Anna Vasquez
Guadalupe
Summary
Senior Administrative Office professional with solid background in office administration and coordination. Proven track record of streamlining office processes and supporting team efficiency, contributing to smoother operations. Demonstrated expertise in handling administrative tasks and utilizing communication and organizational skills to enhance team performance.
Overview
18
18
years of professional experience
1
1
Certification
Work History
Senior Administrative Office Professional
Child Welfare Services, Department of Social Services
Santa Maria, CA
11.2021 - Current
- Supervised 8-6-4 AOP I/II in CWS Santa Maria AOP Pool.
- As Custodian of record for Santa Barbara CWS, assisted in appearing in court to produce records, probation tracers, produce CWS notes for CSEC Hart meetings.
- Coordinated meetings and facilitated communication among multidisciplinary teams to enhance service delivery.
- Developed training materials and conducted workshops to improve staff proficiency in imaging system (OnBase)
- Streamlined office procedures, increasing efficiency in processing client information and request for CWS records.
- Implemented data tracking systems to monitor service outcomes and identify areas for improvement for all staff primary assignments. (ICWA, Adoption, Vitals)
- Enhanced office efficiency by streamlining filing systems and implementing digital document management solutions. (State freeing documents)
- Maintained accurate records for AOP staff, employee soft files.
- Collaborated closely with other team members to ensure efficient workflow across various functions within the office setting.
- Managed scheduling for multiple conference rooms, ensuring timely meetings and optimal use of space.
- Oversaw compliance with state regulations, ensuring adherence to policies and standards within the department. (ICWA)
- Improved customer satisfaction by resolving client inquiries quickly and accurately while maintaining a professional demeanor.
- Developed streamlined processes for handling incoming mail, reducing clutter and improving overall organization within the office space.
- Contributed to project success by providing administrative support in data entry, research tasks, and report generation as needed.
- Handled sensitive information with discretion while maintaining strict confidentiality standards when working with personnel files or other private documents.
- Boosted team morale through the organization of staff events, fostering a positive work environment for all employees.
- Managed inventory of office supplies and equipment, proactively addressing shortages or maintenance needs to minimize downtime.
- Facilitated communication between departments by creating a centralized system for sharing information and resources.
- Ensured seamless onboarding experience for new hires by preparing training materials and organizing orientation sessions.
- Implemented effective time management strategies to prioritize tasks effectively and meet deadlines consistently in a fast-paced work environment.
- Assisted in the development and implementation of office policies and procedures, ensuring compliance with industry regulations and best practices.
- Assisted in the hiring process by screening resumes, conducting interviews, and providing recommendations to managers.
- Prepared and edited documents to produce precise, accurate and professional communication.
- Input data into spreadsheets and databases.
- Reviewed files, records and other documents to obtain information to respond to requests.
- Promptly received and forwarded incoming communications, such as phone calls, emails, and letters, to appropriate staff.
- Answered and managed incoming and outgoing calls while recording accurate messages for distribution to office staff.
- Kept office supplies well organized and sufficiently stocked, placing orders promptly to replenish materials before depleted.
- Processed incoming and outgoing mail and packages according to established procedures.
- Utilized office management software to record and track customer information.
- Created and maintained detailed records of all office activities.
- Edited and proofread documents for accuracy and completeness.
- Supported staff on special assignments and projects.
Senior Office Services Specialist
Kern County Child Support
02.2019 - 10.2021
- Currently working for Kern County Child Support as Senior Office Services Specialist for Support Team One in the Performance Management and Analysis Division for Manager Stacey Wuertz. Overseeing two Office Service Specialists and ten Office Service Assistant and one extra help Office Service Assistant. Liaison with Kern County Clerks of the Court for support and assistance with Kern County Child Support matters and legal documents. Providing daily review of legal documents still Outstanding with the clerk's office. Created and implemented Expectation guides for all OSA’s. Liaison with service vendors who provide legal documents services American Eagle. Manage Performance Tracking Tool a data tracking system that captures all documents going to and from DCSS and Clerks office. Conducts daily data review checking for accuracy and keeping within specified timeframes. Collaborated and participated in carrying out county wide Annual backpack distribution in Taft Ca, assisted in distributing 350 backpacks to the community of Taft. Overseeing daily management of staff carrying out specialize duties keeping within established policies and procedures. All Supervision duties as assigned.
Office Services Specialist
Kern County DHS Office Services Specialist
06.2018 - 02.2019
- Office Service Specialist in the Resource Family Approval division for Program Director Vanessa Frando. supervisor to six OST in RFA unit. In charge of running daily operations for staff in charge of live scanning prospect foster parents, overseeing staff who schedule prospect foster parents for CPR/First Aid, RFA orientation and staff who upload, review RFA applications, and interstate applications. Assisted with planning, organizing Breakfast with Santa event, May Dinner with Resource families. Provided goodies bags and household supplies for prospect RFA families under AB12 program. Organizing binders for Annual State audit review. Planned and assisted staff create manuals for OST primary assigned duties. Daily review of online application system checking for accuracy and errors. Provide quality review checks on RFA applications online system and provided report to the Program Director on findings. Assisted with creations of email distribution systems for newsletter and media blast. Provided Notary services for families seeking adoptions services. Provide clerical assistance to RFA Social Worker Supervisors, compiled reports and data tracking from RFA Applications and online RFA system. All other clerical duties as assigned.
Office Services Technician
Kern County DHS Office Services Technician
03.2017 - 06.2018
- Office Service Technician in the Program and Policy Division assisted with clerical duties for Program Director Veronique Hayes and six Assistant Program Director. Maintained County of Kern All county letters for Medi-Cal, Cal-Fresh incoming state letters. Provided monthly reports to the Program Director on incoming state letters for county programs. Assisted in overseeing reception OSA staff. Organized New Path countywide uplifting Campaign.
Human Service Aide
KCDHS Court Service Human Service Aide
Bakersfield, CA
09.2016 - 03.2017
- HSA in court Services assist Court Social Workers in scheduling court ordered visits, arranging transportation for clients to and from court, school or visitation centers. Drug testing clients and assisting in documentation of services rendered. Accuracy in documentation during client and child visits in order to deliver clear and concise documents. Translate for clients from Spanish to English during home visit with Emergency response Social Workers. Ensure documents entered into the CWS/CMS government website are in compliance with Department policies. Adhere to Department policies and procedures in keeping with job assignments. Follow Department policy on HIPPA and ensuring client’s privacy during visits and documentation is priority. Assist in other tasks as assigned.
Activities Director
Brookdale Riverwalk
Bakersfield, CA
05.2014 - 05.2016
- Oversaw 120 residents in skilled nursing facility. Main function was to assess upon admission resident past and current customary lifestyle and preferences sect. Implemented activity calendar for residents catered to their likes and interests. Attended daily interdisciplinary team meetings with Nursing, Dietary and Therapy departments to plan, and deliver optimal health goals for long term and short term residents. Adhere to HIPAA and privacy policies in daily documentation in residents care plans utilizing MDS 3.0 computer system. Attend weekly Care conference meetings to update resident and Family members on resident’s progress and care plans in activity programming.
Activities Director
Delano District Skilled Nursing Facility
09.2008 - 05.2010
- In charge of overseeing daily function of the Activities Department. Daily tasks included completing MDS F section, creating activities Care plan and filing documents in residents chart. Daily participation and attendance in Interdisciplinary meetings to discuss resident progress and goals for a safe discharge. Attend quality of care meetings with residents and family members to provide updates on residents progress and goals. Create a monthly activities calendar, assist residents with outing and events. Adhere to HIPPA rules of confidentiality and provide good customer service to visitors and residents. Assist as needed to Facility Administrator.
Education
Certificate of Completion -
Southern California School of Interpretation
Bachelor of Science - Sociology
Allan Hancock College
Santa Maria, CA06-2028
Tier One Bilingual Certified - undefined
Bakersfield College
Certified Activity Director - undefined
Clovis Adult School
Skills
- California Notary,
- Spanish Bilingual Certified,
- Live Scan Operator certified,
- CJIS Criminal Justice Information Services Security and Privacy Training Certificate
- Emotional Intelligence training, Progressive Discipline training, Procedural guide Yellow Belt lean Six Sigma certified
Certification
- Certified Interpreter, Southern California School of Interpretation - 2019
Training
Specialized Training: Franklin Covey Training, Leading in the Speed of Trust Training, Investment and Excellence Training, TPI University, Bridges to Poverty Training
Languages
Spanish
Native or Bilingual
Timeline
Senior Administrative Office Professional
Child Welfare Services, Department of Social Services
11.2021 - Current
Senior Office Services Specialist
Kern County Child Support
02.2019 - 10.2021
Office Services Specialist
Kern County DHS Office Services Specialist
06.2018 - 02.2019
Office Services Technician
Kern County DHS Office Services Technician
03.2017 - 06.2018
Human Service Aide
KCDHS Court Service Human Service Aide
09.2016 - 03.2017
Activities Director
Brookdale Riverwalk
05.2014 - 05.2016
Activities Director
Delano District Skilled Nursing Facility
09.2008 - 05.2010
Tier One Bilingual Certified - undefined
Bakersfield College
Certified Activity Director - undefined
Clovis Adult School
Certificate of Completion -
Southern California School of Interpretation
Bachelor of Science - Sociology
Allan Hancock College