Denise Duenas
Arlington
Summary
Dynamic Office Manager at Easter Seals UCP NC & VA, adept at streamlining administrative processes and enhancing team collaboration. Proficient in accounts payable and facility management, I successfully coordinated budget proposals and improved operational efficiency. My strong communication skills and expertise in Microsoft Office Suite drive impactful results in fast-paced environments.
Overview
27
27
years of professional experience
Work History
Office Manager
Easter Seals UCP NC & VA REACH Program
Woodbridge
12.2012 - Current
- Currently coordinate day to day administrative processes in multiple office locations (with 40± team members) with the assistance of one administrative assistant in second location.
- Conduct general administrative tasks - to include: preparing work orders; maintaining files; managing multiple calendars for management team; creating and managing multiple spreadsheets (to keep account of work orders, credit card reconciliations, employee information, client information...etc); composing, reviewing and editing a variety correspondences; preparing and distributing multiple types of monthly and annual reports and reference packets for meetings and internal trainings.
- Assist in Accounts Payable tasks: working to resolve issues with vendors; preparing invoices for processing; and keeping ledger of accounts.
- Assist in budget management and coordination for the program: collaborating with senior leadership team members, assessing financial needs of the organization and proposing budgeted amounts for each need.
- Entertain, assess and provide basic IT support requests.
- Asset management/ coordination and distribution of laptops and mobile devices (smart phones and Mifis).
- Facility management: coordinate inspections, cleanings, and maintenance of office and equipment.
- Perform procurement duties in addition to contracts coordination involving price/cost analysis of suppliers, materials, and equipment through vendor proposals, online product research and other resources.
- Receive, review, recommend and process new hire documentation for prospective and new hires. This consists of professional reference checks, background investigations, and documentation verification. Assist in the orientation process for new hires by providing general information on different types of trainings required, payroll schedules, holidays, our organization's mission and purpose; also assisting in reviewing our employee handbook, the expectations of their position, and our ethics and compliance policies.
- Maintain and audit employee training files for compliance and coordinate required training for directors, supervisors and staff.
- Data entry regarding service delivery, client demographics, expense reimbursements, credit card reconciliation, and staff administrative time using multiple databases and programs (Excel, Word,...etc).
Executive Secretary
Northern Virginia Training Center
Fairfax
05.2007 - 12.2012
- Performed general and confidential administrative duties (i.e., compose and type a variety of correspondences, and memos) for the Training Center's Clinical Program and Social Services. Responsible for coordination of accurate information regarding admissions, discharges and transfers.
- Provided clerical support to Training Center Program’s Director and Social Work Director. Duties included: screening all incoming calls, copying, requisitioning, and maintaining office supplies; processed travel reimbursements; maintaining electronic calendars; organizing and distributing mail.
- Gathered information to prepare/create, manage and distribute annual and monthly reports (i.e. tables and spreadsheets) for Social Services, Clinical Programs, Community Programs, Accounting, and our Central Offices in Richmond.
- Successfully coordinated staff and executive meetings, several community seminars, booking venues, creating flyers/invitations and reference materials.
- Managed and maintained internship contracts and vocational day programs contracts; renewal and updates of contracts ensuring proper verbiage and timely processing.
- Maintained multiple databases for the Clinical Programs and Social Work department. Established and maintained confidential statistical budget reports, client information reports, and administrative files.
- Served as initial contact with our agency - entertaining inquiries from various community and state agencies and organizations, vocational schools, family, and potential admissions.
- Received, reviewed for completeness, processed, and coordinated (by conferring with community representatives) referral requests for outpatient services (i.e., dental, health services, aquatic therapy, nutritional consults, psychiatric consults, and psychological consults).
- Consulted with Training Center clinicians regarding assessments of individuals both in the community and residents living at NVTC.
- Timekeeping using Kronos for approximately 24 staff members.
Leasing Consultant
Orleans Village
Alexandria
09.2006 - 05.2007
- I greeted clients, toured property with prospective residents, inspected vacant units for quality control and reported concerns to the Maintenance Supervisor.
- I prepared prospective resident files for review of and approval by the Property Manager.
- I prepared service requests and conducted follow up calls to ensure requests were completed in a timely and efficient manner.
- My duties also included answering phones, entering client information into the agency’s database and preparing correspondences to residents as needed.
Corporate Advertising Coordinator
IT&E Overseas
Tamuning
04.2005 - 08.2006
- Planned, scheduled, and coordinated radio, television advertising campaigns and promoted ITE to community partners with media representatives.
- Monitored all media for airing and printing of various advertisements.
- On occasion would initiate, process, and coordinate solicitation requests for community organization and events.
Customer Service Operator/Telemarketer
IT&E Overseas
Tamuning
10.2003 - 04.2005
- Screened incoming calls and forwarded to proper department or person.
- Answered customers’ questions regarding the company’s services; making product recommendations based on customers’ needs or wants.
- Assisted customers with various concerns, including, but not limited to, long distance, direct dialing, and international/domestic time.
- Logged all customer inquiries and concerns on company database, recorded how situation was resolved, or was to be resolved.
- Initiated trouble ticket/trouble report and forwarded to appropriate department or persons.
- Assisted Customer Service Team Lead in the preparation of correspondences for internal and external communication.
Medical Receptionist
PacifiCare Asia Pacific – FHP Tamuning Medical Center
Tamuning
10.1998 - 03.1999
- Scheduled patient appointments (Annual Physicals, Health Checks, Same Day Appointments and Follow-ups) with their primary FHP Doctor.
- Processed patient payments and completed cash count Activity Report.
- Processed Walk-in/Urgent Care patients by data entry.
- Initiated various patients requests regarding their personal chart (Shot record requests, full medical chart requests, and partial medical chart requests).
Education
High School Diploma - Computer Science, Record Keeping
Guam Community College & Vocational High School
Mangilao, Guam01.1990
Skills
- Microsoft Windows
- Accounts payable
- Facility management
- Procurement coordination
- Administrative support
- Calendar management
- Office organization
- Contract management
- Training coordination
- Effective communication
- Team collaboration
- IT support
- Microsoft Office Suite
- Database management
- Typing speed 55-60 wpm
- Multi-line phone systems
- Customer service
Professional References
- Mojgan Pourmand, Clinical Director, Easter Seals UCP North Carolina and Virginia, 571-409-0735
- Leslie Katz, Former Social Director, Department of Behavioral Health, 703-855-5508
- Michael Sherer, Medical Director, Easter Seals UCP North Carolina and Virginia, 571-474-5187
Affiliations
- Created initial Administrative policies and procedures for new program that supports individuals with ID/DD and Mental Health
References
References available upon request.
Timeline
Office Manager
Easter Seals UCP NC & VA REACH Program
12.2012 - Current
Executive Secretary
Northern Virginia Training Center
05.2007 - 12.2012
Leasing Consultant
Orleans Village
09.2006 - 05.2007
Corporate Advertising Coordinator
IT&E Overseas
04.2005 - 08.2006
Customer Service Operator/Telemarketer
IT&E Overseas
10.2003 - 04.2005
Medical Receptionist
PacifiCare Asia Pacific – FHP Tamuning Medical Center
10.1998 - 03.1999
High School Diploma - Computer Science, Record Keeping
Guam Community College & Vocational High School