Stephanie Watkins
Indianapolis,In
Summary
Executive Assistant with strengths in executive scheduling, board preparation, event planning, and confidential record management. Supports association teams by coordinating travel, preparing agendas and minutes, maintaining files, and building effective connections with Members, Contractors, Architects, Engineers and other Industry Partners.
Overview
18
18
years of professional experience
Work History
Executive Assistant
IND Mason Contrctrs Assoc/Midwest Masonry Council
Indianapolis, Indiana
06.2021 - Current
- Build and maintain relationships with Architects and Engineers in Indiana and Kentucky.
- Coordinated executive calendar and scheduled meetings for association leadership and MMC staff, ensuring efficient time management.
- Prepared board agendas, meeting minutes, and supporting materials for membership and committee sessions.
- Distributed event notices to members for upcoming activities and meetings. and association communications for Indiana Mason Contractors Association and MMC.
- Assisted with event planning, registration, and onsite logistics for contractor meetings.
- Maintained confidential files, contracts, and association records while following accurate office procedures.
- Assisted with event planning, registration, and onsite logistics for Architects and Engineer conference sessions.
- Prepared board agendas, minutes, and meeting materials for membership and committee sessions.
- Collaborated with vendors, members, and committees to enhance support for association services, fostering strong relationships.
- Prepared reports, presentations, agendas, minutes, and other documents for executive staff.
- Scheduled travel and hotel reservations for meetings, conferences, and seminars.
- Managed complex calendars, appointments, meetings, and travel arrangements for the executive team.
- Organized conferences, seminars, and other events for executives.
- Served as liaison for BAC Local 4 union contractors, architects, and engineers.
- Developed and organized filing systems for both digital and physical records. computer- and paper-based filing and organization systems for records, reports and documents.
Account Specialist
Priority Ambulance Service.
Indianapolis, In
11.2020 - 06.2021
- Complete month-end reports for daily cash receipts and daily cash journals.
- Post cash, checks, credit cards, and electronic funds transfers to accounts accurately and on time.
- Post payment denials and adjustments to patient accounts.
- Research and resolve incorrect payments, EOB rejections, and other outstanding account issues by reviewing data.
- Handled patient account inquiries for ambulance service billing and collections, ensuring timely resolution and customer satisfaction.
- Delivered prompt responses to customer phone calls and emails, enhancing overall service experience.
- Coordinated with other departments to address and resolve customer account issues effectively.
- Reconcile individual transmissions and lockbox deposits for manual or electronic posting procedures.
- Research and maintain Excel spreadsheets for ACH payments, EFT payments, and physical checks received.
- Extracted Explanation of Benefits documents from multiple online sources for processing.
- Resolved account discrepancies through meticulous investigation and collaboration with the finance department.
Badge Clerk
Birmingham Airport Authority.
Birmingham, Al
09.2019 - 10.2020
- Take fingerprints of applicants using the Automated Fingerprint Identification System (AFIS) for electronic submission to TSA.
- Reviews badge applications for completed and proper information, and signatures on applicants security History Records Check (CHRC) certification) along with the appropriate forms of identification.
- Gathered biometric and biographic PII information to ensure proper identification of airport ID badge applicants and created electronic files for transmission to clearinghouse agencies for federal Bureau of Investigation (FBI) CHRC and Transportation Security Administration (TSA) Security Threat Assessment (STA) processing.
- Produced airport ID badges by creating badge files, maintaining records through data entry and imaging, managing photo and ID production/recovery, and overseeing inventory control.
- Administer Security Identification Display Area (SIDA), secure area, and driver training/testing to applicants (Certifies successful completion of training).
- Review identification and immigration status documents submitted to verify identity and determine validity and legal status, according to established policy and procedure.
- Supported internal audits and audits conducted by the TSA and other government agencies.
- Prepared documents, forms, and reports for airport administrative staff.
Legal Assistant
Burke Harvey LLC.
Birmingham, Al
03.2018 - 04.2019
- Supported mass tort litigation by filing personal injury claims, reviewing medical records, extracting key case details, and gathering client information.
- Organized case files, tracked calendars, met deadlines, documented actions, and entered data into file databases and case management software for efficient case management.
- Monitored case status updates from attorneys and courts on behalf of clients to ensure timely progress.
- Maintained attorney calendars, meetings, and litigation deadlines.
- Prepared client correspondence and intake documents to facilitate effective communication and information gathering.
- Coordinated filing, service, and delivery of legal documents.
- Assisted attorneys with calendar management, appointment scheduling, file organization, correspondence preparation, court document filing, and signature collection.
- Entered updated information from attorneys and clients into databases.
- Managed incoming phone calls related to client inquiries., meeting planning, and conference coordination.
- Assisted with document production and deposition preparation.
- Researched court cases and collected relevant case information.
- Stayed abreast of changes in legislative and regulatory guidelines.
- Assisted with litigation tasks and managed case tracking.
- Reviewed invoices for compliance with federal HITECH law and assisted with the negotiation process.
- Converted paper documents into electronic files for secure database storage.
ROI Specialist
Access Information Management.
Birmingham, Al
03.2017 - 03.2018
- Validated requests and authorizations for release of medical information according to HIPAA regulations. Provide excellent customer service by being attentive, respectful, and professional at all times.
- Managed medical record requests on behalf of Physicians and their nurses with accuracy.
- Retrieved, reviewed, and assembled records for ROI requests.
- Completed release of information by retrieving, copying, and scanning patient medical records accurately per request.
- Engaged with clinics, hospitals, and customers to resolve missing documentation issues, ensuring timely access to medical information.
- Applied HIPAA rules and privacy standards during record handling.
- Safeguarded patient records, managing data transfers in compliance with HIPAA standards and organizational regulations.
- Verified release authorizations and patient identifiers for Access Information Management.
- Monitored and recorded request status in records management databases for effective tracking.
- Collaborated with supervisors and team members to address and resolve workflow issues, enhancing operational efficiency.
- Maintain confidentiality, information security, and ethical behavior when handling all medical records and company information. Ability to recognize emergency situations within the context of job duties. Ability to read and comprehend basic healthcare terminology.
Accounting Clerk
Ray Skillman Westside Imports.
Indianapolis, In
02.2009 - 12.2016
- Managed accounts payable and receivable transactions, ensuring timely processing and accurate financial records.
- Handled accounts payable and receivable, including invoicing and payment processing.
- Maintained accounts receivable records and coordinated monthly billing activities to support cash flow management.
- Reconciled bank statements and resolved ledger differences for accurate reporting.
- Reconciled bank statements to ensure accuracy of financial records.
- Assisted with the preparation of month-end close activities including journal entries, reconciliations, accruals.
- Assisted with external audits conducted by accounting firms.
- Implemented program to create daily spreadsheets and streamline financial reporting.
- Process title paperwork for retail and wholesale purchases. Buy and sell wholesale inventory.
- Answer multi phone line, Customer service, Data entry, Sort incoming and outgoing mail, prepare overnight packages, Purchase supplies and forms for multiple locations.
- Updated vehicle inventory records and tracked title and registration documents.
Education
High School Diploma -
George Washington High School
Indianapolis, IN05-1996
Skills
- Executive assistance and support
- Calendar and meeting management
- Travel coordination and logistics
- Conference planning
- Vendor management
- Board documentation preparation
- Excel data analysis
- Budget management and planning
- Event planning
- Meeting coordination
- Relationship building
- Performance improvement strategies
- Strategic planning
- Problem solving skills
- Expense reporting
- Schedule management
- Social media management
- Website management and security
- Web content creation
- Promotional planning and marketing strategies
- Website security management
- Web content creation
- Budget planning
- Promotional planning
- Marketing strategies
Affiliations
- American Institute of Architects (AIA)
- International Masonry Institute (IMI)
- Construction Specification Institute (CSI)
Timeline
Executive Assistant
IND Mason Contrctrs Assoc/Midwest Masonry Council
06.2021 - Current
Account Specialist
Priority Ambulance Service.
11.2020 - 06.2021
Badge Clerk
Birmingham Airport Authority.
09.2019 - 10.2020
Legal Assistant
Burke Harvey LLC.
03.2018 - 04.2019
ROI Specialist
Access Information Management.
03.2017 - 03.2018
Accounting Clerk
Ray Skillman Westside Imports.
02.2009 - 12.2016
High School Diploma -
George Washington High School