Xochitl Valencia
Avondale,AZ
Summary
Highly analytical and adaptable professional with strong communication and teamwork skills. Proven ability to excel in new environments and contribute to team success. Committed to continuous learning and growth, bringing a positive attitude and a drive to further develop professional skills.
Overview
15
15
years of professional experience
1
1
Certification
Work History
Executive Assistant and Board Secretary
Phoenix Elementary School District #1
01.2023 - Current
- Manages and produces business correspondence on behalf of the Office of the Superintendent and Governing Board.
- Manages all communications within the Office of the Superintendent and Governing Board.
- Manages calendars and appointments for Superintendent and Governing Board.
- Represents the Office of the Superintendent and Governing Board as directed in giving assignments, requests, or information to subordinates.
- Maintains Governing Board meeting schedule with proper notifications as required by law.
- Manages all meetings of the Governing Board with direction from the Superintendent, including preparing agendas and materials, attending all meetings, and generating minutes of meetings as required.
- Supervises the distribution of materials to public, media, and district personnel, posts notices in a timely fashion.
- Oversee the monthly professional development of district administrative assistants, school office managers, and assistant office managers
- Prepares and distributes updates to the Governing Board on behalf of the Office of the Superintendent and other departments.
- Supervises maintenance of official records of The Office of the Superintendent and Governing Board as required by law.
- Makes travel arrangements and hotel accommodations for Superintendent and Governing Board members as directed.
- Processes requisitions and purchase orders as necessary for the Superintendent and Governing Board.
- Maintains Governing Board Policy Manual, and ensures Superintendent is aware of required updates and revisions.
- · Supervises the maintenance of the District Policy Manual on-line with ASBA website.
- · Maintains office supplies and ordering when needed.
- · Performs other related duties as assigned.
Payroll Specialist
Laveen Elementary School District 59
05.2021 - 01.2023
- Manages approval structure in automated time keeping system.
- Enters and maintains employee time keeping daily.
- Audits and prepares data daily for payroll processing.
- Ensures employees and supervisors properly submit timekeeping data in a timely manner.
- Oversees all Support Staff timekeeping edits.
- Provides training of Time Clock Plus system for the purpose of clocking in and out and/or how to use the system appropriately for editing and submitting to payroll
- Import classified hours and leave for payroll processing.
- Post Checks to Portal
- Analyzes time keeping documents, and related transactions in compliance with all applicable District, State, and Federal regulations and policies. (TimeClock Plus, Infinite Visions, Self-Serve Portal)
- Establishes and maintains records, reports of employee accruals, compensated time and overtime.
- Records adjustments to pay for related errors or issues.
- Maintains district time keeping electronic files.
- Prepares specialized reports and analyses of time keeping records.
- Provides support and training for school office personnel on proper employee timekeeping processes and procedures.
- Serves as a resource for district and school site staff in the area of time keeping procedures and processes.
- Helps prepare classified requested payroll information for auditors.
- Reviews, interprets and implements improvements to the district's timekeeping.
- Attends meetings, conferences, and trainings for the purpose of gathering information required to perform functions.
- Diffuse difficult or emotional situations for the purpose of acting and/or directing to appropriate personnel for resolution.
- Assist Payroll Supervisor with entering timesheet hours for certified staff, certified - new hire verification, create and process file for TSA Payments and submitting in system. Entering/ adjusting certified leave in Visions. Verifying certified additional hours during FSY and during Summer. Setting up checks/ deposits for payday.
- Maintain confidentiality and integrity.
- Performs other job-related duties as assigned.
Administrative Assistant
Laveen Elementary School District 59
03.2016 - 05.2021
- Primary responsibility for supporting payroll, input of payroll rates and rates changes, including supplemental payments. Back up to the payroll team.
- Primary responsibility for fixed asset inventory management to maintain compliance with the Uniform System of Financial Records (USFR).
- Primary responsibility to update and keep track of the District's IGA's, Bonds, Agreements and Contracts.
- Primary responsibility to provide backup for the Student Management Coordinator and assist schools in the student record keeping processes.
- Served as the Secretary of the Trust Board. Attended meetings held outside of regular business hours, and generated minutes of meetings.
- Prepare and compile various departmental records and reports.
- Compile and type statistical reports and spreadsheets.
- Aid on a daily basis for the Business and Operations personnel.
- Maintain and update zoning, planning, and real estate market information on developments and housing projects planned and in progress within the district.
- Provide a positive district image for all who desire information and/or services.
- Compose, or transcribe from rough draft, correspondence, bulletins, memorandums, and other material.
- Manage developer fee program.
- Maintain calendar of department events.
- Maintain confidentiality and integrity.
- Work in a variety of locations, including schools or district office.
- Attend and aid in routine departmental office activities and trainings
School Secretary
Laveen Elementary School District 59
01.2012 - 03.2016
- Managed support staff by establishing work schedules, assigning duties.
- Reviewed time sheets for classified employees, calculated and edited hours to prepare for auditing.
- Exercised judgment within school policy guidelines to alleviate principal's workload.
- Documented attendance, grades and test scores to update permanent records.
- Answered multi-line telephones and greeted visitors and parents to facilitate office operations.
- Managed phone and email correspondence and handled incoming and outgoing mail and faxes.
- Built and maintained excellent customer relationships through timely response to inquiries and going above and beyond to accommodate unusual requests.
- Managed paper and electronic filing systems by routing various documents, taking messages and managing incoming and outgoing mail.
- Identified and recommended changes to existing processes to improve accuracy, efficiency, and quality service.
- Disburse funds, record financial transactions, and audits and balance student activity accounts.
- Processed student registrations and withdrawals.
Attendance Clerk
Laveen Elementary School District 59
01.2011 - 01.2012
- Obtained school attendance figures daily.
- Compared data and prepared standard state reports for upload.
- Computed daily attendance figures and forwarded to district office.
- Received and made phone calls. Answered questions/ concerns from parents and school staff.
- Investigated student absence and documents information relating to absences.
- Prepared special reports, requested by state or district education officials.
- Input new information into student database. Maintained student database.
- Enrolled and withdraw students. Built and maintained student cum files.
- Provided backup for school secretary and school nurse as needed.
- Maintain confidentiality and integrity.
Receptionist
Laveen Elementary School District 59
09.2009 - 01.2011
- Answered approximately 30 multi-line telephone system for the purpose of screening calls, transferring calls, responding to inquiries and/or taking messages.
- Provided a positive image for all visitors and personnel who inquired information and/or services.
- Greeted public, parents, students, vendors, etc. for the purpose of responding to their inquiries and/or escorting/directing them to appropriate personnel.
- Aided in routine departmental office activities.
- Distributed a variety of items within the site (e.g., special delivery and overnight mail/packages, messages, etc.) for the purpose of distributing materials to appropriate parties.
- Maintained materials and information within reception area (e.g., notices, marquee, etc.) for the purpose of providing information to employees and visitors.
- Maintain confidentiality and integrity.
Education
High School Diploma -
Theodore Roosevelt High School
Los Angeles, CA06-2002
Skills
- Ability to work effectively with people from a variety of culturally diverse backgrounds
- Fifteen years of experience in educational setting
- Experienced with timekeeping programs
- Knowledge of payroll processes and systems
- Payroll editing and auditing
- Ten-key operator
- Proficient in Windows, Computer Software Programs including Time Trak, Time Clock Plus (TCP) Synergy, Visions (ERP Pro), Transfinder, TalentEd, and Frontline Microsoft Office including Word, Power Point, Excel, Access, Outlook, internet and electronic mail
- Knowledge of Fair Labor Standards Act, Arizona State Retirement System, Uniform System of Financial Records
- Meeting deadlines
- Telephone and email etiquette
- Federal, State, and District Policies adherence
- Skilled at developing and maintaining professional relationships and working in a team based structure
Certification
Tyler Technologies Infinite Visions – Payroll Certification Training, MM/DD/YY
Languages
English
Native or Bilingual
Spanish
Native or Bilingual
Timeline
Executive Assistant and Board Secretary
Phoenix Elementary School District #1
01.2023 - Current
Payroll Specialist
Laveen Elementary School District 59
05.2021 - 01.2023
Administrative Assistant
Laveen Elementary School District 59
03.2016 - 05.2021
School Secretary
Laveen Elementary School District 59
01.2012 - 03.2016
Attendance Clerk
Laveen Elementary School District 59
01.2011 - 01.2012
Receptionist
Laveen Elementary School District 59
09.2009 - 01.2011
Tyler Technologies Infinite Visions – Payroll Certification Training, MM/DD/YY
High School Diploma -
Theodore Roosevelt High School
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