Zafs - Office Administrator - Sydney, NSW, Australia

Lupe Zafs

Sydney, NSW, Australia

Services

Office Administrator

  • Full time
  • Part time
  • One time
  • Contract
  • Temp

Summary:

I have 29 years of experience in an administrative and accounting environment, 20 of which gaining whilst working for the Department of SPCC, EPA, DEC, DECC, DECCW and Office of the Environment and Heritage" Dept of the Premier and Heritage and 9 years with the NSW Government at various departments. During this time, I have gained extensive experience in administrative processes as well as duties relating to accounting, HR issues, records management etc. I have a strong understanding of compliance and excellent organization and time management skills with an excellent customer service focus and good communications skills. These are some of the skills and knowledge that I will bring into
a this position:
- sound knowledge of administrative procedures and processes in relation to administration and office
- strong commitment of compliance with prescribed policies, procedure and guidelines
- excellent knowledge of accounts payable, receivable, purchasing, and sound analytical and numerical skills and experience in generating and compiling basic disbursement reports for solicitors when required
- strong commitment to compliance with prescribed policies, procedure and guidelines
- good computing skills and knowledge of computer software packages, including Microsoft word, Outlook, Excel, and record management system TRIM
- excellent knowledge of computerized accounting system SAP
Excellent negotiating, interpersonal and organizational skills
- able to prioritise work and meet deadlines
- excellent knowledge of computerized meeting and conference organizer
- being an excellent team player.

I will bring into a position my broad and extensive experience in Office Administration strong organizational, time management and people management skills and excellent customer service focus. I see this position as an opportunity for me to apply my skills, and learn new systems and procedures and as an excellent opportunity for career advancement.

Work History

Administration Officer

Legal Services Branch

From February 2004

Office of the
Environment & Heritage (Dept of the Premier & Cabinet)
My duties were:
• preparing of monthly Solicitor Duty Roster and updating through intranet
• maintaining stationery supply, purchasing of office furniture and equipment etc
• investigating tax invoice payments by requests and advice of progress
• organising and processing of Law Society membership payments
• organising service calls for office equipment when required
• receiving and signing in subpoenas delivered to the branch, recording and updating the subpoena database and their payments through Excel
• booking couriers/pickups and deliveries
• picking/dropping of branch mail/DX mail box and their distribution
• fielding and redirecting telephone inquiries to the duty solicitor on roster
• booking of conference rooms, setting up computers and laptops and catering
• booking/registering/organising payments for staffs to attend seminars, conferences and training
• conveying phone messages for lawyers and investigators who are out of office
• photocopying, faxing, scanning and making copies of CDS
• checking the legal advice email requests for legal advices by the section and email them to the manager of Legislation for allocation
• performing city runs to the Parliamentary Council, Barristers Chambers and external solicitors offices
• distribution of case notifications through the department
• daily access to the LEC website for court lists and distribute it to the branch
• processing Land Title searches, company searches, personal and bankruptcy as well as printing of extracts when requested
• city run of court filing at the Land and Environment Court, Supreme Court and other Local Courts
• compiling and preparing court documents and folders prior to court appearances day
• organising records of interviews for transcriptions
• Assisting in scheduling and re-scheduling of meetings for managers and the branch executive director
• Sending emails and responding to requests from other branches in...

Regulatory Support Officer - Radiation Control Section

From July 2000

Duties included:
• Answering telephone enquiries as necessary, dealing with matters or transferring to the appropriate officer.
• Processing and entering of new License applications and updating the Licensing database, (Microsoft access) allocating new License numbers and creating of new files
• Issuing standard letters to applicants who has provided insufficient information in regards to application forms and proceeding of incorrect fees
• Processing refund forms for the Director Radiation Control's approval due to de-activated license or over paid fees,
• Answering telephone enquiries in regard to radiation licenses, registrations, accreditations and fixed radiation gauges or referring to the appropriate officer
• Faxing and collating incoming faxes and their distribution
• Processing of cheques and monies and their goods receipting in financial system SAP, updating renewals and their re-issuing on the daily basis
• Entering of new registration application forms (DIAR) and issuing registration certificates
• Updating and changing of apparatus details, due to transfer, sell/give away or disposal notifications
• Collating of compliance certificates for new or renewals of registrations
• Maintain the licensing and registration databases including updates and details
• Faxing and posting of requested information, guidelines and code of practices
• Printing of renewals and final reminders monthly
• Printing lists of new licenses for the DRC's approval
• Printing RAC's list prior to the RAC's meeting on the monthly basis
• Processing variations requests, updating licenses status and their re-issuing
• File creation and general filing.

Motor Vehicle Admin Officer

Motor Vehicle Enforcement Unit

June 1997 - September 1997

My duties were:
• Collecting mail, date stamping, distributing and updating details,
• Checking telephone messages and returning calls
• Preparing correspondences, responses and reports,
• Checking requests and providing motor vehicle owner details for regions
• Checking smoke and noise observations and processing appropriate notices
• Logging data entry enquiries
• Maintaining EPA motor vehicle infringement database
• Accessing RTA database for vehicle owner details
• Processing and generating warning letters, notices, defects, registrations, suspensions and terminations
• Processing applications regarding vertical exhausts exemption
• Answering enquiries and giving information in relate EPA vehicle guidelines
• Maintaining effective records management which includes file creation, file searching, tracking and filing under Unit Alpha and Numeric filing system
• Obtaining quotations for goods and services
• Creating purchases orders receiving and receipting goods,
• Handling telephone enquiries as necessary, dealing with matters or transferring to appropriate officers
• Booking conference rooms and catering for section meetings
• Attending to the counter

Administrative Officer

June 1997 - July 1997

Waters & Catchment Policy
My duties were:
• Maintaining section stationery supply, purchasing of office furniture and equipment
• Assisting with the branch filing system by file creation, document sheet, file searching and general filing and archiving
• Organising external and staff committee meetings as well as assisting with printing agendas as well caterings
• Preparing section annual budget report in consultation with section manager and the senior administrative officer
• Overseeing cars running sheets and organising periodic services for motor vehicles when required
• Transcribing of Dictaphone tapes of interviews for inspectors
• Word processing of reports, submissions, letters, ministerial and correspondence etc.
• Word processing of reports, submissions, letters, tables, ministerial and correspondence etc
• Editing and formatting of reports and papers before presentations
• Distributing of incoming faxes, faxing and mail distribution
• Organising courier pickups and deliveries
• Recording of correspondence and ministerial marked to the section and tracking of responses performed by the section prior to due dates
• Processing payments of invoices, creating requisitions and purchase orders, and goods receipting
• Booking domestic air travel, accommodation, transport for Lawyers, Investigators and Witnesses
• Arranging registration of staff to attend seminars/courses and follow-up payments to organisations
• Liaising with other government departments or libraries regarding available Acts or technical books
• Maintain records and monitors all income and expenditure, produces monthly and quarterly financial reports
• Preparing budget adjustments, section variances summary reports for the manager

Section Admin Officer

Air Policy

May 1997 - June 1997

My duties were:
• Monitoring temporary and higher duties macros and checking appropriate delegations
• Maintaining stores supply office furniture and equipment
• Booking of domestic travel, accommodation and rental cars for staff
• Preparing of section financial monthly reports
• Overseeing cars running sheets and organising periodic services of motor vehicles if required/requested
• supporting the MAP in organising and conducting committee/staff meetings and seminars
• booking of venue and catering, preparation of agendas and relevant information and taking minutes of meetings
• registering of committee members for the Public Review on the Clean Air Regulation
• files creation, file tracking, and attaching materials to files, bar coding files, file movements and file searching using Parl- Airs system.
• maintaining the input and distribution of incoming mail through section mail in/out system and circulation of administrative notices
• following up and reviewing of correspondence and ministerial marked to the section tracking of responses the section prior to due dates.
• preparing section annual budget report in consultation with Manager Air Policy
• maintain records and monitors all income and expenditure, produces monthly and quarterly financial reports
• preparing and amending budget adjustments, section variances summary reports and making recommendations relate to the budget.
• Regular meeting with section manager in regarding staff computers and facilities.

Admin Officer

Waters & Catchment Policy Branch

May 1997 - July 1997

My duties were:
• Responsible for routine administration in the section under the direction of the Manager
• preparing section financial monthly reports
• organising registration of staffs to attend external meetings,
seminar and conferences
• maintaining stationery supplies for the section

• overseeing cars running sheets and organising periodic services for motor vehicles if required/requested.
• Typing and word processing and editing of reports, submissions, letters, tables, correspondence, for final presentation
• providing assistance with incoming and outgoing faxes, photocopying as required/requested
• booking of couriers, pickups and deliveries.
• organising and conducting committee/staff meetings and seminars relating to the section responsibilities by booking of venue and catering, preparation of agendas and relevant information and the taking minutes of meetings
• creating files, file tracking, and attaching materials to files, bar coding files, file movements and file searching using Parl- Airs system
• monitoring macros for temporary employment and higher duties allowance
• Checking of delegations prior to the right authority
• maintaining the input and distribution of incoming mail through section mail in/out system and circulation of administrative notices
• Logging and reviewing of correspondences, marked to the section and tracking of responses performed by the section prior to due dates
• collating and categorising pollution telephone enquiries monthly and provide a summary
• checking of section flexi sheets and preparing reconciliation summary prior to the manager's approval
• obtaining copies of documents, books, journals or press releases from the library.
• creating requisitions and purchase orders, receiving orders and receipting through Wilsons (financial system)
• booking domestic air travel arrangements and accommodation
• arranging registration of staff to attend seminars/courses and follow-up payments to organisations
• liaising with...

Section Administrative Officer

August 1992 - September 1997

Noise Policy Section
My duties were:
• responsible for routine administration in the Noise Section under the direction of the Manager
• responsible for the branch's vehicles running sheets and organising periodic services for motor vehicles if required/requested.
• typing, editing and formatting of reports and papers before presentations
• providing assistance with incoming and outgoing faxes, photocopying as required/requested

• organising courier pickups and deliveries
• assisting in organising committee/staff meetings and seminars relating to the section responsibilities by booking of venues and catering, preparation of agendas and relevant information and taking minutes of meetings.
• creating files, file tracking, and attaching materials to files, bar coding files, file movements and file searching using Parl- Airs (records management system)
• maintaining the input and distribution of incoming mail through section mail in/out system and circulation of administrative notices
• logging and reviewing of correspondences marked to the section and tracking of responses performed by the section prior to due dates
• collating and categorising pollution telephone enquiries monthly and provide a summary
• checking of section flexi sheets and preparing reconciliation summary prior to the manager's approval
• obtaining copies of documents, books, journals or press releases from the library
• creating requisitions and purchase orders, receiving orders and receipting in Wilsons
• booking domestic air travel arrangements and accommodation
• arranging registration of staff to attend seminars/courses and follow-up payments to organisations
• liaising with other government departments or libraries regarding available Acts or technical books to be purchased
• preparing section annual budget report in consultation with MNP as required by the branch director, producing monthly and quarterly financial reports.

Section Admin Officer

Education& Information Branch

December 1991 - September 1992

Pollution Line Officer
My duties were:
• receiving, recording and dealing with telephone reports of pollution incidents occurring within the Sydney Metropolitan area
• responsible for the reception area and a first contact for members of the public as well as staffs
• recording complaints reports and passing over to responsible regional inspectors
• providing advice and information in relation to inquiries from the general public on environmental matters or transferring to the appropriate officer
• distributing and dispatching Environmental publications in response to written and telephone requests
• providing general reception duties, booking conference rooms and catering
• providing over the counter assistance on inquires of pollution reporting from the public
• maintaining the conference room facilities
• distributing of mail, undertaking general clerical related functions as requested, providing general routing word processing services for the Branch
• face to face contact with members of the public regarding inquiries about the department responsibilities to the environment, supplying information, learning and understanding environmental issues.

Administrative Assistant

State Pollution Control Commission

May 1991 - March 1992

(changed) Environment Protection Authority
My duties were:
• word processing of Dictaphone tapes and data entry
• maintaining the security of the reception area
• assisting in providing administrative supports to the Water & Marine Branch (Waters & Catchments)
• faxing and photocopying, picking mail and their distribution

Clerical Officer

Noise & Transport

April 1991 - April 1991

My duties
• answering telephone calls and taking messages
• responsible for the section Manager's diary
• wordprocessing of reports, submissions, letters, correspondence, ministerial
• picking and distributing of mail and administrative notices.

Clerk

Records Branch

October 1990 - October 1990

My duties were:
• sorting the departmental incoming and outgoing mail
• Placing of mail in each allocated pigeon holes for every branches and sections of the department
• file creation, file movements, file searching and as well as general filing
• dealing with enquiries in relate to files movements

Relief Typist/Clerical Officer

Dept of Energy

December 1987 - June 1990

amalgamated to
Dept of Minerals and Energy
Technology Branch
My duties were:
• typing ministerial, correspondence, reports, minutes, letters agendas as required
• editing and updating Branch's records management
• housekeeping and maintaining the limit of documents kept in the Hard Disk and floppy disks
• input of Data on the Apricot VX spreadsheet
• entering research of fund commitments for approved new research and development projects for the Funding and Evaluation Unit through the Uniplex database
• monitoring commitments and recording of the State Energy Research and Development Fund
• organising conferences assisting with maintenance of filing system including the file creation
• Ministerial register and the follow up of ministerial register to the Branch
• Picking of mail and their distribution
• Maintaining the branch stationery supply
• Responsible for the branch petty cash and issuing of cab vouchers
• Binding books and reports
• Maintaining of staff leave calendar, checking of flexi sheets and responsible for the maintenance of office equipment

Typist /Switchboard Operator

Dept of Industrial Relations

October 1987 - December 1987

My duties were:
• answering enquiries for Shops, and Factories Registrations, SII Complaints, Constructions Safety, Award Wages, Forklifts and Cranes Licences etc.
• typing letters, reports, minutes, agendas, complaints etc.
• faxing and photocopying
• helping out at the counter with customers
• receiving money and giving receipts for Shops, Factories Registrations or Forklifts and Cranes Licences
• end of the day banking

Typist

Department of Aviation

August 1987 - October 1987

Bankstown Airport
My duties included:
• typing of Aviation Flying Certificates
• typing letters, agendas and contract
• relieving at the switchboard

Typist

Department of Education

January 1985 - June 1985

Duties included:
* answering of telephone calls and taking messages
* typing of correspondence, letters, ministerial etc

Typist

Department of Land Tax

October 1984 - January 1985

Duties included:

• typing of Land Tax assessments, letters, submissions, agendas, etc.

Cashier

Rainmaker Hotel

October 1975 - September 1982

Pagopago American Samoa
My duties were:

• booking rooms reservations tourists, groups of tourists
• organising transport for Hotel guests in regards to sightseeing around the island
• making sure all customers/guests are comfortable and happy with their stay
• answering enquiries and giving information about the Island's tourist attractions
• handling customers' complaints in relation to services etc.
• balancing accounts at the end of each shifts
• relieving other staff in special functions, and other specialised positions.

Cashier/Receptionist

Apia Bike Hire

Apia Samoa
My duties were:

• supervision of two staff officers
• maintaining the smooth running of the office.
• liaising with tourists in organising touring attractions
• receiving payments and issuing of receipts for hired motorcycles in a daily basis
• organising transport for pick up of motorcycles with mechanical problems around the island
• banking at the end of each day.

Qualifications & Certifications

Leulumoega Fou College

Hurstville Secretarial College

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