Kayla Whitehead
Edmonton,Canada
Summary
Dynamic administrative professional with extensive experience at the Government of Alberta, excelling in detail-oriented data management and effective communication. Proven track record in streamlining processes, enhancing efficiency, and maintaining financial systems. Adept at collaborating with teams to achieve organizational goals while ensuring accuracy in records management and customer service.
Overview
13
13
years of professional experience
Work History
Administrative Support, AS3
Government of Alberta, Child Care Subsidy
Edmonton, Canada
01.2017 - Current
- Provide administrative support to the office managers and other staff members
- Accurately enter applicant information into the Child Care Information System and various other integrated databases
- Adhere to the mail distribution standards and efficiently manage all incoming and outgoing mail
- Code all incoming documentation that is received by e-mail or mail
- Promptly upload all coded applications and other supporting documentation relating to applicants’ files into SharePoint for Assessors perusal
- Safeguard all documents completed by assessors and prepare it to be filed electronically
- Ensure all outgoing mail is collected and prepare letters for mail-out everyday
Child Care Subsidy Assessor, AS4 (Acting Position)
Government of Alberta, Child Care Subsidy
Edmonton, Canada
09.2022 - 11.2022
- Processed childcare subsidy applications received by applicants
- Requested financial information from the Government of Canada to determine program eligibility
- Created system generated letters for applicants outlining the status of applications
- Mailed out system generated letters to applicants outlining eligibility status
- Requested additional supporting documents to support program eligibility
Administrative Support, AS3
Government of Alberta, Child and Family Services
Edmonton, Canada
01.2016 - 01.2017
- Provided administrative support to the office managers and other staff members
- Responded and redirected all telephone and walk-in inquiries to the appropriate contact
- Accurately entered sensitive information into the Intervention Services Information System
- Effectively adhered to the filing standards to ensure sensitive information was filed accurately
- Verified and entered invoices for authorization and processing
- Prepared a monthly financial spreadsheet and entered approved payment information into CYFS for client and provider payments
- Scheduled and set up video conferencing requests
- Ensured accurate minute taking for operations manager
Administrative Assistant
University of Alberta, Division of Preventive Medicine
Edmonton, Canada
08.2015 - 09.2015
- Efficiently searched the College of Physicians and Surgeons database, and extracted physician information for recruiting purposes for the Occupational Medicine course.
- Dedicated time to tracking the number of completed letters to ensure the correct postage, and timely delivery.
- Successfully compiled physician course materials for multiple provinces across Canada, and shipped materials prior to the start of the course.
- Praised for suggesting an alternative process for data cleaning, which eliminated 80 percent of the initial projected process.
Receptionist/Administrative Assistant
University of Alberta, Research Services Office
Edmonton, Canada
02.2015 - 05.2015
- Efficiently managed reception, ensuring all applicants, visitors, and general public inquiries were resolved.
- Diligently referred to the mail management procedure to ensure effective delivery of all correspondence.
- Quickly and accurately scheduled courier services with various companies depending on the required date of delivery.
- Encouraged all visitors to sign into the visitor logbook, and issued visitor badges to guarantee the safety of all guests.
- Meticulously tracked and ordered office supplies while being cost-effective.
- Contributed to and maintained the reception procedure manual to guarantee effective operations and ease of training.
- Proficiently monitored all office equipment for proper functioning, to prevent administrative delays.
Financial Administrative Assistant
WJS Canada, Spirit of Our Youth Homes
Edmonton, Canada
06.2012 - 08.2014
- Adeptly managed a high-volume reception, simultaneously balancing multiple tasks.
- Managed all incoming electronic and manual correspondence while referencing the mail distribution procedure.
- Ensured all outgoing mail was properly stamped using the Pitney Bowes digital posting meter, and scheduled courier services when necessary.
- Accurately prepared invoices using QuickBooks accounting software, and followed up with customers, confirming receipt of invoices.
- Effectively managed and maintained overdue receivables while preserving positive customer relationships.
- Scheduled financial appointments with team leaders to reconcile previous monthly budgets, prior to issuing a new disbursement of funds.
- Properly ensured the verification of all invoices received, and prepared batches of verified invoices for data entry.
- Efficiently transcribed meeting minutes, letters, memos, and drafted them for finalization.
Education
Administrative Professional Diploma -
Norquest College
Edmonton, AB04.2012
Administrative Professional Certificate -
Norquest College
Edmonton, AB04.2011
High School Diploma -
06.2009
Skills
- Detail-Oriented Data Management
- Thorough Detail Review
- Analytical Problem Solving
- Effective Communication
- Customer service
- Collaboration skills
- Time management
- Office administration
- SharePoint management
- Financial systems management
- Records management
Timeline
Child Care Subsidy Assessor, AS4 (Acting Position)
Government of Alberta, Child Care Subsidy
09.2022 - 11.2022
Administrative Support, AS3
Government of Alberta, Child Care Subsidy
01.2017 - Current
Administrative Support, AS3
Government of Alberta, Child and Family Services
01.2016 - 01.2017
Administrative Assistant
University of Alberta, Division of Preventive Medicine
08.2015 - 09.2015
Receptionist/Administrative Assistant
University of Alberta, Research Services Office
02.2015 - 05.2015
Financial Administrative Assistant
WJS Canada, Spirit of Our Youth Homes
06.2012 - 08.2014
Administrative Professional Diploma -
Norquest College
Administrative Professional Certificate -
Norquest College
High School Diploma -
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