General Office Clerk

• Mar 2020 - Present

Business/Accounting Student

• Feb 2018 - Present

Front Desk Receptionist - 6 mos contract

• Oct 2017 - Mar 2018

• Promptly, accurately, professionally and courteously answered all phone calls within 1-3 rings in accordance with company standards.• Greeted customers, clients, visitors in a friendly, courteous, professional manner. Offer beverages, contact party they are here to visit and provide or request escort to meeting location.• Processed morning and afternoon daily mail deliveries: Open, legibly and appropriately date stamp, sort by recipient.• Assisted with Account Payable statements by vendor. Verifying that each invoice is paid and dollar amounts match using Coins accounting software. Research any discrepancies or missing invoices and report findings to the Accounts Payable department.• Scanned work package packets by job and rename each PDF as directed by accounting on a weekly basis.• Separated invoices received in daily mail and daily faxes. Process invoices and submit them to Account Payable for data entry.• Distribution of incoming faxes upon receipt, especially bid related faxes. If unable to deliver immediately, contact recipient to inform of receipt.• Prepared and processed outgoing mail to include: Accurately weighing, postage and properly addressing.• Ensures postage system is operational and keeps informed of postage needs. • Restock and maintain lunch room and coffee related supply needs for the north side, south side, and shop lunch rooms.• Daily closing of office: fill paper trays in fax machine and public printers/copy machines, straighten desk and copy room, restock coffee bar. • Fold, stuff and applied postage for Union based employee paychecks - weekly.• Tracked office supply needs for weekly Staples order, put delivered items away once received. • Prepared and maintained conference rooms – clean and stocked with necessary items.• Compiled and place Percasso coffee supply order needs – bi-monthly• Completed special administrative projects as assigned Show less

Administrative Assistant - 3 mos. contract

• Jul 2017 - Sep 2017

• Answered all incoming calls and email inquiries on behalf of the Alumni department.• Provided support and information to other departments who work collaboratively with alumni relations, including Continuing Education, Admissions, Development and the Office of the President.• Facilitated UWS Mentor Network program – including detailed data entry into Excel, mentor matching, general program support, email communications.• Approved classified ads daily, answered phone calls/voicemails related to job postings, responded to all alumni and community inquiries.• Provided practitioner referrals to physicians looking for alumni practitioner recommendations for patients.• Provided support to admissions team for alumni ambassador outreach.• Assembled grad bags, managed inventory of incoming and outgoing products, and provided in-kind donation information to development office for tax receipt purposes.• Prepared information and onboarding materials for preview and welcome day presentations.• Provided support for alumni & friends outreach events (put together sign-in sheets, nametags and notes on attendees).• Checked Mailchimp for email bounces and unsubscribes after campaigns and bring information back into Excel contact database.• Performed other duties as assigned. Show less

Field Administrator

• Jan 2016 - May 2017

• Tracked Certified Payroll in Excel worked directly with subcontractor payroll contacts• Subcontractor contract coordination, kept all important data in Excel• Responsible for uploading all key data pieces of the invoices into Onbase, once visible in Onbase coded each line item and forwarded invoices in batches to the project Manager for approval. Once the invoices were approved I worked with accounts payable to ensure timely payments. • Responsible for all invoices discrepancies. Worked with the supplier to request missing invoices and or work out price or freight discrepancies. • Responsible for filing all hard copy and electronic version of invoices. • Met with accounts payable on a weekly basis to discuss all issues and discrepancies. I worked on weekly forecasted payment schedules and helped manage the aging reports.• Processed all check requests through accounting department• Kept track of all Insurance requirements on the Insurance Log in Excel, requested new insurance certificates from subcontractor’s when their certificates became due for renewal. • Ordered blueprints on a regular basis• Archived documents using Iron Mountain• Created badges and assisted with new employee orientation• Worked with organizing and obtaining Intents and Affidavits for Prevailing Wages Paid through the L&I website• Responsible for producing multi-volume hard copy and electronic versions of the Operations & Maintenance manuals• Responsible for maintaining inventory of office supplies, processed all office supply orders• Also worked with copiers, faxing, emailing, scanning and laminating on a daily basis Show less

Administrative Assistant

• Oct 2015 - Dec 2015

• Worked directly with the Risk Manager • Daily Administrative duties included; answering multi-line phones, faxing, copying, laminating• Coordinated all meetings with guest room services and helped cater luncheons• Helped maintain manager’s schedule in Outlook• Handled all incoming calls including a variety of difficult calls that require attentive listening, some callers were distraught and threatening.• Assisted handling all grievances of the patients and or their families. • Drafted all grievances in writing and translated them into company database• Utilized communication techniques that built loyalty and cooperation with patients and their families Show less

Administrative Lead / Project Assistant

• Jan 2015 - May 2015

• Processed and retrieved Project Managers approval for sub-consultant invoices • Coordinated with Corporate Accounting and clients as necessary • Responsible for project progress reports, summary letters, and monthly invoices/sub invoices • Daily/weekly Accounts Payable coordination with Corporate • Direct liaison between the Portland Contracts department and the Vancouver office, enter projects and contract info • Creating, formatting, editing, and proofing proposals, contract letters, scopes of work, reports, fee estimates and specifications • Coordination with Corporate office as necessary regarding office furnishings, expenditures, necessary approvals, etc. • Responsible for all In-coming calls on Shortel phone system. • Responsible for greeting all clients, vendors and walk-in traffic, escorting them to the correct meeting room and offering them a beverage • Conference room meetings coordination, provide catering as necessary • Travel arrangements for staff (car, lodging, air travel) • Recording staff vacations on Outlook Calendar and forwarding requests to HR in Portland office • Coordinating mail, postage meter, courier, incoming and out-going mail, Fed-Ex • Proof, format and edit letters, transmittals, memos, meetings minutes and reports • Reproductions (both in-house and out of house) • Making Courier arrangements with City Sprint • Periodically update calendar so that routine Staff Meetings and Coordination Meetings are scheduled • Ordering of office supplies, including break room supplies as necessary • Maintaining Front Desk Instruction Manual • Responsible for digital cameras and other electronics • Collecting and distributing mail daily • New employee orientation, new hire paperwork etc. Show less

Administrative Services Assistant II

• Jan 2013 - Jul 2014

• Supported Tier 4 managers and a work group that originally started at 20 twenty employees, progressed to 38 employees in less than a year• Scheduled and prioritized Tier 4 managers’ appointments, meetings, conferences _and calendar; reserves meeting rooms and telephone• Assisted TERP Business Analyst in maintaining their SharePoint site• Provided backup to Executive Assistant at Tier 3 level and Tier 4 Secretaries as needed• Made travel arrangements and processed travel vouchers for manager and staff. Provided the necessary foreign and domestic forms associated with travel • Ensured all timesheets were processed for TERP organization SPA employees, ensuring timely and accurate submissions • Served as a resource and information contact for all TERP personnel• Coordinated with other TER admin support staff to ensure practices and procedures for the organization is consistent.• Prepared spreadsheets, charts and graphics to support meetings and presentations.• Prepared and drafted project work plans; modify as changes occur using project planning and management software• Managed filing system in accordanceto SPA Records requirements • Responsible for uploading records to the Electronic Records Management System (ERMS); act as electronic management System liaison• Recorded meeting minutes as requested, transcribe and disseminate as needed• Independently answered questions and concerns from staff and outside constituents to the best of knowledge; seek out answers to questions and concerns that are not readily available• Reviewed all incoming correspondences and assign matters requiring action to the appropriate person• Prepare, draft and review correspondences• Attend and participate in monthly TE Secretary meetings• Organized, planed and prioritized daily work load while staying flexible in an ever changing fast paced work environment• Updated and maintained desk manual• Maintained printer, ordered and maintained supplies and materials Show less

Administrative Technician II

• Jan 2010 - Dec 2012

• Crossed trained for various job positions including: Media Services, Mail Center, Courier, Central Records and Micro-graphics. • Implemented the “Recycling Office Supplies” sustainability program at BPA. This is a new program that encourages employees to recycle and reuse office supplies. I was responsible for keeping the ASC Centers clean and safe at all locations at Headquarters and Ross Complex. • Conducted performance oversight on internal Mail Service practices• Collection and entry of performance and costing data and identification and corrections of problems.• Developed new reports per the clients request• Resolved problems or complaints from clients. Alert BPA manager to problems or needed changes for schedules and services provide information on concerns or complaints. • Processed, created and maintained spreadsheet documentation.• Provide quality control by utilizing the available tools for looking up internal mail stops for mail received with invalid information. Provide the correct information and forward mail to the client.• Coordinate work with vendors providing mailing services including Fed Ex, UPS, Airborne, and DHL.• Process outgoing external letters and parcels using metering equipment or other methods as needed• Implemented the OSCARS Office Supply Center Recycling program, prepared inventory and costing reports for the manager• Worked with other Satellite Substations on implementing the OSCARS programs Show less

Administrative Assistant

• Dec 2007 - Feb 2010

• Responsible for contract execution, subcontracts, change orders, change requests, changes of contract, lien waivers, proposals, quotes, job cost estimates, subcontractor call lists, insurance certificates, and worker's comp certificates • Worked with project owners and engineers to retrieve and process official bid documents • Ordered performance and payment bonds • Ordered plans and specifications for federal, state and county projects • Managed/updated bid calendar (Outlook) • Responsible for bid scheduling and all mandatory meetings • Assisted with the development and tracking of all State and Federally funded projects • Worked directly with the President on contract and legal issues. • Requested and retrieved documents from law firms, OSHA, BOLI, and insurance companies • Contacted subcontractors by phone to solicit project bids. Deliver and separate/organize bids by construction division. Trained to assist estimator on bid day. Comfortable with assisting on large-scale projects valued over a million dollars. Verify CCB#'s (Contractor's Board Licensing Department) and looking for claims and liens and other legal issues • Entered estimates into Excel spreadsheets • Prepared PowerPoint presentations for the Project Managers • Entered accounts payable receipts into a Lotus spreadsheet • Managed, compiled, verified and confirmed all accounts payable receipts • Matched receipts/vouchers to invoices • Called vendors and suppliers to request copies of statements and invoices, resolved discrepancies • Reconciled monthly bank statement • Responsible for printing and preparing the weekly payroll checks and vendor payments. • Responsible for all incoming calls for a 6-line phone system and transferred calls appropriately • Recorded and distributed monthly meeting minutes • Audited subcontractor insurance certificates • Prepared operation & maintenance manuals • Lead new employees with enrollment and orientation • Handled customer/supplier complaints and concerns Show less

Office Manager

• Dec 2002 - Jun 2006

• Managed a staff of five employee’s • Lead weekly staff meetings • Responsible for producing the employees weekly work schedule • Responsible for daily deposit to local bank • Reconciled all cash drawers • Received and processed various types of payments including: cash, credit, debit and finance • Responsible for opening and closing duties • Assisted with collections when necessary • Approved and defined customer credit limits • Lead new employees with enrollment and orientation • Handled customer/supplier complaints and concerns Show less