JAIME JANE
Saipan
Summary
Hardworking and focused Administrative professional offering excellent communication, planning and prioritization skills demonstrated through 6 years of performance. Skilled at drafting reports and business correspondence, managing mail and updating tracking spreadsheets. Exceptional leadership skills with expertise in streamlining workflow to optimize personnel strengths.
Overview
8
8
years of professional experience
Work History
Administrative Officer
Office of Grants Management
04.2023 - Current
- Created, prepared, and delivered reports to various departments.
- Supervised and guided new employees and responded quickly to questions to improve understanding of job responsibilities.
- Managed files and records for clients and adhered to safety procedures to prevent breaches and data misuse.
- Updated reports, managed accounts, and generated reports for the Strategic Energy Taskforce.
- Prepared agendas and took notes at meetings to archive proceedings.
- Analyzed data related to administrative costs and spending trends to prepare budgets for personnel.
- Executed record filing system to improve document organization and management.
- Managed department budgets and generated financial reports for management review.
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities, and communicate instructions.
- Volunteered to help with special projects of varying degrees of complexity.
- Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.
- Provided writing support for various projects and departments.
- Utilized exceptional writing, editing, and proofreading skills to produce engaging and error-free content.
Administrative Assistant
Department of Public Lands
10.2022 - 03.2023
- Organized computer files, sensitive documents and home office supplies
- Handled general office tasks, independently completing variety of basic and routine clerical and secretarial work
- Completed paperwork and sent to designated department or staff member for processing
- Photocopied, faxed and scanned office correspondence
- Organized material for meetings, presentations and training sessions
- Handled sensitive and business confidential information following proper procedures
- Greeted visitors upon arrival and directed guests to appropriate departments
- Maintained and updated company databases and purged inactive account information
- Responded to requests quickly to support completion of time-critical tasks
- Retrieved, prepared and scanned hard copy reports to create electronic records
- Fielded and responded to faxes and emails while upholding confidentiality standards
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Executed record filing system to improve document organization and management.
- Scheduled office meetings and client appointments for staff teams.
- Received and sorted incoming mail and packages to record, dispatch, or distribute to correct recipient.
- Developed and updated spreadsheets and databases to track, analyze, and report on performance and sales data.
- Sorted and distributed office mail and recorded incoming shipments for corporate records.
- Assisted development and implementation of new administrative procedures.
- Developed strategies to streamline and improve office procedures.
Internal Auditor
Department of Labor
11.2021 - 09.2022
- Collaborated with external financial and banking institutions to track and resolve issues resulting from discrepancies in records.
- Generated audit reports, control summaries and other documentation for senior decision-makers. Researched and prevented technical and logistical problems by applying scenario simulation and disaster prevention techniques.
- Performed business process analyses on internal SOPs to design improvements and reduce waste.
- Determined internal audit scope to develop annual plans.
- Fostered exceptional relationships with internal division leaders to support collaborative remediation of business process faults.
- Conducted investigations to determine effectiveness of existing accounting policies and control systems. Assisted with collections by identifying aged accounts and preparing correspondence to collect debts.
- Kept clients in full compliance with payment, reporting and other financial requirements. Measured organizational compliance with internal and external standards through routine audits.
- Maintained accurate and up-to-date general ledger accounts. Calculated insurance premiums, tax liabilities and state worker's compensation coverage requirements by auditing payroll records and personnel files.
- Scrutinized financial statements, reports and records to identify and correct discrepancies.
- Reported on audit findings via verbal presentations and detailed written reports.
- Reviewed establishment protocols to determine necessary scope of planned investigations.
- Prepared balance sheet. Established and maintained well-organized financial systems with coding tables and accounting management structures.
- Discussed financial and regulatory matters with company officials, recommending targeted strategies to correct problems.
- Accurately documented organizational assets, liabilities and income
- Identified and reported audit issues.
- Documented recommendations to improve internal controls.
Payroll Coordinator
Imperial Pacific International, LLC
02.2021 - 11.2021
- Compiled employee time, productions and payroll data from time sheets and other records. Received personnel actions reflecting new hires and status changes.
- Managed electronic timekeeping systems or manually collected and reviewed timesheets.
- Researched discrepancies of invoices and coordinated with division personnel to determine proper treatment of discrepancy.
- Kept track of employee leave time, vacations and personal and sick days.
- Provided information and answered employee questions about payroll-related matters.
- Kept up-to-date about changes in tax and deduction laws applicable to payroll process.
- Maintained employee confidence and protected payroll operations by keeping information confidential.
- Created or updated payroll records by entering changes such as exemptions and insurance coverage.
- Sorted data department-wide and distributed payroll information to HR and accounting departments for payment approval and issuance.
- Processed timesheets and calculated payments owed to the organization's salaried and hourly employees.
- Maintained payroll information by accurately collecting, calculating and entering data.
- Followed policies, procedures and reporting processes in maintaining payroll operations.
- Made required adjustments in computerized payroll program based on changes in organization impacting on payroll processing.
- Conducted investigations and research to answer questions and respond to requests.
- Calculated employee federal and state income tax and social security taxes, unemployment and worker's compensation to determine payroll liabilities.
- Issued reports by analyzing data and compiling summaries of earnings, taxes, deductions, leave, disability and nontaxable wages.
- Verified the information submitted to identify and resolve discrepancies with payroll and employee personal data.
- Kept payroll information confidential, protecting operations and maintaining employee confidence.
- Issued bi-weekly employee paychecks as well as their associated statements of earnings and deductions.
- Maintained the correct balance and necessary funding in cash, payroll and tax payment accounts.
- Reviewed timesheets for accuracy and flagged errors to gather additional information or correct data
Administrative Assistant
Imperial Pacific International, LLC
02.2016 - 02.2021
- Processed correspondence, documents and reports to support clerical staff.
- Answered incoming calls and directed messages to correct party.
- Filtered incoming phone calls and emails, escalating only highest priority inquiries to executive leadership.
- Greeted visitors upon arrival and directed guests to appropriate departments.
- Completed paperwork and sent to designated department or staff member for processing.
- Researched information and developed related documents and reports. Created dynamic spreadsheets using knowledge of Microsoft Excel formulas.
- Set up and maintained filing systems and basic databases.
- Photocopied, faxed and scanned office correspondence.
- Handled general office tasks, independently completing variety of basic and routine clerical and secretarial work.
- Coordinated travel arrangements for senior leadership and staff.
- Tracked, received and reconciled material orders. Handled sensitive and business confidential information following proper procedures.
- Created spreadsheets with mathematical functions and enhanced presentation reports.
- Organized material for meetings, presentations and training sessions.
- Organized computer files, sensitive documents and home office supplies.
- Prepared miscellaneous letters, memorandums and emails.
- Developed, implemented and administered departmental office systems and procedures.
- Onboarded new associates by procuring equipment and supplies, providing direction and resolving initial issues.
Education
High School Diploma -
Marianas High School
Saipan, MP06.2014
Skills
- Planning and Prioritization
- Administrative and Clerical Support
- File and Data Retrieval Systems
- Customer Care
- Office Supplies and Inventory
- Meeting Support
- Departmental Support
- Calendar Management
References
MADONNA SABLAN
DPL, HR SECERETARY
670-783-7753
ERIN AGULTO
MOS,ADMINISTRATIVE ASSITANT
670-285-0926
REDIE DELA CRUZ,
IPI, HR MANAGER
670-483-0213
Timeline
Administrative Officer
Office of Grants Management
04.2023 - Current
Administrative Assistant
Department of Public Lands
10.2022 - 03.2023
Internal Auditor
Department of Labor
11.2021 - 09.2022
Payroll Coordinator
Imperial Pacific International, LLC
02.2021 - 11.2021
Administrative Assistant
Imperial Pacific International, LLC
02.2016 - 02.2021
High School Diploma -
Marianas High School
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