VANESSA LOPEZ
Mesa,AZ
Summary
Versatile office and administrative support professional with comprehensive experience in various office environments. Skilled in managing office tasks, organizing records, and enhancing workflow efficiency. Demonstrated ability to adapt quickly to new software and systems, improving data management and operational processes. Made significant improvements in document organization and internal communication protocols, leading to smoother daily operations.
Overview
19
19
years of professional experience
Work History
Council Assistant
City of Tempe
10.2024 - Current
- Draft and manage responses to constituent inquiries related to government operations and procedures for City Councilmembers and the Mayor.
- Direct inquiries to the appropriate City departments, and ensure timely follow-up and resolution.
- Maintain a database on constituent inquiries, complaints, and responses.
- Compose and prepare memos and reports related to City Council matters.
- Manage complex Councilmember calendars, and host both in-person and virtual meetings.
- Organize and monitor Councilmember's social media platforms and website.
- Work with the Public Information Office on a variety of social media campaigns.
- Gather newsworthy information and photos for the monthly Councilmember newsletter.
- Inform Councilmembers on various policy issues, and maintain related historical records and minutes.
- Advise and support in the implementation of goals and objectives for special programs, projects, policies, and subcommittees.
- Develop timelines and methods for program operations, and implement related policies and procedures.
- Support the preparation and planning of City Council meetings, constituent meetings, and events.
- Conduct research, and assemble speeches for public presentation.
- Attend events and represent the Council at various functions.
Executive Assistant to Superintendent & Governing Board
Tempe Union High School District
07.2023 - 09.2024
- Responsible for the day-to-day operations of the Superintendent's office, including the implementation and administration of Governing Board policies, district procedures, and rules and regulations.
- Managed the calendar and activities of the Superintendent and elected Governing Board Members, including special events, conferences, and public appearances.
- Preserved confidential files related to the operation of the Superintendent's office and Governing Board, including performance evaluations, corrective action plans, employee and Governing Board goals, and public complaints, and correspondence.
- Arranged travel for the Superintendent and Board Members.
- Participated in agenda planning for board meetings, executive sessions, study sessions, and strategic planning workshops.
- Maintained accurate meeting minutes and legal documentation in compliance with the Arizona Open Meeting Law.
- Published and maintained the meeting agenda and minutes on BoardDocs, and complied with Arizona Records Retention guidelines.
- Posted legal meeting notices with appropriately referenced state statutes.
- Worked directly with legal counsel on maintaining the integrity and accuracy of public meeting notices.
- Assembled reports and other correspondence by request of Board Members.
- Created and distributed the weekly Governing Board Briefing.
- Responded to parent, student, employee, and community concerns with caution, involving appropriate district contacts and resources.
- Participated in a variety of committees, drafted agendas, meeting minutes, and reached out to various departments for follow-up on action items.
- Initiated and oversaw projects that involved the Superintendent and elected officials on sensitive matters.
- Served as an advisor to the executive cabinet on issues, including anticipatory events and issues foreseen in the pipeline.
- Drafted, edited, and revised strategic initiatives and board goals under the direction of a policy advisor.
Executive Assistant to Assistant Superintendent
Tempe Union High School District
08.2022 - 07.2023
- Analyzed and organized office procedures and operations for the Business Services Division. Areas included finance, food and nutrition, payroll, and transportation.
- Prepared presentations, meeting minutes, and committee correspondence for the Budget Advisory, Audit, and Employee Benefits Trust committees.
- Maintained accurate records for all minutes in accordance with Arizona Open Meeting Law.
- Assisted in the compiling of budget information and reports to department chairpersons, supervisors, administrators, and members of the Governing Board.
- Processed all insurance accident, property, and general liability insurance claims, and maintained follow-up and coordination with involved parties.
- Tracked and analyzed trends related to claims to determine potential financial impacts for the next fiscal year.
- Coordinated compliance activities and reporting for jurisdictional election processes related to bonds.
- Prepared agenda items for governing board meetings and superintendent briefings.
- Ensured compliance with applicable state and federal laws when executing purchase requisitions.
Sr. Program Assistant, Business Services
City of Mesa
01.2021 - 08.2022
- Managed over 25,000 City of Mesa Police Department alarm permits for residential and commercial locations.
- Provided information to the public on alarm ordinances, fees and assessments, application processes, and departmental policies.
- Assisted citizens with online permit applications, login credential troubleshooting, and clarification on fees.
- Independently explained and interpreted city statutes and ordinances.
- Made recommendations to leadership teams based on citizen feedback.
- Processed permit applications, yearly renewals, and processed customer account updates using multiple databases to verify the information.
- Evaluated, proofed, and revised literature and marketing materials for the city's alarm unit website.
- Reviewed licensure applications from the Tax and Licensing Department.
- Communicated with multiple departments about license denials with appropriate documentation.
- Worked in conjunction with the City Council's office regarding business complaints about the denial of permits due to excessive overdue fees.
- Educated council members and their aides on the fees associated with permits and potential options to resolve outstanding issues.
Administrative Assistant, Parks & Rec
City of Mesa
09.2016 - 12.2020
- Provided administrative support to the Parks, Recreation, & Community Facilities Recreation Supervisor, overseeing the administrative operations of three recreation centers and a community center
- Prepared, implemented, and updated operating procedures, management policies, and record retention policies
- Oversaw high-volume public contact with citizens in person, by phone, and by email
- Compiled reports and statistical worksheets for monthly reports, performance measurements, health insurance reports, revenue reports, and membership audits
- Generated Ad Hoc reports for various specialized reporting requests on membership sales, facility usage, and demographical information
- Participated in the reviewing of applicants, interviewing process, and selection of applicants for hire
- Administered the workflow of office projects and distributed daily projects to staff
- Reviewed and revised policies and operating procedures
- Communicated with City Council's office regarding constituent complaints related to the Mesa facilities
- Scheduled meetings with key stakeholders when prompted and provided options to council personnel for potential resolution
Program Assistant, Human Resources
City of Mesa
02.2016 - 09.2016
- Responsible for high-volume electronic data entry and the maintaining of confidential and sensitive data regarding City personnel in HRM Advantage personnel software
- Administered City Tuition Reimbursement program, working across all City departments on the coordination of fund reimbursement and grade processing
- Managed the City's Temporary Agency Worker program, collaborating with various departments on the recruitment and hiring of temporary workers
- Served on the RFP selection committees for temp agency selection and contracting
- Processed temp worker payroll, timesheets, and scheduled interviews for City hiring liaisons
- Verified temp worker pay grades and classification duties
- Reviewed and edited City job descriptions, job announcements, classification studies, and oral board packets in conjunction with HR Analysts
- Published City job descriptions and employee discount program information on City's website and intranet
- Demonstrated high volume public contact work interacting with current and former City employees, applicants, and the general public regarding employment verifications, application status, and management policies and procedures
- Administered redactions for public record requests
- Monitored several additional City programs such as the Eligible List, Pay Plan; processed invoices, including Purchase Orders (POs), General Accounting Encumbrances (GAEs), and Delivery Orders (DOs) for Temp Agency contracts
Business Development Partner
Goodwill Of Central And Northern Arizona
Phoenix, AZ
02.2014 - 08.2015
- Cultivated partnerships with regional organizations to address unemployment in Central Arizona.
- Collaborated with partners such as the Salvation Army, AWEE, Mesa A New Leaf, Fresh Start Women's Foundation to provide job opportunities for job seekers.
- Negotiated and executed mutual contract understandings between various companies and community groups.
- Negotiated sponsorship packages for Goodwill's Annual Career Expo.
- Worked directly with Goodwill Career Center staff in achieving performance goals within Goodwill's Career Centers, preparing candidates for interviews, and marketing recruitment events.
- Built and maintained key stakeholder relationships with organizations and community partners.
- Oversaw the conception and end design of marketing materials and promotional items for Goodwill hiring events.
- Served as on-site manager for valley-wide workforce development events, supervising staff, vendors, and the workflow of the event.
Sr. Associate, Corporate Events
Institute for Supply Management
Tempe, AZ
01.2006 - 08.2013
- Planned and executed 120+ public seminars each fiscal year.
- Processed requests for proposals (RFPs) and negotiated vendor supplier contracts with hotels, caterers, destination management companies, and the National Speakers Bureau.
- Led and managed the Host Services Committee and Conference Leadership Committee for the annual conference.
- Supervised the preplanning and onsite cordination of 200+ volunteers at the annual conference. Duities included matching volunteers to specifc assignments, providing pre-program training materials and videos to create familarization, managing volunteer flow at event, and hosting post-meeting roundtables and surveys.
- Facilitated weekly program meetings with internal staff, reevaluating and managing senstive timelines for all internatal programming.
- Traveled to mulitple sites through the United States to conduct vendor meetings and coordinate logistics per- and post-conference.
- Served as IT liaison for all audio-visual needs at conferences, including digital signaged, audio files for keynote speakers, and scripts for teleprompters.
- Performed post-event statistical analysis and produced reports for management team, board of directors, and committee members.
Education
Masters of Public Administration - Emphasis in Government and Policy
Grand Canyon University
Phoenix, AZMasters of Communication - Emphasis in Higher Education
Grand Canyon University
Phoenix, AZBachelor of Arts - Education
Arizona State University
Tempe, AZSkills
- Project management
- Multitasking and organization
- Workflow optimization
- Verbal and written communication
- Calendar management
- Reporting and documentation
Timeline
Council Assistant
City of Tempe
10.2024 - Current
Executive Assistant to Superintendent & Governing Board
Tempe Union High School District
07.2023 - 09.2024
Executive Assistant to Assistant Superintendent
Tempe Union High School District
08.2022 - 07.2023
Sr. Program Assistant, Business Services
City of Mesa
01.2021 - 08.2022
Administrative Assistant, Parks & Rec
City of Mesa
09.2016 - 12.2020
Program Assistant, Human Resources
City of Mesa
02.2016 - 09.2016
Business Development Partner
Goodwill Of Central And Northern Arizona
02.2014 - 08.2015
Sr. Associate, Corporate Events
Institute for Supply Management
01.2006 - 08.2013
Masters of Public Administration - Emphasis in Government and Policy
Grand Canyon University
Masters of Communication - Emphasis in Higher Education
Grand Canyon University
Bachelor of Arts - Education
Arizona State University
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