Sarah Ellis
Pocatello,ID
Summary
Dynamic administrative professional with extensive experience, excelling in payroll administration and invoice processing. Proven ability to enhance operational efficiency and resolve complex issues. Skilled in database management and effective communication, successfully implementing new systems that improved accuracy and streamlined processes.
Overview
21
21
years of professional experience
Work History
Administrative Assistant
City of Pocatello
Pocatello, ID
01.2025 - Current
- Directed customer inquiries to appropriate department personnel.
- Greeted visitors and provided general information about the company.
- Handled incoming and outgoing correspondence, including email, mail, and package deliveries, ensuring timely distribution.
- Managed database systems containing water production information.
- Pleasantly welcomed visitors, answered phone calls, and maintained front reception desk.
- Received and dispatched calls for water usage inquiries, frozen lines, and reported leaks.
Accounts Payable/Payroll Coordinator
Wickenburg Unified School District
Wickenburg, AZ
09.2020 - 11.2025
- Reviewed requisitions submitted by all departments to make sure they met all procurement laws and were coded to the correct accounts
- Distributed purchase orders to all departments
- Processed all received invoices and vouchered checks through Maricopa County
- Track and analyze monthly utility bills for any drastic changes
- Investigate missing checks, and request replacements from Maricopa County
- Assisted all departments with questions regarding making purchases
- Reconcile hours for 200+ employees, substitutes and coaches
- Setup and management of all payroll deductions including health benefits
- Quarterly reporting of federal/state income taxes and unemployment requirements
- Yearly reporting of 1099 Nec/Misc, W-2 and 1095s
- Implemented a new accrual system of vacation time
- Facilitate biweekly deduction and reporting of all third party deductions
- Answer all inquiries regarding employee pay verifications
Grants Management/SPED Secretary
Wickenburg Unified School District
Wickenburg, AZ
02.2019 - 09.2020
- Collected data from Special Education Department to report to Medicaid
- Facilitated a Medicaid reporting Audit of reimbursed funds
- Maintained budget entry of Federal, State and Local Grant Funds in Accounting System
- Created, processed and received purchase orders for curriculum, classroom, and office items
- Maintained high level confidentiality for Special Education Student Files
- Scheduled student evaluations with therapist
- Organized student files, and obtained signatures from specialty staff such as physical therapist, occupational therapist, and speech therapist on federally regulated documents
- Assisted in the coordination of Professional Development days for Teachers
- Arranged travel for groups and individuals to attend conferences
Customer Service Rep II
EPCOR
Sun City, AZ
05.2016 - 02.2019
- Processes applications for new water meters including permanent residential and commercial as well as fire hydrant meters
- Cashier duties with daily cash handling and batch balancing
- Addressing customer questions and concerns in person, as well as via email and phone
- Daily reports including morning service order status and end of day cashier batches
- Processing of Miscellaneous invoices
- Educating customers on water usage and how to identify water leaks
- Passed AZ Dept of Environmental Quality Certifications level I and II
Materials Required Planning Specialist/Supervisor
Science Care
Phoenix, AZ
05.2014 - 09.2015
- Supervises the allocation of over four thousand orders per year, approximately one quarter of them being International
- Investigates customer complaints and makes quick decisions about immediate resolution
- Maintains high level confidentiality for research and development companies
- Control and maximize inter-company transfers of inventory between five facilities across the US
- Intercompany transfers reduced by over $150 thousand dollars in one year
- Daily reporting to Vice President and CEO regarding order fulfillment and monthly revenue goals
Client Services Coordinator
Science Care
Phoenix, AZ
07.2012 - 05.2014
- Managing the customer relations process including client needs assessment, quote and order fulfillment
- Coordinating medical training events and research labs for large medical device companies
- Ensure compliance with Tissue Use policies and transportation/distribution restrictions
- Researched reporting capabilities of in house software and created reports for daily, weekly and monthly metrics reports to increase productivity
- Contacted local vendors near Science Care’s five facilities across the country to negotiate equipment rental contracts
Continuing Medical Education (CME) Services Coordinator
Science Care
Phoenix, AZ
04.2007 - 11.2011
- Facilitated the implementation and reaccreditation of the company as an accredited provider of CME credits for doctors and surgeons through the Accreditation Council for Continuing Medical Education (ACCME)
- Monitored the application process and allocation of grant funds from multiple medical device and technology companies
- Coordination of over 100 CME activities online and across the United States from planning stages through completion
- Provide direct administrative support to the Vice President of Professional Education including expense reports, meeting schedules and payroll of contracted employees
- Attend CME related conferences to exhibit Science Care’s Professional Education Programs and attend higher learning courses
Hyphen Administrator
Meritage Homes
Phoenix, AZ
07.2004 - 01.2007
- Assisted in the implementation of online scheduling program for greater Phoenix area
- Trained over seventy-five Construction Managers to use online scheduling system
- Created and maintained over twenty unique templates for multiple house plans and job sites
- Day to day maintenance of over a thousand active home builds
- Researched accounting reconciliations and submitted weekly expense reports
Education
Associated Degree - Internet Programming And Software Design
High Tech Institute
Phoenix09-2002
Skills
- Database management
- Correspondence handling
- Payroll administration
- Invoice processing
- Travel coordination
- Attention to detail
- Effective communication
- Problem solving
- Customer service
References
Available upon request
Timeline
Administrative Assistant
City of Pocatello
01.2025 - Current
Accounts Payable/Payroll Coordinator
Wickenburg Unified School District
09.2020 - 11.2025
Grants Management/SPED Secretary
Wickenburg Unified School District
02.2019 - 09.2020
Customer Service Rep II
EPCOR
05.2016 - 02.2019
Materials Required Planning Specialist/Supervisor
Science Care
05.2014 - 09.2015
Client Services Coordinator
Science Care
07.2012 - 05.2014
Continuing Medical Education (CME) Services Coordinator
Science Care
04.2007 - 11.2011
Hyphen Administrator
Meritage Homes
07.2004 - 01.2007
Associated Degree - Internet Programming And Software Design
High Tech Institute
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