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Click here or scroll down to respond to this candidateSUMMARYAdministrative professional proficient in office management andexecutive duties. Passionate and motivated, with a drive for excellence. Vast of experience in administrative and organizational management, customer service, and resource and inventory management within the Guam Department of Education.Financial and Accounting professional with experience in the Construction Business, dedicated to providing accurate financial statements and other critical financial information to those individuals who make business decisions on a daily, monthly and annual basis. Communicates effectively, demonstrates the ability to multi-task, strong excel skills, ability to work with a variety of software products, meet deadlines, analyze work problems, provide solutions, and interpret and apply pertinent laws, regulations, and policies, along with conflict resolution abilities to become an asset in any department. WORK EXPERIENCECandidate's Name
Performance Candidate's Name nc. / May 2022 June 2024 Set up new vendors for the branch Process over 200-250+ invoices weekly thatconsist of material, consumable and rentalinvoices. AIA billings for multiple projects Vouch invoice accuracy via 3-way matching withPO, and delivery receipt/Bill of lading Validate non-PO invoices by securing approval Enter and upload invoices and scanned imagesinto the accounting program for processing Ability to work independently and with a team in a high-volume environment with an emphasis onaccuracy and timelinessLeilani Santos-Cruz2929 S. 91st Ave. Tolleson, AZ 85353 PHONE NUMBER AVAILABLE EMAIL AVAILABLE SKILLSPublic RelationInventory ManagementPayrollRecruitingTechnical SupportPolicy and Procedure ModificationOffice ManagementPlanning MeetingBusiness SystemsMicrosoft OfficeRecord KeepingCERTIFICATESEqual EmploymentOpportunity CounselingInvestigation and ReviewCommitteeSupport for Sexual AssaultSurvivorsCommunity Against SexualViolenceResponse to HumanTrafficking inMultidisciplinary SettingsHistory & Culture toAddress Violence in ourCommunities TodayeProtect RespiratoryInfections (EN)Standard Precautions:Environmental Cleaning &DisinfectionEDUCATION2009Continental Academy: GED Establish and maintain relationships with vendors and customers Work well with others through all methods ofcommunication Identify discrepancies and resolve processingissues Prepare and process electronic transfers andpayments Reconcile vendor statements, resolvediscrepancies, and correspond with vendors asneeded Collaborate with internal departments to resolve invoice and payment-related inquiries in a timelymanner Perform other duties ad special projects asassigned AP management reporting Prepare and process journal entries and performreconciliations of general ledger accounts Provide research and support for annual auditrequests, as required Ensure compliance with internal financial andaccounting policies and procedures Assist in month-end and year-end closingprocedures Research and resolve invoice discrepancies andissues Create spreadsheets for any and all relatedduties to ensure SOP for compliance Assist with Accounts Payable function whenneeded Provide support to the purchasing department Work well with others through all methods ofcommunication Possess good computer skills and demonstratethe ability to learn new computer functionality Provide credit applications to new vendorsincluding AZ5000 form (sales tax exemption) andother relevant information to ensure Organize and maintain filingAdministrative OfficerGuam Department of Education, August 1998 2022 Prepared annual budget and encouraging collaboration between the Superintendent, Deputy of Finance and Administration, and budget management team to develop financial plans to support the divisions strategic initiatives. Managed budget management tasks such as monitoring company performance against estimates and preparing an annual budget. Managed payroll, mileage reimbursements, and TB clearance (yearly) for 15+ employees including solving any related problems. Processing, tracking, and reporting key revenue data. Generating the divisions financial reports. Provided detail-oriented administrative support to 15+ coworkers to ensure efficient office operations. Assisted in the District Data Quality Control for PowerSchool/PULSE Discipline and Truancy Data. Manage the Student Support Services Divisions website. Coordinated with referral intake for 504 students, Psychological Services, School-Based Behavioral Health (SBBH), Discipline Advisory Council (DAC) Hearings, etc. Ensured accounts payable, leave status, inventory, maintenance work orders were accurately kept and organized using the MUNIS program. Created and updated spreadsheets and presentations for weekly, monthly, and quarterly updates to the supervisor and upper management. Manage and maintain master files, resources, and inventory of office equipment. Management Internal Controls (MIC). Superintendent's Monthly Report. Website Creation Committee District Data Quality Control for PowerSchool/PULSE Discipline and Truancy Data. Manage SSSD shared drive SSSD Internal Personnel files. Prepare, organize, update, and make available all standard office forms for staff use. Communicated closely with the Deputy and Superintendents office regarding the offices needs, concerns, or issues. Reviewed requisitions and draft specifications for services, supplies, materials, and equipment. Responsible for managing office services by ensuring office operations and procedures are organized, correspondence are controlled filing systems are designed, supply requisitions are reviewed and approved. Initiate paperwork and packets for new employees to complete once newly employed. Deliver exemplary customer service through strong ownership and professionalism. Served as a liaison between the Guam Education Board and the Superintendent of Education. Oversees and administers the daily operations of the Board Office (i.e. procure supplies and equipment; prepare a fiscal budget, stipend payments, and travel request; maintain records of expenditures; plan and coordinate GEB meetings, research and interpret education laws and Board policies and procedures; manages and prepare reports mandated by law; prepare and respond to letters/email from employees and others; prepare news releases; personnel rules and regulations, plan and coordinate administrative services with other Government of Guam departments and agencies and off-island affiliates (NASBE); prepare correspondences, report, personnel matters, collect and compile data, etc. Serve as the recording Secretary to the Board (i.e., transcribe minutes, maintain all GEB records, policies, resolutions, website, etc.); Review and compile Board packets and distribute packets to the Government of Guam Departments, outside agencies, and Board members. Assist and relieve the Superintendent of Education of paperwork and impediments so that he may devote maximum attention to the central problem of education and educational administration. Perform a wide variety of complex, highly responsible, and confidential administrative support duties to relieve the Superintendent of Education and Guam Education Board Members of a variety of administrative details; plan, coordinate and organize office activities, public relations, and flow of communications and information for the Superintendent and GEB members; interprets, transmit, and applies school district rules, procedures, and policies inappropriate situations; acts as a liaison for the Superintendent of Education and Guam Education Board offices. Maximize utilization and effective management of the Superintendents/Guam Education Board offices confidentially and professionally. Manage internal and external communications from and through the Central Office. Review and abstract data and information in preparation for meetings/work sessions and keep the Superintendent/GEB members of current district issues. Creates and prepares resolutions (e.g., Principals month, Counselors month, Nurses month, etc.). Assisted with developing a Standard Operating Procedure (SOP) for mileage program for high students with the Deputy of Assessment and Accountability. Takes minutes of the GEB minutes and prepares the official minutes for appropriate review and distribution; post minutes on the GEB website. Composes routine correspondences independently from own knowledge of matters involved. Schedules and arranges meetings, appointments, travel, and conference arrangements for the Superintendent and GEB members. Receives incoming and outgoing mail for the Superintendents/GEB offices, prepares resolutions, Candidate's Name rected. Maintain the Superintendents and GEB meeting calendars and keep them informed of upcoming items and agendas. Assisted DOEs legal team in conducting research and investigating facts. Supervises the scheduling for the GEB and conference room meeting/work sessions. Function as an information source regarding GEB Policies, DOE sops, procedures, and objectives receiving and interviewing callers and giving out information where judgment, knowledge, and interpretation are utilized. Compose letters and/or transcribe dictation and type all correspondence, memorandum, reports, and required documents. Types a variety of confidential and other materials such as resolutions, personnel matters, reports, minutes, and correspondences. Receives and refers complaints and matters of concern for follow-up on resolution. Prepares correspondences independently on a variety of matters including those of a confidential nature; compose and type various letters, agenda items, forms, reports, memoranda, charts, presentations, and other materials; format, edit, proofread and revise agendas items and other documents contain required materials. Professionally handles incoming customer calls; assists in resolving caller inquiries whenever possible. Relays and takes accurate messages as needed. Coordinated the GEB meetings, GEB Special meetings, Committee of Ways and Means Oversight meetings, committee work sessions, and appointments for GDOE division heads and the mass media. Coordinated and conferred with GDOE Divisions and Department Officials on various projects, programs, and activities. Transcribed the GEB meeting minutes for review and approval. Prepared and distributed the board meeting packets, including the agenda, approved minutes, Superintendents Report, Directors Report, and other reporting requirements. Reviewed and generalized data for the GEB meetings and work sessions. Conducted research and provided information to the GEB members and the Superintendent on current events that pertained to district educational concerns and matters. Coordinated and assisted in the preparation and administration of the departments program budget requirements. Make recommendations to the Superintendent for the overall improvement of the office functions. Any/All other duties/responsibilities as delegated and directed by the Superintendent. Examined overall budget estimates and prepared budgetary documents, periodic financial status, and other reports. Monitored the expenditure of funds for budgetary control. Prepared Candidate's Name rected. Coordinated and prepared off-island travel arrangements for the GEB members and the Superintendent of Education. Compiled statistics and other data for preparation of the annual reports. Received and composed correspondences provided by and to the GEB. Prepared Board Resolutions for the outcome of the GEBs decision-making process regarding specific issues and events relative to the Board and the Guam Department of Education. Developed and managed the official GEB website and uploaded essential documents on the website. Managed the calendar of events and kept the GEB Members and the Superintendent abreast of the agenda and upcoming events. Reviewed, interpreted, and implemented pertinent laws, regulations, and related administrative policies and procedures to GDOE supervisors, employees, and the public. Maintained primary files on the GEB Policies and the GDOE Standard Operating Procedures(SOP) and effectively communicated with the GEB Members and the Superintendent, referred various complaints and concerns, and followed up on the resolutions. Coordinates the preparation, distribution, and posting of agendas for the Guam Education Board meeting, special meetings, or committee work sessions to the media and division heads. Deliver exemplary customer service through strong ownership and professionalism. Provided administrative support to the school-site principal, assistant principal, and other school administrators. Conducted research and provided information on school procedures and functions. Supervised, planned, and coordinated daily work assignments to the school aides and clerical staff, equally dividing responsibilities to improve performance. Coordinated and conducted training and meetings for school aides and clerical staff. Responsible for finding substitute teachers and receiving calls from the teachers regarding teachers. Coordinated and participated in the interview process for potential teachers and non- teaching staff as an EEO. Created a new school directory with room numbers and grade levels at the start of each school year. This should be distributed as early as possible (end of August/beginning of September). Creation of personnel file folders for all school employees; this includes verification of certifications, college transcripts, and work experience. Record keeper of employee sick, annual, and personal leave days. Prepare and distribute (approximately one month before the conclusion of the year) end-of- year packets/guardian sign and return to school. Coordinated the process of personnel actions for recruitment, promotions, the establishment of new positions, and other requests. Maintained records of teacher certifications and ensured each teacher obtain a valid teaching certificate. Prepared annual performance evaluation for employees salary increments. Prepared timesheets, managed payroll for local and federally funded employees, and conferred with the payroll office for any discrepancies. Maintained school files, student records, personnel files, and timesheets. Assisted with accounting matters that pertained to accounts payable and receivable, prepared cheques, bank deposits, reconciliations, and maintained monthly supply budget. Prepared requisitions procured school supplies, and equipment, processed invoices, managed expenditures and maintained financial records. Procured, distributed, and monitored supplies and inventory of equipment. Prepared, managed, and audited work orders for internal facilities reports request using a database system. Prepare and distribute teacher/staff handbook for teacher/staff member by the first day of the school year. Distribute (at the start of each school year) and collect (after each school year) all teachers/staff room keys. Prepared reports for Non-Appropriated Funds (NAF), annual textbooks, and inventory of equipment. Implemented goals, objectives, policies, procedures, and operational systems for the school site. Ensured compliance to established laws, disaster, and safety plans. Deliver exemplary customer service through strong ownership and professionalism. Initiate paperwork and packets for new employees to complete once newly employed. Coordinated meetings and appointments for the School Programs Office. Prepared annual program budget and financial reports. Prepared requisitions for administrative supplies, furniture, and equipment. Processed receiving reports, managed expenditures, and maintain records of purchase orders and invoices. Monitored and maintained inventory of equipment and supplies. Prepared work orders for school repairs and maintenance. Prepared travel itineraries, authorizations, clearances, and trip reports. Prepared monthly mileage for employees. Processed replies based on supervisors dictation and notes. Managed a calendar of events and meetings for the immediate supervisor. Conducted researched for the program and drafted program reports. Monitored employees daily schedules and supervised one-to-one School Aides. Monitored, verify and process staff and faculty timesheets and leave forms and disbursed payroll checks for employees. Aided in administrative support during training. Ensured time and attendance records are properly maintained to process payroll. Aided within Special Education Administrative Office. Deliver exemplary customer service through strong ownership and professionalism. Maintaining electronic database, all electronic materials, and documents. Assist paralegal activities as well as office/HR functions such as scheduling and billing. Prepared pleadings, exhibits, motions, and court orders. Overhauled file systems and create document templates. Enhanced records, organization, elevated efficiency, and improved service levels. Deliver exemplary customer service through strong ownership and professionalism. Organize and Coordinate matters requiring executive action. Make extensive changes under general instruction. Provide backup materials for callbacks. Type reports. Scanning & emailing. Update and purge all files. Route calls elsewhere as needed. Take inventories of office equipment & supplies. Update mail/phone directories. Arrange essential mail in priority action order for supervisors perusal. Check deadlines on incoming requests and put preliminary work into play. Process replies on own initiative or from bosses dictation or notes, Research, draft, or abstract reports. Back up data system daily. Running errands for Supervisors. Monitor, verify, and process staff and faculty timesheets and leave forms. Requested price quotations for supplies & equipment. Assure discreet handling of all business. Maintain appointment calendar for Supervisors. Receive and review incoming mail and faxes. Aid in administrative support during training. Ensure time & attendance records & forms are properly maintained to process payroll. Deliver exemplary customer service through strong ownership and professionalism. Completes information for Database from the Psychologist, Academic Evaluator, and Emotional Disability Teachers. Take inventories of office equipment & supplies; prepare requisition for miscellaneous supplies as needed and routinely re-order department supplies. Collate and distribute mail. Prepare communications, such as memos, emails, invoices, reports, and other correspondence. Make extensive changes under general instruction. Handled wall-to-wall inventory (quarterly). Process replies on own initiative or from bosses dictation or notes. Research, draft, or abstract reports. Getting Price quotations for supplies & equipment. Back up data system daily. Prepare itinerary, trip file, and supplies. Complete expense reports after a trip. Preparing monthly mileage for employees. Monitoring employees daily schedule. Supervising One to One School Aide occasionally (Easter break, summer, Christmas break, etc.). Running errands for program needs. Monitor, verify, and process staff and faculty timesheets and leave forms. Assure discreet handling of all business. Schedule appointments and maintain a calendar. Schedule and coordinate staff and other meetings. Receive and review incoming mail and faxes. Aid in administrative support during training. Ensure time & attendance records & forms are properly maintained to process payroll. Deliver exemplary customer service through strong ownership and professionalism. Performing all clerical and daily office functions for the Business Office; providing clerical support to the Administrative Officer. Organize and manage routine work activities to include setting up and maintaining standard office files and records. Prepare supply lists for all grade levels for the last day of school and school registration. Prepare and distribute teacher/staff handbook for teacher/staff member by the first day of the school year. Maintains files for all vendor Candidate's Name ty purposes. Maintains inventories (supplies, parts, equipment) to ensure adequate inventory. Tracks, monitors, and provides feedback to the school administrator and central office as well as another district on the progress of repair/replacement of maintenance service requests. Coordinate with the DOE Business Office on account balance and request service from contractual vendors. Receive and assist school personnel requests by phone and dispatch service technicians as needed. Maintain the confidentiality of sensitive and personal information and materials. Track, monitor, and order school supplies and equipment; arrange for repair and replacement as needed. Procure supplies, materials as needed to support the students and staff. Input purchase requisitions to the AS400 finance system. Tracks, monitors, and provides feedback to school administrators and central office as well as another school district on the progress of repair/replacement of maintenance service requests. Creates, copies, and distributes reports promptly to ensure accurate information is distributed to appropriate staff and school administrators. Provide backup materials for callbacks. Prepare correspondence, forms, reports, etc. for the Administrative Officer. Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications. Deliver exemplary customer service through strong ownership and professionalism. Professionally handles incoming customer calls; assists in resolving caller inquiries whenever possible. Relays and takes accurate messages as needed. |
