Sonja Banford
Mountain View,CA
Summary
Dynamic and results-oriented professional with extensive experience at Santa Clara Valley Transportation Authority (VTA), excelling in office administration and document management. Demonstrated ability to enhance workflow efficiency and foster teamwork, leading to significant improvements in operational productivity. Skilled in multitasking and problem-solving, with a commitment to delivering exceptional customer service.
Knowledgeable [Executive Assistant II with solid background in office administration and coordination, ensuring smooth operational workflows. Successfully managed schedules, facilitated communication, and streamlined office processes. Demonstrated organizational and multitasking skills to enhance productivity and support team efficiency.
Overview
9
9
years of professional experience
1
1
Certification
Work History
Senior Office Specialist Seven Year Old
Santa Clara Valley Transportation Authority (VTA)
04.2024 - Current
- 00Responded to inquiries from 100+ callers weekly seeking information.
- Greeted incoming visitors and customers professionally and provided friendly, knowledgeable assistance.
- Provided clerical support to company employees by copying, faxing, and filing documents.
- Enhanced office efficiency by streamlining filing systems and implementing digital document management techniques.
- Maintained an organized workplace environment by routinely restructuring workspaces according to evolving needs or priorities.
- Boosted productivity with expert use of office software, including Microsoft Office Suite and Google Workspace applications.
- Assisted in the preparation of presentations and reports, employing advanced formatting skills for increased readability and impact.
- Safeguarded confidential information through proper handling of sensitive documents and adherence to privacy policies.
- Informed and supported business leaders through consistent communication and administrative support duties.
- Fostered operational efficiency and compliance with company policies through effective coordination of office activities.
- Monitored and tracked budgets and expenses.
- Edited documents to keep company materials free of grammar errors.
- Supported staff on special assignments and ad hoc projects.
- Optimized scheduling and appointment coordination, ensuring smooth daily operations for all team members.
- Supported executive staff, managing calendars, coordinating travel arrangements, and preparing meeting materials as needed.
- Demonstrated adaptability by quickly learning new software programs and office tools as required, continuously improving skill set.
- Reduced errors in data entry tasks by meticulously reviewing documents and cross-referencing information.
- Promptly received and forwarded incoming communications, such as phone calls, emails, and letters, to appropriate staff.
- Created and maintained detailed records of all office activities.
- Utilized office management software to record and track customer information.
- Edited and proofread documents for accuracy and completeness.
- Compiled and analyzed data to produce reports.
Project Assistant/Senior Office Specialist
Santa Clara Valley Transportation Authority (VTA)
05.2019 - 04.2024
- Assisted project managers in achieving timely completion of projects through diligent monitoring and tracking of deadlines.
- Completed multiple tasks simultaneously to optimize project completion.
- Monitored and reported on project risks and proposed solutions.
- Assisted with the preparation of project-related reports, manuscripts, and presentations
- Maintained a high level of accuracy in all project documentation, ensuring consistency and clarity throughout the lifecycle of projects.
- Improved project efficiency by 82%, streamlining processes and implementing time-saving strategies.
- Handled administrative duties, filing, and errands with efficiency and zero discrepancies.
- Provided technical support to four project stakeholders to help meet the project objectives
- Researched and analyzed data to support project-related decisions.
- Led oversight of four (Fire Life and Safety Committee, SEIU/VTA Safety Committee, Injury-Illness Prevention Program (IPP) Committee, and Joint Safety Committee (JSC) meeting agenda and tracking.
- Tracked processing of all safety department supplies for all safety employees' rehab.
Senior Administrative Analyst
Municipal Transportation Agency (SFMTA)
08.2018 - 12.2018
- Assisted in strategic planning activities, providing valuable input on potential opportunities for growth or expansion.
- Developed comprehensive reports to provide insights on business performance, enabling informed decision-making.
- Provided exceptional support to executive leadership, handling confidential information with discretion and professionalism.
- Enhanced department efficiency by streamlining administrative processes and implementing time-saving strategies.
- Coordinated logistics for high-level meetings, ensuring seamless collaboration among stakeholders.
- Managed complex scheduling tasks, balancing priorities to ensure timely completion of projects and assignments.
- Oversaw inventory management functions, ensuring adequate supplies were available to meet operational needs without excess waste or expense.
Senior Remediation Analyst
Bank of the West
11.2016 - 06.2018
- Developed strong relationships with external partners such as regulators or auditors as a means of fostering trust in our commitment to adhering required standards.
- Maximized resource utilization by prioritizing high-impact projects based on criticality, deadlines, and available resources.
- Collaborated with cross-functional teams to ensure timely resolution of identified issues and improve overall operational efficiency.
- Improved overall data quality by identifying, analyzing, and remediating data discrepancies within the organization.
- Processed daily exception records created from a customer master system to ensure customers were reporting their businesses to the state.
- Validated and updated missing/incorrect customer attributes which enabled the state to recognize customers businesses were valid.
- Performed data quality review of work completed by team and reported findings to management to facilitate team goals.
- Additional tasks as required to assist with data remediation projects associated with the customer master project.
Administrative Assistant/Data Entry Technician
San Mateo County Transit District
08.2015 - 06.2016
- Delivered excellent customer service through prompt responses to client inquiries, addressing concerns effectively, and building strong relationships.
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Coordinated office supply inventory management, proactively ordering necessary items before depletion to avoid workflow disruptions.
- Ensured accurate record-keeping with diligent data entry and database management for vital company information.
- Collected, prepared, and reconciled information for reports on department bus purchases.
- Processed and reconciled all department operating accounts, invoices, check requests, POs/non-PO receipts, capital accounts, and requisitions.
- Entered / maintained department databases and records to track bus purchases and contracts.
- Purged confidential records to align department with the district’s record maintenance processes.
- Analyzed budget data to run weekly reports.
- Searched the internet for competitive vendor proposals.
- Handled vendor/constituent requests to provide a direct and responsive contact to inquiring parties.
Education
Skills
- Office administration
- Document management
- Workflow optimization
- Calendar management
- Meeting coordination
- Teamwork and collaboration
- Problem-solving
- Customer service
- Time management
- Multitasking
- Excellent communication
- Organizational skills
- Attention to detail
- Adaptability and flexibility
- Self motivation
Certification
- VTA COVID-19 Tailgate, Emergency Response Team (ERT) Certified,
- First Aid, CPR & AED Skills Reinforcement Class for Blending Training,
- FY25 All Hazards Awareness and Preparedness for Transit Employees,
- FY25 General Cyber Security Training,
- FY25 How to Survive an Active Shooter,
- FY25 Sexual Harassment Prevention for Non-Supervisory Employee,
- FY25 Employee Drug and Alcohol, Awareness Training, Violence in the Transit Workplace: Prevention, Response, and Recovery.
Timeline
Senior Office Specialist Seven Year Old
Santa Clara Valley Transportation Authority (VTA)
04.2024 - Current
Project Assistant/Senior Office Specialist
Santa Clara Valley Transportation Authority (VTA)
05.2019 - 04.2024
Senior Administrative Analyst
Municipal Transportation Agency (SFMTA)
08.2018 - 12.2018
Senior Remediation Analyst
Bank of the West
11.2016 - 06.2018
Administrative Assistant/Data Entry Technician
San Mateo County Transit District
08.2015 - 06.2016
- VTA COVID-19 Tailgate, Emergency Response Team (ERT) Certified,
- First Aid, CPR & AED Skills Reinforcement Class for Blending Training,
- FY25 All Hazards Awareness and Preparedness for Transit Employees,
- FY25 General Cyber Security Training,
- FY25 How to Survive an Active Shooter,
- FY25 Sexual Harassment Prevention for Non-Supervisory Employee,
- FY25 Employee Drug and Alcohol, Awareness Training, Violence in the Transit Workplace: Prevention, Response, and Recovery.
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