Virginia White
Miami,VA
Summary
Well-qualified financial systems leader offering demonstrated skill and success in managing internal accounting processes, improving controls and strengthening systems for optimal performance. Proficient in all aspects of accounting, including accounts payable and receivable, budget administration, payroll, reconciliation and financial reporting, coupled with exceptional attention to detail and proactive problem-solving abilities.
Overview
29
29
years of professional experience
1
1
Certification
Work History
Bookkeeper/Office Manager
Lake Chesdin Golf Club
08.2022 - 08.2024
- Maintained and processed invoices, deposits, and money logs in QuickBooks Online. Made weekly deposits at the bank.
- Managed accounts payable and receivable activities, maintaining vendor relationships and positive cash flow.
- Handled weekly payroll processing through ADP Run then Paylocity for employees, ensuring timely payment and adherence to tax regulations, entered into an Excel Spreadsheet and then applied to Journal Entries.
- Managed and handled all HR functions, forms, etc. with the utmost confidentiality.
- Monitored incoming payments from members, ensuring prompt application of funds against outstanding invoices.
- Reconciled bank statements for five bank accounts and reconciled vendor accounts.
- Maintained the chart of accounts, ensuring accurate financial reporting.
- Handled membership services, including billing and account setup, improving member management.
- Prepared financial reports for Board meetings, providing key insights for decision-making.
- Entered EZLinks POS system reports into QuickBooks Online, ensuring accurate financial records and determining the Journal Entries.
- Managed Excel spreadsheets for payroll and taxes, supporting precise financial entries and compliance.
- Supported year-end closing procedures by preparing adjusting journal entries as needed.
- Led annual audits for insurance, ensuring compliance and resolving discrepancies.
- Compiled data for Tangible Personal Property Taxes, facilitating accurate tax reporting.
- Filed ST-9 Taxes monthly, ensuring timely tax compliance.
- Improved financial accuracy by reconciling accounts and identifying discrepancies in financial records.
- Assisted with budget preparation and monitoring, contributing to better expense control.
- Maintained compliance with tax laws, ensuring timely filing of all required documents.
- Handled sensitive information with discretion, maintaining confidentiality of company documents and personnel records.
- Conducted regular inventory assessments of office supplies, ordering necessary items proactively to prevent stock shortages.
- Served as a liaison between upper management and staff members, facilitating open channels of communication to address concerns or issues promptly.
- Enforced office policies that aligned with company values and regulatory requirements, maintaining compliance.
Bookkeeper
Smile 32 Family Dentistry (Temp Job)
05.2022 - 07.2022
- Reconciled and balanced bank and credit card accounts for two dental offices in QuickBooks Desktop, ensuring accurate financial records and efficient account management.
- Executed accounts receivable and payable functions, including invoice posting, improving financial accuracy and cash flow.
- Resolved discrepancies by researching account transactions and addressing issues with Medicaid and PPO Insurance, ensuring accurate claim payments and reducing denials.
- Generated detailed payroll and financial reports using Paychex and Excel, including Cash Disbursements and Profit and Loss reports, enhancing financial oversight and reporting efficiency.
- Entered transactions into Excel spreadsheets for proper reporting.
Office Services Specialist
VDH-Office of Vital Records (Contract Job)
03.2021 - 05.2022
- Processed 80 to 150 Electronic Birth Certificates (EBC's) daily, ensuring accurate entry into the Virginia Vital Events & Tracking System (VVESTS) software and timely handling of associated fees.
- Reviewed applications for completeness, addressing issues such as missing addresses or signatures, and returned incomplete payments with corrective notices, ensuring only valid applications were entered into VVESTS.
- Used scanner and VVESTS to scan electronic (EBC) applications into computer system.
- Executed daily reconciliation by running tapes of checks and money orders and generating reports from VVESTS, ensuring accurate settlement and reporting of financial transactions.
- Coordinated final reporting and deposit preparation, including signing and dating reports, and ensured accurate cash deposit submission to the cash settlement department for bank deposit.
- Efficiently managed time-sensitive projects using project management tools, ensuring timely completion and quality results.
- Distributed incoming mail from shipments, couriers and postal delivery to five departments within organization.
Frame Management Assistant
Southern Optical/Essilor/Luxottica (Contract Job)
08.2020 - 12.2020
- Received and opened 850-900 jobs (frames) daily from optometrists and opticians, punched out demo lenses sorted into two-part bags, frames separate from lenses, facilitating accurate and organized job preparation.
- Performed look-ups and scanned jobs/orders into Optifacts software, ensuring accurate entry and traceability for frame tracing.
- Calibrated the frame tracer daily and matched frames to lenses, ensuring precise job preparation and equipment accuracy.
Stower
Amazon (Seasonal-Temp Job)
06.2020 - 08.2020
- Inspected items for any damages and reported discrepancies to supervisor.
- Loaded and stowed U-Boats of heavy products on shelves and into bins, ensuring efficient and organized stock placement according to type, weight, and size under fast-paced conditions.
- Managed physical tasks involving heavy items while standing for 10 hours a day, demonstrating stamina and reliability.
Tax Preparer
Jackson Hewitt Tax Services (Temp Job)
01.2020 - 02.2020
- Maintained high levels of confidentiality when dealing with sensitive client information, fostering trust and loyalty among clients.
- Prepared accurate tax returns by applying federal and state regulations, ensuring compliance for clients across industries.
- Produced US and state income, gift tax and estate tax returns for individuals ensuring precise documentation.
- Corresponded with applicable tax departments regarding customer requirements and issues facilitating smooth tax processes.
- Finalized and processed paperwork with local, state and federal government authorities.
- Analyzed information and assessed liabilities and deductions according to relevant tax code.
- Provided exceptional customer service during peak tax season by remaining calm under pressure and addressing client concerns promptly and professionally.
Independent Contractor
B.H. Media/Richmond Times-Dispatch
11.2015 - 09.2019
- Arrived at 2:15 am daily to prepare for newspaper distribution, ensuring timely operations.
- Loaded and transported newspaper bundles efficiently, streamlining, sorting and delivery.
- Inserted promotional materials into newspapers, enhancing customer value.
- Managed vacation holds and packs, delivering them accurately upon return.
- Provided exceptional customer service by addressing client concerns promptly and offering solutions that met their needs.
- Completed all route deliveries by 6:00 am daily, maintaining reliable service.
- Optimized customer experience by delivering superior services and effectively troubleshooting issues.
Executive Assistant
Staples Corporate Office (Temp Job)
11.2008 - 01.2009
- Produced daily reports for directors, enabling timely decisions.
- Managed and ordered supplies, ensuring smooth operations.
- Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
- Led several projects, ensuring successful completion.
- Processed travel expenses and reimbursements for executive team and senior management group.
Executive Administrator
Intelliject, LLC
06.2007 - 11.2007
- Supported executives, including the President and CEO, by coordinating logistics, ensuring smooth operations, and timely information flow.
- Handled accounts payable using QuickBooks Premier Desktop 2007, ensuring accurate and timely vendor payments.
- Compiled expense reports for executives and managed vendor reports, ensuring accurate financial documentation and timely payments.
- Coordinated hotel arrangements for interviews and organized Richmond data, streamlining candidate evaluations and logistics.
- Attended weekly executive meetings, facilitating communication and alignment on progress reports.
- Followed up with executives post-meetings to assist with WPR areas, enhancing report accuracy and executive support.
- Managed complex travel itineraries for executives to ensure seamless transportation logistics during business trips.
- Attended weekly executive meetings, facilitating communication and alignment on progress reports.
- Conducted research for special assignments, providing valuable information for strategic decisions.
- Supervised office supplies and activities, achieving cost control and productivity improvements.
- Ledkeyprojects with positive outcomes, driving successful results and project completions.
- Controlled release of confidential information, protecting sensitive data effectively.
- Maintained office supplies inventory, ensuring adequate stock and efficient procurement.
- Scheduled board meetings and managed materials, ensuring effective and organized board operations.
Executive/Senior Administrative Assistant
Northrop Grumman
09.2006 - 03.2007
- Executed complex administrative duties for VITA Program Directors, ensuring discretion and effective handling of sensitive information.
- Organized weekly executive meetings and provided PowerPoint presentations and Excel action items, enhancing meeting effectiveness.
- Researched and prepared complex reports and special assignments, delivering valuable insights.
- Hired and supervised the receptionist and I was the team leader for all of the Northrop Grumman admins in the Richmond office.
- Managed Outlook calendars, travel, and expense reports, ensuring organized scheduling and financial accuracy.
- Acted as coordinator for departmental projects, followed up on pending details, coordinated activities and ensured deadlines were met.
- Handled sensitive information with discretion, providing reliable executive support.
- Scheduled conferences and associated travel arrangements, including hotel, airfare and ground transportation.
Office Manager/Executive Assistant
NextTen/Asset Marketing Services
04.2004 - 04.2006
- Supported the President, supervised office activities to achieve maximum expense control and productivity.
- Developed procedures and policies for office activities, such as filing, dictating, records maintenance, typing, word processing, faxing, mail distribution, equipment maintenance and supplies.
- Assisted Vice President of human resources in implementing HR initiatives in Richmond.
- Entered time and absence transactions for assigned employees to ensure that time reported was correct.
- Conducted performance evaluations of office staff to monitor progress and productivity and recommend promotions, corrective or disciplinary actions.
- Helped with payroll management and kept personnel records nice and orderly.
- Coordinated travel arrangements, including booking hotel rooms, car rentals and airfare for staff traveling to domestic and international locations.
- Coordinated trade show logistics, ensuring successful execution.
- Oversaw office inventory activities by ordering, doing requisitions, stocking and shipment receiving.
- Assisted in budget preparation, tracking and reporting and managed distribution of reports.
- Elevated productivity initiatives and managed presidential calendar, including coordinating itinerary and scheduling appointments.
- Oversaw all day-to-day office operations, such as receiving and organizing correspondence, answering and forwarding calls and creating business letters and records.
Executive Secretary
Media General, Inc.
10.2001 - 02.2004
- Supported three VPs and a Planning Manager, ensuring seamless administrative operations.
- Maintained strict confidentiality in all aspects of personal, financial, and corporate information.
- Managed and coordinated all executive schedules and meetings, enhancing calendar efficiency.
- Used Excel to create circulation reports, daily and weekly circulation for all locations.
- Prepared expense reports and reconciled credit card statements against the expense reports for all three VP's.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Assisted in preparation of financial reports, budgeting and forecasting for executive office.
- Coordinated logistics for conferences and seminars and associated travel arrangements, including hotel, airfare, venue reservations and ground transportation.
- Created and maintained computer and paper-based filing and organization systems for records, reports and documents.
- Collaborated with other administrative team members, human resources and finance department on special projects and events.
Sales & Marketing Assistant
Star Scientific/STAR Tobacco & Pharmaceuticals
11.2000 - 08.2001
Private Party Coordinator-Department Manager
Stonehenge Golf & Country Club
06.1995 - 10.2000
Education
No Degree - Business, Various
J Sargeant Reynolds Community College
Richmond, VANo Degree - Accounting I & II
Continuing Adult Education
Chesterfield, VAHigh School Diploma -
Clover Hill High School
Chesterfield, VASkills
- QuickBooks Online & Desktop
- Accounting (AP/AR, Payroll, ST-9 Sales Tax filing, Tax accounting)
- Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams)
- Reconciliation (Bank & Credit Card Statements, General Ledger)
- Administrative Support
- Human Resource Management
- Software Proficiency (Google Gmail & Calendar, Zoom, Skype, EZSuites POS, Dentrix, Optifacts, VVESTS)
- Payroll Processing
- Event Planning
- Travel Arrangements
- Money handling
- Attention to detail, time management, pro-active & self-motivated
- Financial Reporting
- Spreadsheet tracking
Certification
- Microsoft Office Specialist (MOS) Certification in Excel, Word & PowerPoint (Very old)
- Certificates in Accounting I & II
- Notary Public (expired, just needs to be renewed)
- Virginia Driver's License
Timeline
Bookkeeper/Office Manager
Lake Chesdin Golf Club
08.2022 - 08.2024
Bookkeeper
Smile 32 Family Dentistry (Temp Job)
05.2022 - 07.2022
Office Services Specialist
VDH-Office of Vital Records (Contract Job)
03.2021 - 05.2022
Frame Management Assistant
Southern Optical/Essilor/Luxottica (Contract Job)
08.2020 - 12.2020
Stower
Amazon (Seasonal-Temp Job)
06.2020 - 08.2020
Tax Preparer
Jackson Hewitt Tax Services (Temp Job)
01.2020 - 02.2020
Independent Contractor
B.H. Media/Richmond Times-Dispatch
11.2015 - 09.2019
Executive Assistant
Staples Corporate Office (Temp Job)
11.2008 - 01.2009
Executive Administrator
Intelliject, LLC
06.2007 - 11.2007
Executive/Senior Administrative Assistant
Northrop Grumman
09.2006 - 03.2007
Office Manager/Executive Assistant
NextTen/Asset Marketing Services
04.2004 - 04.2006
Executive Secretary
Media General, Inc.
10.2001 - 02.2004
Sales & Marketing Assistant
Star Scientific/STAR Tobacco & Pharmaceuticals
11.2000 - 08.2001
Private Party Coordinator-Department Manager
Stonehenge Golf & Country Club
06.1995 - 10.2000
- Microsoft Office Specialist (MOS) Certification in Excel, Word & PowerPoint (Very old)
- Certificates in Accounting I & II
- Notary Public (expired, just needs to be renewed)
- Virginia Driver's License
No Degree - Business, Various
J Sargeant Reynolds Community College
No Degree - Accounting I & II
Continuing Adult Education
High School Diploma -
Clover Hill High School
Similar Profiles
Chase PetriChase Petri
Sales Assistant at Lake Chesdin Boat SalesSales Assistant at Lake Chesdin Boat Sales
Cooper JohnsonCooper Johnson
Marina Dock Hand at Gozzer Ranch Golf & Lake ClubMarina Dock Hand at Gozzer Ranch Golf & Lake Club
Grady WalkerGrady Walker
Golf Pro Shop Assistant at Moses Lake Golf & Country ClubGolf Pro Shop Assistant at Moses Lake Golf & Country Club