Roberto Collazo
Bayamon,Puerto Rico
Summary
Financial Management Assistant and Administrative Assistant with 31+ years of dedicated, exceptional customer-relation and decision-making skills, strong work-ethic with a professional demeanor, detail-oriented, consistency in operational resolutions, innovative and efficient solutions for ineffective processes and adapt to diverse challenges and tasks. Outstanding organizational skills and excels at planning, arranging, and prioritizing multiple projects simultaneously. Articulate, proactive, possess exceptional interpersonal skills and can communicate concisely at all levels. Skilled in problem-solving, committed to accurate accountable cross-tracking within units, department, offices, or as deemed necessary. Able to create a variety of documentation, including instructions, manuals, and reference guides for internal audiences as well as local, state, and federal audiences. Passionate about delivering results that go beyond initial expectations while adhering to established guidelines and regulations. Ability to work effectively in multiple tasks with a positive attitude, with minimum or no supervision.
Overview
41
41
years of professional experience
Work History
Funds Assigner/Data Analyst
DEA Contractor - DJS Consulting Group
San Juan, PR
05.2023 - Current
- Obtain proper supporting documentation before recording commitments or obligations.
- Follow DEA policies and procedures for recording and reconciling commitments and obligations.
- Perform monthly and/or quarterly obligation reconciliations.
- Maintained updated knowledge through continuing training.
- Understood and followed oral and written directions.
- Worked with cross-functional teams to achieve goals.
- Maintained open communication with team members and allowance approvers to to apprise of any deficiencies in the funds assigning process and keep them informed of updated directives coming down from the Financial Management Division, resulting in successful project outcomes.
- Maintained schedule of class assignments to meet deadlines.
Funds Assigner/Data Analyst
DEA Contractor - DJS Consulting Group
San Juan, Puerto Rico
05.2023 - Current
- Managed daily cycle counts and full audits every quarter to keep inventory records accurate and current.
- Conducted regular audits of existing procedures and protocols related to inventory management.
- Maintained accurate records of all incoming and outgoing property items.
- Investigated discrepancies between physical counts and computerized records.
- Performed physical counts of inventory and reconciled with computer-generated reports.
- Managed the movement of goods from suppliers through warehouses, stores, and other distribution centers.
- Ensured compliance with agency policies regarding inventory management.
- Identified process improvements that would reduce waste while increasing productivity.
- Provided guidance and direction to Property System Technicians on proper inventory handling techniques.
- Collaborated with logistics team members to coordinate transportation plans for raw materials, finished products, components.
- Participated in physical inventory counts to keep information accurate and current.
- Performed inventory cycle counting and identified discrepancies.
- Entered information into system to update status reports.
- Coordinated receipt of incoming materials and verified accuracy of items received.
- Assisted with execution of projects and made recommendations for process improvement to appropriate leaders.
- Unpacked and examined incoming shipments to confirm consistency with records and routed materials to appropriate department.
- In charge of planning, organizing and implementing procedures for disposal of accountable property with local recycling companies.
- In charge of planning, organizing and implementing procedures for lost, damaged or stolen property.
- Coordinate and facilitate the overall operation of the disposal run of accountable property with local recycling companies.
Facilities Maintenance Assistant
DEA Contractor - DJS Consulting Group
San Juan, Puerto Rico
05.2023 - Current
- Assistant to the Acting Administrative Officer (AAO) with regards to the facilities maintenance: administration, operation, maintenance, repair, alteration and protection in accordance with all provisions contained in accordance to laws, regulations and delegated to DEA by General Services Administration (GSA). A workflow is maintained for inspections purposes by GSA – monthly, quarterly and annual; to include vendors’ point of contacts (POC).
- Coordinated with vendors on services related to facility repairs and upgrades.
- Maintained records of preventive maintenance programs for all facility equipment.
- Responded quickly to tenant requests for service or assistance with facility issues.
- Worked closely with contractors to ensure completion of assigned projects according to schedule.
- Responded to personnel queries and troubleshooting requests to provide repair services to improve operations.
- Ordered parts, supplies or equipment from catalogs or suppliers.
- Visual inspection of the leased spaces - detainee area (ground floor) and 5th to 7th floors – for proper functionality in accordance with GSA safety policies and regulations. Provide feedback to the AAO on any irregularities found with DEA managerial staff and email dissemination to DEA personnel.
- Sustain communication (written/oral) with vendors (maintenance/services) to provide comprehensive understanding of DEA building facility needs consistent with lease agreements delegated to DEA by GSA.
Word Processor Il
DEA Contractor - ITC Federal
San Juan, Puerto Rico
11.2017 - 04.2023
- Organized and maintained filing systems for physical and electronic documents, ensuring accuracy and confidentiality of records.
- Entered data into spreadsheets using Microsoft Excel or other similar programs.
- Handled confidential documents in an organized fashion according to established DEA Policies, Procedures and Regulations.
- Maintained office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies.
- Greeted visitors in a professional manner, responding to inquiries and directing them to appropriate personnel. Directed customer communication to appropriate department personnel.
- Provided secretarial and office management support while building cooperative working relationships.
- Responded effectively to sensitive inquiries or complaints.
- Provided administrative support to the executive team, including scheduling meetings and managing calendars.
- Managed database systems containing criminal case information.
- Ensured efficient operation of office equipment such as printers, copiers and fax machines.
- Developed administrative processes to achieve organizational objectives and improve office efficiency.
- Managed physical and digital files, monitored spreadsheets and updated reports to coordinate project materials.
- Coordinated mailings including sorting mail, preparing packages for shipping via courier service or postal service..
- Prepared and prioritized calendars and correspondence.
- Monitored progress on projects assigned by upper management.
- Utilized editing programs to proofread content for typo-free emails, memos and documentation.
- Conducted research online using DEA search engines on criminal investigative cases.
- Coordinated and created travel arrangements for senior managers according to their requirements and completed expense reports for travel reimbursement.
- Organized files, developed spreadsheets, faxed reports and scanned documents, maintaining front desk and reception area in neat and organized fashion.
- Updated system to organize office documentation, maximizing efficiency and increasing productivity.
- Conducted research, compiled and typed statistical reports, synthesized information and provided excellent communication to disseminate information throughout organization.
- Verified accuracy of timesheets before submitting them for processing.
- Maintained confidentiality around sensitive employee information at all times.
- Maintained accurate records of employees' hours worked, including overtime and vacation time.
- Provided support during internal audits by responding to queries regarding payroll documents and transactions.
- Established employee payroll files and updated existing files with new information.
- Analyzed documents, evidence, and records related to investigations.
- Adhered to strict confidentiality protocols when handling sensitive information.
- Maintained records of all activities related to investigations.
- Monitored online activity related to current cases under investigation.
- Collaborated with law enforcement personnel in preparing cases for trial.
- Maintained detailed case log of all cases assigned to monitor progress and completion.
- Maintained organized records of all information and material pertinent to open investigations.
Time Billing & Accounts Receivable Clerk
FIDDLER, GONZALEZ & RODRIGUEZ
San Juan, Puerto Rico
06.1997 - 05.2017
- Opened Client Matters for posting of billable and non-billable time and disbursement entries.
- Trained and coached attorneys in the use of the Time Entry Program for timely posting of billable hours (timesheets).
- Registered and made corrections to time (billable hours) and disbursement entries prior to invoicing.
- Received and reviewed pre-bills for corrections; prepared and processed difficult invoicing procedures for client accounts with special billing codes and instructions prior to invoicing; sent/submitted invoices to clients via mail, e-mail and electronic billing websites.
- Resolved invoice transaction discrepancies and corrected invoices involving overpayment or underpayment.
- Assisted Billing Supervisor in preparing spreadsheet reports and charts for special task projects requested by the Firm administration and/or Shareholders, consisting of financial projections and budget goals. Balanced Month End prior to changing next month billing cycle.
- Interpreted and implemented billing guidelines or protocols provided by clients, maintaining any necessary database to ensure accurate billing information; reviewed, edited and revised complex invoicing; executed a variety of billing activity reports.
- Provided financial data reports and charts to clients, billing supervisor, financial analyst, administrator, shareholders and other timekeepers.
- Created and established calendar notes and due dates to meet time sensitive deadlines for posting of billable hour’s timesheets, disbursements and invoice posting
- Assisted in month-end closing activities such as preparing journal entries, reconciling accounts, and creating financial reports.
- Entered, posted and scanned accounts receivable documents into accounting software.
- Reviewed all incoming payments for accuracy before posting them into the general ledger system.
- Responsible for entering customer payments into the accounting software system.
- Worked closely with internal teams to resolve customer billing and payment issues.
- Created detailed reports summarizing accounts receivable activity within specified time periods.
- Developed processes and procedures that improved the efficiency of the accounts receivable department operations.
Administrative Typist and Switchboard Operator
UNIVERSITY OF PUERTO RICO
San Juan, Puerto Rico
10.1991 - 06.1997
Clerk Typist, Office Supplies Clerk, Purchasing Agent and Mail Clerk
U.S. CUSTOMS SERVICES - Puerto Rico Branch
San Juan, Puerto Rico
01.1983 - 01.1991
Education
Book Keeping
Central High School
Santurce, PR05-1984
Some College (No Degree) - Communications
Universidad Del Sagrado Corazon
Santurce, PRSkills
- Financial Management
- Administrative Management
- Facilities
- Mobile Equipment Services
- Procurement
- Customer Service
- Conveyance (Fleet) Management
- Individual Work Productivity
- Accounts Payable & Receivable
- Purchasing Agent
- Time Billing
- Inventory Management
- Decision Making
- Problem Solving
- Data & Program Management
- Networking / Outreach
- Microsoft Office - Word, Excel, and Outlook
- Adobe Acrobat Pro
- DEA Mission Systems: Concorde, IMPACT, PTARRS, and Search 20 – NADDIS
- DEA Mission Systems: Concorde - Reports: Enterprise (SMARTS CR), Office of Inspections (Appendix A), DEALS (Training Center), FIRM (Finance Reconciliation Tool), FIRST (Accounting Tool), UFMS (Accounting (Finance Tool), WebTA (Timekeeping Tool), E2 Solutions (Traveling Tool)
Clearance
Sensitive
References
Available upon request
Affiliations
- Volunteer member of a Worldwide Bible Education Program helping people lead productive and meaningful lives.
Languages
English
Full Professional
Spanish
Full Professional
References
References available upon request.
Timeline
Funds Assigner/Data Analyst
DEA Contractor - DJS Consulting Group
05.2023 - Current
Funds Assigner/Data Analyst
DEA Contractor - DJS Consulting Group
05.2023 - Current
Facilities Maintenance Assistant
DEA Contractor - DJS Consulting Group
05.2023 - Current
Word Processor Il
DEA Contractor - ITC Federal
11.2017 - 04.2023
Time Billing & Accounts Receivable Clerk
FIDDLER, GONZALEZ & RODRIGUEZ
06.1997 - 05.2017
Administrative Typist and Switchboard Operator
UNIVERSITY OF PUERTO RICO
10.1991 - 06.1997
Clerk Typist, Office Supplies Clerk, Purchasing Agent and Mail Clerk
U.S. CUSTOMS SERVICES - Puerto Rico Branch
01.1983 - 01.1991
Book Keeping
Central High School
Some College (No Degree) - Communications
Universidad Del Sagrado Corazon
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