Summary
Overview
Work History
Education
Skills
Languages
Timeline
Generic

Vanessa Infante-Garcia

Long Beach

Summary

Professional office support specialist with extensive experience in administrative functions and office management. Experienced and organized administrative professional with strong background in office management, scheduling, and communication. Skilled in handling multiple tasks efficiently, ensuring smooth operations, and supporting executive teams. Team collaboration and adaptability to changing needs drive consistent achievement of organizational goals. Known for reliability and fostering positive work environment.

Overview

24
24
years of professional experience

Work History

Shared Administrative Assistant

Internal Revenue Service, Small Business/Self-Employed, Offer-in-Compromise
09.2024 - Current
  • Administrative Assistant, Small Business/Self-Employed Division, Offer-in-Compromise Group 43. Timekeeping for group verification, review and verify employee’s time on SETR and ICS Entity. Create, maintain, and share group outlook calendar with training, group meetings, time-off requests, holidays and workdays. Mail distribution and control of 3210 forms. Accept and assign new incoming cases to group hold file. Prepare and ship outgoing cases via UPS using secure mailing protocol per IRM. Sort and store closed files; mail all acceptance files to MOIC using secure mailing protocol. Order group supplies. Prepare minutes for group monthly meetings. Complete weekly time reports and end of month reports to group manager.
  • Entitlements currently used: CONCUR, TAPS/SETR, ICS, ACCURINT, IDRS, ALS-ENTITY, TDUS, AOIC

Initial Assistance Representative

Internal Revenue Service, Field Assistant, Taxpayer Assistance Center
03.2024 - 09.2024
  • Assist taxpayers with appointments at the Santa Ana Taxpayer Assistance Center. Verify identity and documents required prior to appointment with ITAS. Assist taxpayers without appointments with walk-in assistance or schedule future appointment according to FAST availability. Answer questions and/or concerns for taxpayers, help, make referrals to available IRS services, refer taxpayers to telephone assistance and/or video appointments from home. Assist all Spanish speaking taxpayers, including assisting to translate ITAS during appointments if interpreter services were unavailable. Assist group secretary with verification of outgoing mail, mail delivery and distribution back-up for group secretary. Maintain and distribute available IRS forms for taxpayers. Ability to verify identity before printing and issuing personal transcripts in person requests. Verify documents for requests of new or renewal of ITIN before appointment with ITAS.

Supervising Legal Office Support Assistant

Los Angeles County Public Defenders Office
05.2017 - 02.2024
  • Responsible for supervising and training current and new support staff for the Los Angeles County Public Defenders Office. Designated to train new county employees about the function of the Public Defenders Office; what the role of the department is within the court system and the responsibility of the office is to assist individuals and/or their families through the court process in criminal court. Provided a background of the criminal court system to assist staff understand the steps involved during criminal procedures. Support staff for the department may consist of secretaries at different levels of county employment, from typist clerk to Senior Legal Office Support Assistant. The staff will provide direct assistance to attorneys within the department and will be required to communicate with clients and/or family members in person, via telephone and/or email. Staff are also required to have a clear understanding of Human Resources and County Policy, timekeeping, office etiquette, and resolving complex factors. This county department is always working at a high pace which requires staff to perform daily work for the next court business day, usually working under time sensitive deadlines.
  • The supervision of staff requires constant changes to adapt to current court system policies and requires training to adapt to the needs of the courts.
  • Work as a designated timekeeper for all support staff as well as proxy for attorneys who are on leave.
  • Supervise, assist, and train all support staff;
  • Practice and enforce Departmental and County policy. Work to create work plans for employees;
  • Prepare and discuss annual performance evaluations with support staff;
  • Time record, keeping and approvals. Evaluate time requests to ensure sufficient office/schedule coverage;
  • Assist clerical staff with work overload as needed;
  • Conduct and/or participate in group meetings;
  • Support of Head Deputies and higher-level staff;
  • Review and assign all incoming work requests in a timely manner, prioritizing;
  • Order office supplies;
  • Assist translating for telephone and front office in Spanish for clients, family members and visitors;
  • Assistant to Supervising paralegal at headquarters;
  • Work as volunteer at expungement clinics for office events;
  • Work in conjunction with Return to work and Human resources to resolve staffing issues.

Legal Office Support Assistant II

Los Angeles County Public Defenders Office
05.2012 - 04.2017
  • Mental Health Unit: In 2012 I was assigned to the Public Defenders Office Mental Health Unit, this office only handles the following type of cases: conservatorships (non-probate), mental competency and 72-hour hospital holds and/or involuntary medical holds. As support staff, we had to handle extremely heavy telephone lines from clients in hospitals, conservatees (clients), family members and attorneys in criminal proceedings. All calls are time-sensitive, especially the 72 hour holds either to file or to cancel the proceedings. These require immediate assistance since support staff at the Public Defenders Office are filing on the client’s behalf. This unit is a very heavy, fast-paced environment due to the type of cases it handles as well as the clients that staff works with. Files and calendars must be prepared in advance but may only be done the day before since that is when the court informs the office of the appearance. This unit teaches you to work under very high demand, stressful situations, and very short deadlines.
  • As a support secretary for the unit from 2012-2017, when I was promoted to supervisor, I was assigned to remain in this unit as a supervisor. I continued to carry the line of work I had prior to becoming a supervisor along with taking all the new tasks that came with the supervisorial assignment; the office continued to be short staff and only had a total of three support staff including a supervisor. Conservatorships were filed daily, and work requests had to be produced for field paralegals to interview the clients; sometimes only giving us a week advance notice.
  • From 2018 to the end of 2019, I was invited to be a part of a team that will assist a vendor create the area of Mental Health for CCMS. This is the new paperless filing system for the department that was implemented from scratch in October 2020. The invitation required long hours of exchanging information with the vendor on the type of resources and information that compose a file in Mental Health. Every detail had to be provided to the vendor from where the information was obtained to how we gathered paperwork, to how we completed a file. Details on how notes were included, how annual conservatorships were tracked and how files were closed were required as well.

Legal Office Support Assistant I

Los Angeles County Public Defenders Office
09.2004 - 04.2012
  • Performed clerical support for juvenile criminal staff which included attorneys, paralegals, social workers and investigators. Clerical support included and was not limited to creating and updating criminal case files, update computer systems with current proceeding information, case filing, create and maintain criminal investigation requests. Front office duties included visitor greeting and assistance, answering all incoming telephone calls and assisting other clerical staff with office duties. Volunteered to travel to other juvenile criminal offices to provide clerical support as needed. As part of my clerical duties, I was in charge of all office supplies, maintain and order all supplies. Provided support to adult criminal support staff in all above duties as needed, including tape transcription for investigators. Volunteered to assist in close file organization in order to ship all physical files for scanning.

Intermediate Typist Clerk

Los Angeles County Public Defenders Office
11.2001 - 08.2004
  • From March 2001 through November 2001, worked as a temporary clerk through staffing agency with the Los Angeles County Public Defenders Office, Airport Branch. After completing a county exam, I was hired as an Intermediate Typist Clerk, permanent position. In this assignment I was assigned to customer service support in person and over the telephone. I was assisting clients, family members, private attorneys and/or public with information in regards to services offered by this county department. I would provide information to clients and family members about court appearances, jail booking information and all necessary information requested in association with client’s case(s). Telephone duties required answering multiple phone lines while performing other clerical duties as needed. Duties as office support clerk demanded that I provide clerical support to numerous attorneys in felony and misdemeanor assignments, perform as a back-up to other clerical staff, perform conflict checks for attorneys in court to avoid conflict of interest with client’s cases and maintain and request all office supplies.

Education

Associate of Science - Administration of Justice

Los Angeles City College
Los Angeles, CA

Skills

  • Computer proficiency
  • Microsoft Word
  • Excel
  • Outlook
  • Microsoft Teams
  • Adobe Acrobat
  • Typing speed 65 words per minute
  • Excellent telephone etiquette
  • Customer service
  • Training and development adaptability
  • IRS entitlements: SETR, ICS, ALS, ACCURINT, CONCUR, TDUS, AOIC, FAST, IDRS
  • Data entry
  • Computer skills
  • Office administration
  • Administrative support
  • Time management
  • File organization
  • Microsoft outlook
  • Customer and client relations
  • Filing
  • Customer relations
  • Clerical support
  • Critical thinking
  • Scheduling
  • Documentation and recordkeeping
  • Strong problem solver
  • Office management
  • Professional communication
  • Database entry
  • Scheduling and calendar management
  • Appointment scheduling
  • Verbal communication
  • Data organization
  • Deadline oriented
  • Professional and mature
  • Calendar management
  • Filing and data archiving
  • Documentation and reporting
  • Relationship building
  • Mail handling
  • Document management
  • Records administration
  • Multi-line phone proficiency
  • Client relations
  • Meeting planning
  • Schedule management
  • Internal communications
  • Internet research
  • Mail management
  • Meeting arrangements
  • Multi-line telephone systems
  • Attendance record management
  • Writing reports
  • Employee timesheet processing
  • Training and coaching
  • Supervising staff
  • Letter preparation
  • Program files maintenance
  • Mail distribution
  • Staff management
  • Office equipment maintenance
  • Correspondence writing
  • Reception oversight
  • Team bonding

Languages

Spanish
Full Professional

Timeline

Shared Administrative Assistant

Internal Revenue Service, Small Business/Self-Employed, Offer-in-Compromise
09.2024 - Current

Initial Assistance Representative

Internal Revenue Service, Field Assistant, Taxpayer Assistance Center
03.2024 - 09.2024

Supervising Legal Office Support Assistant

Los Angeles County Public Defenders Office
05.2017 - 02.2024

Legal Office Support Assistant II

Los Angeles County Public Defenders Office
05.2012 - 04.2017

Legal Office Support Assistant I

Los Angeles County Public Defenders Office
09.2004 - 04.2012

Intermediate Typist Clerk

Los Angeles County Public Defenders Office
11.2001 - 08.2004

Associate of Science - Administration of Justice

Los Angeles City College

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Vanessa Infante-Garcia