Grace Martinez
Kansas City
Summary
Versatile and achievement-oriented professional with extensive experience at the United States Federal Probation Department, adept in office administration and fluent in Spanish. Demonstrated ability to streamline processes, enhancing efficiency and confidentiality. Excelled in client communication and cross-cultural understanding, significantly improving client satisfaction and operational productivity. Organized and dedicated Administrative Assistant with proven track record of providing exceptional customer service in fast-paced environments. Offering keen attention to detail and strong decision-making skills to manage multiple, concurrent tasks. Self-motivated work ethic to perform effectively in independent or team environments.
Overview
8
8
years of professional experience
Work History
Administrative Assistant to U.S Probation Officer
United States Federal Probation Department
01.2024 - Current
- Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
- Managed general clerical needs such as opening and closing files, scanning sheets and faxing documents.
- Prepared drafts of forms, letters and agreements for legal staff use.
- Streamlined legal processes by drafting and proofreading documents, ensuring accuracy and timely completion.
- Helped with intake of new clients and materials by setting up files and documenting important information.
- Assisted in trial preparation, compiling critical documents and evidence for successful legal proceedings.
- Safeguarded confidential information with strict adherence to privacy policies and professional discretion.
- Maintained organized office and case-specific paper and digital files for easy tracking and retrieval.
Senior Administrative Assistant
Blue River Wastewater Treatment Plant
01.2023 - 01.2024
- Delivered top-notch administrative support to office staff, promoting excellence in office operations.
- Kept files and records in content management systems such as MS SharePoint, EXCEL, and others.
- Acted as backup for other employees by providing support and adapting to requirements of department.
- Supported program operations by preparing and updating documents, reports and spreadsheets.
- Maintained payroll information by calculating, collecting and entering data.
- Processed new hire paperwork and documents.
- Verified timekeeping records and handled any discrepancies with employees.
- Maintained employee privacy and protected payroll operations by keeping all information confidential.
- Updated employee files with new details such as changes in address or salary levels.
- Responded to employee questions and requests for information in timely and knowledgeable fashion.
- Processed payrolls on regular basis for more than 45+ employees nationally.
- Briefed new hires on essential job information, such as company policies, employment benefits and job duties.
- Worked with managers to achieve compliance with organizational policies, providing clarifying information and recommending necessary changes.
- Streamlined HR efficiencies, coordinated new hire orientations and provided onboarding and training for all new employees.
- Maintained optimal staffing levels by tracking vacancies and initiating recruitment and interview processes to identify qualified candidates.
- Created and updated records and files to maintain document compliance.
- Managed electronic records database and handled all file requests.
- Maintained personal schedule, professional calendar and individual appointments for senior staff members.
Administrative Assistant
Blue River Wastewater Treatment Plant
04.2022 - 01.2023
- Monitored supervisor's work calendar and scheduled appointments, meetings.
- Developed and updated spreadsheets and databases to track, analyze and Track data.
- Monitored premises, screened visitors, updated logs and issued passes to maintain security.
- Organized new employee orientation schedules for new hires.
- Delivered friendly assistance with new hires throughout interviewing and hiring process.
- Created and completed personnel action forms for hires, terminations, title changes and terminations.
- Assisted with on-boarding process of new hires in.
- Prepared monthly, weekly and daily logs using Microsoft Office Suite.
- Processed documentation for employee actions such as new hires.
- Set up orientations and initial training for new employees.
- Maintained payroll information by calculating, collecting and entering data.
- Verified timekeeping records and handled any discrepancies with employees.
- Maintained employee privacy and protected payroll operations by keeping all information confidential.
- Responded to employee questions and requests for information in timely and knowledgeable fashion.
- Updated employee files with new details such as changes in address or salary levels.
- Researched and resolved time discrepancies.
- Maintained employee confidence and protected payroll operations by keeping information confidential.
- Calculated salaries, rate changes, retroactive adjustments, overtime, bonus, vacation, termination and garnishments Peoplesoft.
- Processed new hire paperwork and documents.
- Managed payroll data entry and processing for 43+ employees to comply with predetermined company guidelines.
- Operated 10-key calculators, computers, fax machines, copy machines and other office equipment to produce documents.
- Delivered top-notch administrative support to office staff, promoting excellence in office operations.
- Provided clerical support to company employees by copying, faxing and filing documents.
- Authored clear and professional business documents.
Customer Service Representative
KC Water
05.2021 - 04.2022
- Maintained customer satisfaction with forward-thinking strategies focused on addressing customer needs and resolving concerns.
- Answered customer telephone calls promptly to avoid on-hold wait times.
- Answered constant flow of customer calls with minimal wait times.
- Offered advice and assistance to customers, paying attention to special needs or wants.
- Responded to customer requests for products, services.
- Collected customer feedback and made process changes to exceed customer satisfaction goals.
- Investigated and resolved customer inquiries and complaints quickly.
- Responded proactively and positively to rapid change.
- Delivered prompt service to prioritize customer needs.
- Met customer call guidelines for service levels, handle time and productivity.
- Educated customers about billing, payment processing and support policies and procedures.
- Maintained up-to-date knowledge of product and service changes.
- Developed highly empathetic client relationships and earned reputation for exceeding service standard goals.
Operations Manager
Met Transport, Inc.
03.2017 - 02.2020
- Established positive and effective communication among unit staff and organization leadership, reducing miscommunications and missed deadlines.
- Identified and resolved unauthorized, unsafe or ineffective practices.
- Maintained scheduling for main branch to keep shifts appropriately staffed.
- Directed dispatching, routing and tracking of 23+fleet vehicles.
- Processed orders, ran bulk pick sheets, processed and printed invoices and created daily shipping logs.
- Implemented schedule and policy changes and collaborated with management to formulate new policies, procedures and goals.
- Input high volume of monthly invoices with consistent accuracy.
- Managed accounts payable and receivables and payroll.
- Monitored status of accounts receivable and payable to facilitate prompt processing.
- Balanced reports to submit for approval and verification.
- Maintained company compliance with local, state and federal laws, in addition to established organizational standards.
- Organized and led staff orientation programs and training to promote collaboration.
- Organized new employee orientation schedules for new hires.
- Filed paperwork, sorted and delivered mail, and maintained office organization.
- Screened applicant resumes and coordinated both phone and in-person interviews.
- Created and completed personnel action forms for hires, terminations, title changes and terminations.
Education
Associate of Arts - Sociology
East Los Angeles College
Monterey Park, CA06.2024
High School Diploma -
Central High School
City Of Los Angeles, CA06.1998
Skills
- Fluent in Spanish
- Client Communication
- Cross-cultural understanding
- Telephone inquiries
- Literary Translation
- Native-level proficiency
- Data Entry
- Office Administration
- Microsoft Word
- Microsoft Outlook
- Microsoft Excel
- Time Management
References
Available upon request.
Timeline
Administrative Assistant to U.S Probation Officer
United States Federal Probation Department
01.2024 - Current
Senior Administrative Assistant
Blue River Wastewater Treatment Plant
01.2023 - 01.2024
Administrative Assistant
Blue River Wastewater Treatment Plant
04.2022 - 01.2023
Customer Service Representative
KC Water
05.2021 - 04.2022
Operations Manager
Met Transport, Inc.
03.2017 - 02.2020
Associate of Arts - Sociology
East Los Angeles College
High School Diploma -
Central High School
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