Administrative Associate Resume Format in Word Free Download

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Carlie. Betts

Ramblewood Drive • District Heights, MD 20001

 Phone:  571-249-9876 (Primary)

Email:  carlie@yahoo.com

OBJECTIVE: To obtain a position in a professional environment where I am able to utilize my previous work experience and education to enhance and contribute to the success of overall team performance of any organization or company.

SKILLS AND EXPERIENCE

·          Proficient with MS Office Suite (Word, Outlook, Excel, PowerPoint, Access, Exchange)

·          Experience with accounting software—QuickBooks Enterprise; JD Edwards; PeopleSoft; Peachtree

·          Experience with computer and software programs—MS Windows 95, 98 & NT; Oracle; White Plains; Publications.

·          More than 22 years administrative office experience; familiarity with coordinating training programs and events

·          Strong communication, interpersonal and customer service skills; maintains a professional and courteous image

·          Detailed-oriented with the ability to prioritize and function well under deadline restraints

·          Excellent working disposition and able to work independently or in a team environment

·          Strong research, analytical and organizational skills

PROFESSIONAL EXPERIENCE

GMV Innovative Space Systems, Rockville, MD

Administrative Associate, 08/2012 – Present

·         Work with Executive Director & Accounting on production & Accounts Payables

·          Oversees all aspects of general office coordination and provides full range of administrative and meeting support.

·          Maintains workflow by learning methods; applying cost reductions; and developing procedures for reporting purposes.

·          Resolves administrative problems by coordinating preparation of reports, analyzing data, and identifying and implementing solutions.

·          Establishes, revises, and maintains systems and procedures by analyzing or utilizing operating practices, recordkeeping systems, forms control and office layout. 

·          Ensures operation of equipment by completing preventive maintenance tasks; calling for repairs and maintaining equipment inventories.

·          Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.

·         Process incoming invoices, set up vendor files and insure all invoices are paid on time.

·         Reconcile deposit discrepancies and insure all accounts are accurate.

·         Work Human Resources with compiling start up packages for new employees.

·         Meet and greet with excellent customer service support. 

·         Sort and distribute incoming mail.

Capital Area Asset Builders, Washington, DC

Office Manager, 06/2012 – 08/2012

·          Managed day-to-day-office administration, including office correspondence and telephone communications.

·          Coordinated and provided logistical support for meetings, conferences and events.

·          Ensuring that all staff members have the physical environment, equipment, and materials they need to successfully perform their duties.

·          Oversee daily agency operating needs such as greeting guests; track, save and file supporting organization documents (hard copies and on computer)

·          Maintains office supplies, inventory and office equipment

·          Maintained vendor relationships and contracts

·          Assist accountant and development officers with bookkeeping.

·          Manage petty cash and staff reimbursements.

Long & Foster Insurance Agency, Inc. Chantilly, VA

Executive Assistant, 12/2010 – 01/2012

·          Liaison with internal and external parties on behalf of the President of  Insurance

·          Provides administrative support to the Regional Sales Manager in the Washington, DC Metropolitan area

·          Coordinated and administered new hire orientation and employee departure for Insurance Agency

·          Assisted Operations Manager with month end closing, posting of checks to correct accounts and paid invoices on a timely basis to insure payment was made to avoid late payment and penalties

·          Maintained databases, spreadsheets, administrative files:  demographics, license renewals, continuing education, and personal information all in PeopleSoft Accounting System

·          Created and maintained a License Database that was used for Producers in order to perform Sales

·          Supported Agency departments with event, conference and sales projects.

·          Provided support to Marketing and Sales Field agents by coordination and shipping marketing materials, creating business cards using publication software

·          Respond to request distributes correspondence, circulates information, etc., to other staff as needed

·          Ordered office supplies; researched price in advance

·          Organized and distributed mail within department

·          Participated in Executive meetings and projects, with client staff and gave updates on administrative assignments

·          Meet and greet of all visitors

Consultant – Spectrum Financial Professional Services

Fannie Mae - Herndon, VA

Business Analyst Assistant, 07/2007 – 11/2010

·          Customize and extract accounting reports for management review

·          Prepared Financial statements, this included trial balance and balance sheet.

·          Reconciled queries, analyses, or reports from applications for operations or managements staff of assigned units

·          Participated in meetings and projects with client staff, project managers, and developers.

·          Processed daily and monthly Reverse Mortgage Reconciliation reports

·          Performed and completed validation reports for Reverse Mortgage, Energy and other department units.

Fannie Mae - Washington, DC

Accounting Assistant II,

·          Posted and balanced financial data in various ledgers (i.e., accounts payable, accounts receivable and payroll)

·          Assisted with analyzing financial documents, investigating questionable data and preparing various reports

·          Checked and verified transactions to ensure consistency and accuracy of accounting documents

·          Prepare and disburse vendor payments on a daily basis with meeting deadlines

·          Reviews and verifies account coding on transaction & documents in White Plains Accounting system

·          Maintain filing system for a wide variety of accounting, financial, and management reports

·          Assisted in the training of subordinate level and new accounting clerical personnel

·          Month end closing

·          Conduct weekly check runs and prepare open invoices report

Microstrategy - Vienna, VA

Financial Accounting 

·          In charge of decreasing invoice backlogs along with fellow workers or managers in an important project where my inputs were part of the key to the departments success

·          Provided analysis and research on clients’ invoices such as Federal Express, American Express, company utilities and telephone bills to resolve account discrepancies

·          Developed and maintained accounting files; provided administrative support to clients and personnel

·          Processed vendor rush and manual wires in JD Edwards Accounting System for Treasury (Domestic & International)

·          Prepared financial operating and analytical reports for internal auditors

·          Processed general ledger transactions and spreadsheets

·          Attended weekly staff meetings with Facility Manager to resolve discrepancies with aged and current invoices

·          Assisted in month-end and year-end closings

·          Prepared and performed data entry of non-purchase order related invoices

McWilliams/Ballard - Alexandria, VA

Accounting Assistant, 08/2006 - 06/2007

·          Verified and posted Accounts Payable transactions to the general ledger along with Chief Financial Officer

·          Conceived and created a new function, with processing invoices that filled an Prepared and reviewed large quantities of firm vendor invoices and statements for accuracy

·           Reconciled the account balances for the month-end and year-end closings

·          Developed spreadsheets and maintained Quick Books Enterprise Database

·          Conduct weekly check runs and prepare open invoices report

·          Processed firm sales assistant and sales agents timesheets department and offsite offices

·          Monitored company cash flow

·          Ensured that accurate and timely bills were mailed to payers

Howrey, LLP - Washington, DC

Accounts Payable/Receivables Specialist 11/2000 - 07/2006

·          Performed Cash Management tasks including the Balancing of three separate bank accounts.

·          Prepared spreadsheets of client checks on a daily basis for bank deposits

·          Performed cost and recovery of Fed Ex Accounts, reducing huge backlog and lowering company costs

·          Addressed and resolved invoice account issues with billing and receivables

·          Conduct weekly check runs and prepare open invoices report

·          Provided internal audit of employee expense reports and purchase reports

·          Researched monies placed in unapplied accounts and applied to correct accounts

·          Maintained strict confidentiality of work and followed law firm policy and procedures

ESI International - Arlington, VA

Accounts Receivable Specialist, 9/1998 - 11/2000

·          Registered clients and students for sessions in Project Management, Leadership and communications

·          Analyzed and processed credit card charges and credit refunds for clients and students

·          Developed superior knowledge of Leadership programs, products and services to recommend appropriate courses

·          Developed, maintained weekly and monthly aging reports that improved daily output

·          Served as point of contact for payment and invoice inquires regarding Project Management Curriculum

·          Resolved accounting and billing issues pertaining to Project Course Counselor

Kajax Engineering Inc - Arlington, VA

Customer Service Call Center/Administrative Contracting Projects, 08/1991 - 08/1998

·          Provided Administrative Assistant duties for the front line Military Gulf War Investigation support team

·          Participated on projects with fellow workers or managers in a important project where my input were part of the key to its success

·          Document Scanning Supervisor in a high volume production environment for Military project

·          Interfaced with the Project Managers and assisted with the coordination and management of the Scanning and Imaging Department

·          Converted digital photographs, images and text to standard file forms

·          Customer Service Call Center Representative for HUD contracts

·          Assisted homeowners in receiving insurance premium refunds and took initiative to solve problems that no one else within the department was capable of handling

Education

Bryant & Stratton College, Hampton, VA

Associates of Arts Degree -1989

Clarendon Adult Education Program, Arlington VA

Microsoft Office Certification - 2003

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