Joanne Ruiz Resume
Joanne J. Ruiz
67 Ulster Avenue Walden, New York 12586 ------------
Email: J------------
Objective:
Highly motivated self-starter seeking a position in administrative management where I can utilize my professional experience, flexibility, management and sales ability.
12/12 – Present:
United States Military Academy, West Point, NY
Office Administrator
* Maintain and track databases that track financial and property accountability
* Track and expend funds, research grant money received is in support of the
department.
* Maintain daily working balances
* Process transactions ensuring adequate funding is available, adjust all account balances
* Contact various agencies to resolve any billing and funding problems
* Reconcile access databases using Army financial management tools, GFEBS, WAWF, AXOL, NSF and G8 Reports. Prepare reports and/or maintain records on account balances and status of funds
* Provide department head with fund status reports
* Represent department at the G8 quarterly reviews
* Provide guidance to and assist organizational personnel on such matters as travel, VIP visits, training, correspondence, time and attendance, property and supplies.
* Furnish travel information to department employees; military, civilian faculty, cadets and visiting personnel based on written requests.
* Devise work methods to accomplish administrative and budgetary functions, track work flow, compile and search historical files and databases to respond to inquiries, make determinations and recommend improvements
* Coordinate with various activities for requisite approvals needed for item acquisition
* Maintain suspense file on all outstanding procurement transactions. Verify information from receiving reports and invoices to substantiate overages, shortages and discrepancies.
* Perform a variety of administrative and support type duties in such areas as administration, scheduling, coordination, budget, file management, procurement, time cards, copier duties, international correspondence handling to include fax, mailing and e-mail. Provide numerous reports.
* Government Credit Card Holder
* Reviewer for Defense Travel System
10/07 – 12/12:
United States Military Academy, West Point, NY
Administrative Manager/Supply Technician/COR
* Prepare and submit monthly reports ensuring all suspense dates are met.
* Receive, prepare and review requisition, purchase orders and contracts
* Contracting Officer Representative – monitor and execute facility maintenance in accordance with whole facilities maintenance contract
* Supply Technician – purchase items within approved budgetary limits and regulations
* Store Point of Contact – coordinate with vendors, military personnel, DPW, and the public
* Government Credit Card Holder
* Receive visitors and telephone calls, respond to inquiries
* Maintain personnel and general files
* Personnel/Human Resources Liaison – initiate and monitor personnel actions utilizing DCPDS.
* Payroll liaison including inputting of time and attendance utilizing DCPS
* Prepare travel arrangements utilizing Defense Travel System
12/06 – 11/08:
Ronstein Construction Corporation
Sales Manager, New Homes
* Worked with home buyers, financial institutions, home inspectors, attorneys and appraisers involved in the home buying process to determine any and all actions that need to be taken prior to closing. Successfully sold and closed numerous transactions while ensuring positive experience for all involved.
11/03 – 11/06:
Emerald Green-Lake Louise Marie Inc., Rock Hill, NY
Office Administrator
* Established, organized and set up new company office
* Planned and monitored company expansion within budget
* Responsible for timely processing of billing for customer accounts
* Managed all aspects of Accounts Receivables, Accounts Payables to include general ledger postings and payroll processing
* Responsible for account collections. Followed up and resolved customer complaints
* Oversee and monitor security system, ensuring security measures were enforced
* Train and supervise seasonal staff
* Assumed full responsibility for opening and closing office locations
* Responsible for bank deposits
* Interface with residents, attorneys, vendors, developers and the public
* Benefit Administrator
* Website Administrator
* Promoted to company officer in 2005
06/97 – 01/03:
Certainteed Inc., Port Jervis, NY
Office Manager
* Responsible for recruiting, training and supervising clerical and administrative personnel
* Responsible for all administrative activities
* Responsible for responding to customer inquiries, problem solving and providing detailed product information
* Process all sales orders
* Schedule appointments
* Process customer billing
* Implement office procedures to improve efficiency
* Responsible for payroll preparation and bank deposits
1995 – 1997:
Multi-County Community Development Corporation, Poughkeepsie, NY
Office Manager/Executive Assistant
* Responsible for hiring and training of clerical and temporary personnel
* Developed effective administrative and clerical procedures
* Decreased office expenditures by implementing needed controls on stock/supplies and standardizing ordering procedures
* Implement records management system
* Worked with Executive Director, Board of Directors and staff community leaders to coordinate fundraising efforts aimed at enriching community programs
* Devise scheduling of all part time personnel
* Prepare and coordinate all maintenance work orders, ensuring completion in a timely manner
* Provide reception and phone coverage as required
* Coordinate special events and mailings
* Create marketing materials for special events
* Responsible for inventory
* Responsible for cash receipts
* Monitor data entry work ensuring completion each month to meet deadlines
* Reduce costs by utilizing in house printing, oversee completion of special projects
1992 – 1995:
Normann Personnel, Newburgh, NY
Numerous office assignments
I was employed on a temporary basis by Normann Personnel. Doing temporary work gave me the flexibility and opportunity to work in both large and small organizations gaining further experience while seeking permanent full time employment.
1990 – 1992:
United States Military Academy, West Point, NY
Administrative Assistant
* Answer multi-line telephone, receive visitors to office
* Schedule appointments, prepare documents, maintain hospital logs
* Compile statistics for hospital reports
* Compose correspondence, prepare employee time cards
* Route, control and distribute mail
* Maintain administrative files
* Schedule new employees for training and orientation
* Coordinate special events
* Procure office supplies
* Perform other duties as assigned
Proficient in: Government Computer
Programs:
Microsoft Office
AXOL DCPS
Apple Computers WAWF DISA
DTS GFEBS
TOPS 2000 EDA DCPDS Enterprise Contracts E-Darts JPAS
Internet E-Qip
Joanne J. Ruiz
67 Ulster Avenue Walden, New York 12586 ------------
Email: J------------
Objective:
Highly motivated self-starter seeking a position in administrative management where I can utilize my professional experience, flexibility, management and sales ability.
12/12 – Present:
United States Military Academy, West Point, NY
Office Administrator
* Maintain and track databases that track financial and property accountability
* Track and expend funds, research grant money received is in support of the
department.
* Maintain daily working balances
* Process transactions ensuring adequate funding is available, adjust all account balances
* Contact various agencies to resolve any billing and funding problems
* Reconcile access databases using Army financial management tools, GFEBS, WAWF, AXOL, NSF and G8 Reports. Prepare reports and/or maintain records on account balances and status of funds
* Provide department head with fund status reports
* Represent department at the G8 quarterly reviews
* Provide guidance to and assist organizational personnel on such matters as travel, VIP visits, training, correspondence, time and attendance, property and supplies.
* Furnish travel information to department employees; military, civilian faculty, cadets and visiting personnel based on written requests.
* Devise work methods to accomplish administrative and budgetary functions, track work flow, compile and search historical files and databases to respond to inquiries, make determinations and recommend improvements
* Coordinate with various activities for requisite approvals needed for item acquisition
* Maintain suspense file on all outstanding procurement transactions. Verify information from receiving reports and invoices to substantiate overages, shortages and discrepancies.
* Perform a variety of administrative and support type duties in such areas as administration, scheduling, coordination, budget, file management, procurement, time cards, copier duties, international correspondence handling to include fax, mailing and e-mail. Provide numerous reports.
* Government Credit Card Holder
* Reviewer for Defense Travel System
10/07 – 12/12:
United States Military Academy, West Point, NY
Administrative Manager/Supply Technician/COR
* Prepare and submit monthly reports ensuring all suspense dates are met.
* Receive, prepare and review requisition, purchase orders and contracts
* Contracting Officer Representative – monitor and execute facility maintenance in accordance with whole facilities maintenance contract
* Supply Technician – purchase items within approved budgetary limits and regulations
* Store Point of Contact – coordinate with vendors, military personnel, DPW, and the public
* Government Credit Card Holder
* Receive visitors and telephone calls, respond to inquiries
* Maintain personnel and general files
* Personnel/Human Resources Liaison – initiate and monitor personnel actions utilizing DCPDS.
* Payroll liaison including inputting of time and attendance utilizing DCPS
* Prepare travel arrangements utilizing Defense Travel System
12/06 – 11/08:
Ronstein Construction Corporation
Sales Manager, New Homes
* Worked with home buyers, financial institutions, home inspectors, attorneys and appraisers involved in the home buying process to determine any and all actions that need to be taken prior to closing. Successfully sold and closed numerous transactions while ensuring positive experience for all involved.
11/03 – 11/06:
Emerald Green-Lake Louise Marie Inc., Rock Hill, NY
Office Administrator
* Established, organized and set up new company office
* Planned and monitored company expansion within budget
* Responsible for timely processing of billing for customer accounts
* Managed all aspects of Accounts Receivables, Accounts Payables to include general ledger postings and payroll processing
* Responsible for account collections. Followed up and resolved customer complaints
* Oversee and monitor security system, ensuring security measures were enforced
* Train and supervise seasonal staff
* Assumed full responsibility for opening and closing office locations
* Responsible for bank deposits
* Interface with residents, attorneys, vendors, developers and the public
* Benefit Administrator
* Website Administrator
* Promoted to company officer in 2005
06/97 – 01/03:
Certainteed Inc., Port Jervis, NY
Office Manager
* Responsible for recruiting, training and supervising clerical and administrative personnel
* Responsible for all administrative activities
* Responsible for responding to customer inquiries, problem solving and providing detailed product information
* Process all sales orders
* Schedule appointments
* Process customer billing
* Implement office procedures to improve efficiency
* Responsible for payroll preparation and bank deposits
1995 – 1997:
Multi-County Community Development Corporation, Poughkeepsie, NY
Office Manager/Executive Assistant
* Responsible for hiring and training of clerical and temporary personnel
* Developed effective administrative and clerical procedures
* Decreased office expenditures by implementing needed controls on stock/supplies and standardizing ordering procedures
* Implement records management system
* Worked with Executive Director, Board of Directors and staff community leaders to coordinate fundraising efforts aimed at enriching community programs
* Devise scheduling of all part time personnel
* Prepare and coordinate all maintenance work orders, ensuring completion in a timely manner
* Provide reception and phone coverage as required
* Coordinate special events and mailings
* Create marketing materials for special events
* Responsible for inventory
* Responsible for cash receipts
* Monitor data entry work ensuring completion each month to meet deadlines
* Reduce costs by utilizing in house printing, oversee completion of special projects
1992 – 1995:
Normann Personnel, Newburgh, NY
Numerous office assignments
I was employed on a temporary basis by Normann Personnel. Doing temporary work gave me the flexibility and opportunity to work in both large and small organizations gaining further experience while seeking permanent full time employment.
1990 – 1992:
United States Military Academy, West Point, NY
Administrative Assistant
* Answer multi-line telephone, receive visitors to office
* Schedule appointments, prepare documents, maintain hospital logs
* Compile statistics for hospital reports
* Compose correspondence, prepare employee time cards
* Route, control and distribute mail
* Maintain administrative files
* Schedule new employees for training and orientation
* Coordinate special events
* Procure office supplies
* Perform other duties as assigned
Proficient in: Government Computer
Programs:
Microsoft Office
AXOL DCPS
Apple Computers WAWF DISA
DTS GFEBS
TOPS 2000 EDA DCPDS Enterprise Contracts E-Darts JPAS
Internet E-Qip