Sharon Kotoff
Whittier,California
Summary
Versatile and accomplished professional with extensive experience in administrative support and office management, notably with the Los Angeles County Sanitation Districts. Excelled in document preparation, calendar management, and confidentiality maintenance, enhancing operational efficiency by 30%. Skilled in customer interaction and adept at coordinating high-level meetings, demonstrating exceptional organizational and communication abilities.
Overview
42
42
years of professional experience
Work History
Secretary to Assistant Chief Engineer
Los Angeles County Sanitation Districts
09.2017 - Current
- Proofread, Log, and Forward Board Meeting Agenda Items
- Search for Daily SGVT Newspaper Clippings relative to business
- Manage supervisor's Outlook Calendar Updates and Schedule Meetings
- Monitor, Forward, and Respond to Incoming Suggestion Box Items
- Forward and Track Legal Log to Attorneys and Department Heads
- Attend Districts' Board Meetings via Zoom as Back-up Notetaker
- Proofread Meeting Notes from Secretary to the Chief Engineer
- Prepare Status Report for Board Secretary's Office
- Proofread Minutes by the Secretary to the Boards' Office
- Organize Monthly Department Head Meetings
- Incoming US Mail Documents - Release and Forward Electronic Version as Appropriate
- Enter Timekeeping for Supervisor
- Process Requisitions and Receivers in procurement
- Collect, Proofread, and Post Annual Accomplishment and Goals Reports
- Process Expense Claims for the Supervisor
- Manage and Maintain an Emergency Contact Phone List
- Handle Petty Cash
- Take notes in person at Board Meetings as a "Backup notetaker" when the Secretary to the Chief Engineer is not available.
Secretary II, Water Quality
Los Angeles County Sanitation Districts
05.2016 - 09.2017
- Secretary to Section Head, two Supervising Engineers, and all staff in Water Quality Section.
- Format and proofread correspondence, reports, and technical documents and prepare for email or U.S. mail to various government agencies.
- Schedule meetings and send invitations via Outlook, utilizing the Scheduling Assistant.
- Scan, copy, and convert files into Adobe Acrobat (PDF} format.
- Save, profile, and organize documents in DMS; search "Inside EPA" subscription daily for news and information regarding stormwater
- Print and process invoices and handle purchasing requirements in ERP iProcurement (create requisitions and receipts)
- Log and track invoices and Purchase Order funds for multiple stormwater consulting service projects.
- Perform timekeeping tasks in ERP, including sending deadline reminders to staff.
- Maintain internal mail log in Excel to track incoming and outgoing mail.
- Handle onboarding of new employees, including set up of office, computer, phone, supplies, business cards, etc.
- Answer phones and take messages for Section Head and Supervising Engineers.
- Forward phone calls to appropriate engineer; maintain and order cartridges for multiple printers; maintain and order office supplies.
- Make reservations upon request for conference rooms.
- Handle petty cash and request reimbursements.
- Archive historical documents in DM5 and send to offsite storage.
- Occasionally assist with Requests for Board Agenda Items.
Revenue Collection Supervisor
Los Angeles County Sanitation Districts
09.2013 - 05.2016
- Log and balance in multiple Excel spreadsheets all incoming Revenue Collection money on a daily basis
- Work in Mainframe, ERP, iPACS, and WSX; process purchasing requisitions a1 receipts in ERP
- Maintain funds in ERP for temporary job agencies.
- Speak to customers and route customer phone calls to the appropriate Surcharge Assistant; process various letters and packets to be sent via registered mail.
- Scan and file to OM
- Responsible for timekeeping for 16 employees and 4 temporary employees
- Update Outlook calendar for supervisors, especially time-off schedules for 20 employees
- Schedule meetings and send Outlook invitations
- Produce monthly reports
- Mail statements and requests for information to customers
- Prepare for various aspects of the annual Surcharge filing deadline.
- Meet customers in JAO Lobby to issue receipts for payments.
- Handle special projects; order office supplies and maintain supply cabinet.
- Miscellaneous office duties.
Intermediate Typist Clerk/Timekeeper, SJ Creek
Los Angeles County Sanitation Districts
09.2009 - 09.2013
- Timekeeping for approximately 130 monthly employees, six hourly employees, and three student interns.
- Produce monthly timekeeping reports regarding monthly and hourly employees and student interns.
- Process a Blanket Contract to PO in EAM for invoices from several outside laboratories and vendors, which includes cross-referencing paid/unpaid invoices and knowledge of available blanket contracts for specific tests.
- Scan requisitions and daily Chain of Custody. Data sheets, laboratory bench binders, and Safety Meeting minutes into OMS; Utilize LIMS System to generate, download, and upload Landfill Monitoring/Sub D reports to OMS.
- Process Employee Requests for Time Off; Make conference room reservations.
- Maintain phone extension and employee vehicle lists
- Sort interoffice and U. mail.
- Greet laboratory visitors, vendors, and job applicants in a friendly, professional manner.
Office Administrative Assistant
Primerica Financial Services
04.2002 - 07.2009
- Office Manager to Senior Vice President and all base shop agents.
- Process applications for life insurance applications, including ordering and tracking medical exams and medical records for the Home Office and Home Office website.
- Regularly report status to agents.
- Process life insurance policies for agent delivery. Process applications for securities/investments per state guidelines.
- Process recruit applications and track recruit progress in becoming an agent.
- Process applications for home loans, long-term health care, and prepaid Legal programs.
- Monitor agent license renewals.
- Review all paperwork and applications for accuracy and completeness.
- Troubleshoot, maintain logs, maintain files, compose and type correspondence, and prepare UPS shipments.
- Professionally handled all confidential materials and information regarding finances and medical status.
Institute Proofreader
California Institute of Technology
11.1991 - 04.2002
- Proofread graduate student theses and made correction notations for spelling, grammar, punctuation, and layout.
Executive Secretary
ICL Clinical Laboratories
12.1987 - 12.1989
- Executive Secretary with general office duties for President of the Medical Laboratory.
Secretary
North American Health Care
12.1982 - 04.1987
- Secretary to Controller and Safety Manager of a nursing home chain.
Education
High School Diploma -
Rio Hondo College
Whittier, CASkills
- Administrative support
- Calendar management
- Document preparation
- Meeting coordination
- Email management
- Office organization
- Data entry
- Telephone communication
Software
- Microsoft Word
- Microsoft Outlook Microsoft Excel DM5
- Oracle
- EAM
- Mainframe LIMS
- Taleo (Applicant Tracking System)
- Typing Speed: 97 wpm (100 percent accuracy) Ten-Key (high-speed by touch)
Timeline
Secretary to Assistant Chief Engineer
Los Angeles County Sanitation Districts
09.2017 - Current
Secretary II, Water Quality
Los Angeles County Sanitation Districts
05.2016 - 09.2017
Revenue Collection Supervisor
Los Angeles County Sanitation Districts
09.2013 - 05.2016
Intermediate Typist Clerk/Timekeeper, SJ Creek
Los Angeles County Sanitation Districts
09.2009 - 09.2013
Office Administrative Assistant
Primerica Financial Services
04.2002 - 07.2009
Institute Proofreader
California Institute of Technology
11.1991 - 04.2002
Executive Secretary
ICL Clinical Laboratories
12.1987 - 12.1989
Secretary
North American Health Care
12.1982 - 04.1987
High School Diploma -
Rio Hondo College
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