes posting charges to resident's accounts, sending resident invoices, posting payments to resident accounts and ensuring that resident accounts are current and paid in a timely manner.
- Accounts payable, which includes coding invoices, entering invoices into the accounting system and assisting vendors with invoices.
- Organize and maintain a system for invoices, financial reports, licensing documents, job descriptions and policies and procedures.
- Maintain petty cash, reconcile credit card statements.
- Maintain all aspects of employee files, wages, withholdings, and complete correspondence in relation to unemployment.
- Implement policies set forth by the Executive Director, Management Group and other regulatory agencies.
- Post for new job positions and schedule interviews.
- Ensure the new hiring process is followed by issuing proper pre-employment documents which include Live Scan and work fitness evaluations, contacting references and adhering to all State and Federal laws governing employment.
- Conduct new hire orientation to relay goals and policies and procedures that govern the community.
- Ensure CPR and Food Handler certifications are to date and computer-based safety training is adhered to, as regulated by Federal and State licensing requirements.
- Process payroll, review timecards, identify late or missed meal punches.
- Enter merit increases as directed by the Executive Director and calculate retroactive pay if needed.
- Worker's Compensation Claim reporting, track time off and work restrictions.
- Responsible for Cal-Osha reporting.
- Issue FMLA forms and monitor Leave of Absence.
- Assist residents, team members and vendors with concerns.
- Order supplies and maintain work and supply room.
- Manage record retention files.
- Managed daily operations and administrative functions for senior living community.
- Oversaw budgeting processes, ensuring financial accountability and resource allocation.
- Coordinated staff schedules to maintain adequate coverage in all departments.
- Trained and mentored staff to improve service delivery and team performance.
- Monitored facility maintenance to ensure a safe and welcoming environment for residents.
- Facilitated communication between management, staff, residents, and families effectively.
- Resolved any discrepancies between vendor invoices and purchase orders.
- Provided technical support to staff members regarding accounting software applications.
- Recruited, trained and motivated staff to form cohesive and high-performance team.
- Maintained up-to-date records of all financial transactions.
- Prepared monthly financial statements for review by senior management team.
- Monitored changes in applicable laws or regulations that affect financial operations of the organization.
- Oversaw daily activities in the business office, such as budgeting, forecasting, cash flow management, cost control, and revenue analysis.
- Reviewed invoices for accuracy before processing payments.
- Managed all aspects of the business office operations, including payroll and accounts payable and receivable.
- Performed regular assessments of payment collections, unbilled services, and outstanding debt.
- Managed financial operations such as AP/AR and payroll.
- Determined appropriate budget levels and tracked expenditures.
- Reconciled bank statements monthly to ensure accuracy of account balances.
- Resolved customer complaints regarding billing issues in a timely manner.
- Monitored accounts receivable, advising of delinquencies or other account irregularities.
- Performed human resources functions by conducting new hire orientation and administering benefits.
- Reviewed invoices for accuracy to identify cost savings.
- Processed and managed accounts payable, driving accuracy and on-time payment of vendor invoices.
- Monitored office inventory to maintain supply levels.
- Established and maintained filing systems to support office personnel.
- Delivered administrative support by conducting research, preparing reports and handling information requests.
- Maintained comprehensive records of business transactions and office activities for audit purposes.
- Handled confidential information with discretion and integrity.
- Ensured compliance with legal and regulatory requirements affecting the business office.
- Monitored office expenditure and recommended cost-saving initiatives.
- Provided administrative support to senior management as needed.
- Enhanced office environment to ensure a safe, clean, and productive workplace for all employees.
- Coordinated payroll processing, including verification of hours, calculation of earnings, and distribution of paychecks.
- Directed accounts payable and receivable, ensuring timely processing and accurate record-keeping.
- Organized and maintained documents, files and records.
- Managed paper or electronic filing systems by recording information, updating paperwork and maintaining documents.
LEAD CONCIERGE
Oakmont of Valencia
06.2019 - 03.2020
- Provide outstanding support and customer service to residents, vendors and staff in a fast-paced environment.
- Create work orders via the Tels System.
- Maintain RSVPs spreadsheets for Marketing Team.
- Assist management staff with various assignments.
- Monitor elopement doors to ensure the safety and well-being of residents.
- Answer telephone and direct calls to appropriate parties.
- Schedule and maintain drive binder to ensure residents are transported in a timely manner.
- Frequent contact with care staff and maintenance via handheld radio to request assistance or report community concerns.
- Monitor residents and guests entering and exiting the community, while ensuring that the appropriate sign in/out logs are utilized.
- Monitor Lifeline System.
- Maintain cleanliness and organization of the Bistro, living room and foyer.
- Collect and account for monies collected for staff and guests meals.
- Complete the daily checklist to ensure staff is advised of important matters.
PRINCIPAL CLERK/OFFICE MANAGER
City of Los Angeles Street Services - Lot Cleaning Division
08.2000 - 02.2017
- Provided in-person, telephonic and written customer service to constituents of the City of Los Angeles.
- Supervised 311-Call Center in conjunction with the Lot Cleaning Division Clerical Unit.
- Served on certification interview panels to evaluate skills of potential new hires.
- Conducted background checks.
- Prepared probationary and annual employee evaluations.
- Conducted orientation and trained new employees.
- Conducted employee counseling and/or initiated employee disciplinary action if necessary.
- Maintained personnel files.
- Maintained all aspects of payroll.
- Monitored sick leave usage reports.
- Conducted bi-weekly safety meetings to ensure proper safety standards were being adhered to.
- Prepared and posted Cal-Osha reports.
- Prepared invoices for work performed by City crews.
- Entered data and reconciled payments.
- Submitted computer-generated report of outstanding payments to the Los Angeles County Assessor's Office.
- Prepared lien's for nonpayment of work performed.
- Issued lien releases.
- Performed calculations directly related to refund or reduction of fees.
- Resolved customer complaints.
- Explained policies and procedures to employees and constituents.
- Researched claims and tracked claims through completion.
- Maintained confidential claim files.
- Prepared complex board and investigative reports for review and approval of the Board of Public Works.
- Coordinated and scheduled tax claim hearings.
- Assisted with initiating and finalizing the City of Los Angeles Annual Weed Abatement Ordinance.
- Updated City of Los Angeles address and change of ownership database.
- Reported worker's compensation injuries and guided employees through the claim process.
SR. CLERK TYPIST
City of Los Angeles Los Angeles World Airports/Contract Administration
06.2000 - 08.2000
- Supervised clerical unit.
- Planned, prioritized and distributed assignments within the unit.
- Maintained contract spreadsheets to ensure contracts were up to date.
- Verified companies were in compliance pertaining to contract specifications and insurance.
- Prepared letters and memos to various City departments and outside agencies.
- Reviewed contracts for accuracy.
SR. CLERK TYPIST
City of Los Angeles City Administrative Office
06.1999 - 06.2000
- Annotated City Council calendars and agendas.
- Indexed reports and correspondence for future use in Council meetings.
- Maintained calendar for Acting General Manager of the Department of Neighborhood Empowerment.
- Prepared itinerary for various speaking engagements.
- Scheduled meetings with various City departments.
- Prepared letters and memos.
- Provided relief in the Executive Office.
SR. CLERK TYPIST
City of Los Angeles Information Technology - Communication Services
03.1998 - 06.1999
- Processed and tracked Communication Service Request (CSR).
- Updated work order statistics reports.
- Data entry.
- Trained higher level management in tracking and processing CSR's.
SR. CLERK TYPIST - SUPERVISOR
City of Los Angeles Information Technology - Personnel Department
09.1990 - 03.1998
- Managed personnel and payroll matters.
- Conducted payroll audit by utilizing various reports.
- Researched and corrected discrepancies.
- Processed emergency check requests.
- Processed overpayments and check cancellations.
- Reported and monitored Workers Compensation claims.
- Maintained departmental employee database.
Education
MANAGEMENT DEVELOPMENT
College of the Canyons
Valencia, CABUSINESS WRITING
City of Los Angeles - Education and Training
VARIOUS PROFESSIONAL DEVELOPMENT COURSES AND SEMINARS
University of Redlands
Skills
- Accounting
- Budgeting
- Payroll
- Human Resources
- Customer Service
- Office Management
- Compliance
- Data Entry
- Report Preparation
- Employee Training
Timeline
BUSINESS OFFICE DIRECTOR
Oakmont of Valencia
03.2020 - 04.2021
LEAD CONCIERGE
Oakmont of Valencia
06.2019 - 03.2020
PRINCIPAL CLERK/OFFICE MANAGER
City of Los Angeles Street Services - Lot Cleaning Division
08.2000 - 02.2017
SR. CLERK TYPIST
City of Los Angeles Los Angeles World Airports/Contract Administration
06.2000 - 08.2000
SR. CLERK TYPIST
City of Los Angeles City Administrative Office
06.1999 - 06.2000
SR. CLERK TYPIST
City of Los Angeles Information Technology - Communication Services
03.1998 - 06.1999
SR. CLERK TYPIST - SUPERVISOR
City of Los Angeles Information Technology - Personnel Department
09.1990 - 03.1998
MANAGEMENT DEVELOPMENT
College of the Canyons
BUSINESS WRITING
City of Los Angeles - Education and Training
VARIOUS PROFESSIONAL DEVELOPMENT COURSES AND SEMINARS
University of Redlands