Jun 03, 2023

Denise B. Varallo

  • Office Manager/Administrative Assistant
  • Livermore, CA, USA
Part time Admin-Clerical Human Resources Nonprofit

Personal Summary

I have over fifteen years of administrative and HR experience. I have an excellent reputation for confidentiality, ethics, and customer service for all stakeholders. I am dedicated and learn new things quickly. In addition, I excel at written and verbal communications, meeting, event and travel planning, vendor management, and research. 

Work Experience

Onboarding Coordinator/Operations Assistant
Jun 2018 - Mar 2022 Kelly Services

Responsible for Onboarding and screening of candidates from multiple recruiters in various markets. Prior to reorganization of Operations, assisted the Northern California, Oregon & WA Operations Manager with compliance.

·       Processed screening requests for multiple recruiters, including credit, background and drug screens, manually, through our software, or our central screening team, depending on the requirements of the customer.

·       Ensured in Fair Chance areas, ordinance were followed when running screens on those living or working in the areas.  

·       Created and maintained spreadsheet of Kelly Temporary Employees (KTEs) whose assignments had ended and were drawing unemployment benefits and Worker’s Opportunity Credit (WOC) eligible KTEs, distributing spreadsheet to recruiters to try to assign to either get the KTEs off unemployment, or maximize available tax credits for those that qualified.

·       Caused “No Contact” letters to be sent to the state unemployment office as needed, to ensure KTEs who were not willing to work, were not continuing to draw unemployment when employment was available.

·       Ensured that Employment Development notices and determinations letters were documented in KTE’s file, and sent to corporate team timely to avoid missed response deadlines.

·       Coordinated WOC papers and sent them to ADP to be processed in a timely manner and to ensure we did not leave any WOC money unclaimed.

·       Created Worker’s Compensation files and performed file audits to ensure all necessary paperwork was completed and contained in the files

·       Ensured that KTE’s time was entered into the PeopleSoft system and assisted KTEs with any payroll issues. Verified and entered sick time into system for KTEs.

·       Processed emergency, termination and resignation payroll requests, coordinating with corporate to ensure checks were cut to comply with California law.

·       Conducted, reported and maintained, CAIIPP files for office.

·       San Francisco Fair Chance and Health Care Ordinance tracking for all employees working in San Francisco. Tracked their paid leave, waivers if applicable and payouts.

Billing Clerk/Administrative Assistant
Jul 2015 - Dec 2017 SEFNCO

Billing Clerk

·       Oversaw all aspects of billing for the Livermore and Manteca offices.

·       Prepared bulk-billing packages for the weekly area acceptance process outlined by our client, compile report of the approved invoices for EDI upload. Resolved any issues with individual invoices in packets and work to get issues resolved, ensured payment for services rendered in a timely manner.

·       Supervised and directed the PO Clerk and Administrative Assistant.

Administrative Assistant

  • Assistant to the Area Controller and Finance Department in the Livermore office. Support other departments as needed, particularly backing up the Area Administrative assistant, Human Resources including onboarding and exiting of employees, screening resumes and arranging special events and projects, and payroll.

·       Invoiced billing packets from construction managers and outside plant engineers, ensured information is correct and are billed to correct funding requests and matched or was under the requested amount.

·       Assisted managers and outside plant engineers with questions regarding billing on jobs, reconciled funding requests and closed out jobs.

Office Administrator III
Feb 2011 - Sep 2014 SAS Institute

Office Administrator III

·       Primary contact and liaison between office and property management and outside vendors, cultivating positive vendor relationships. Ensured all common areas were clean, presentable and organized, and maintained office and break room equipment and supplies for staff and visitors.

·       Closed regional office ahead of schedule, arranging and coordinating multiple vendors and charities for disposal or shipment of furniture, e-waste and donated items, developing and standardizing regional office closure documents.

·       Implemented community service program for 2 regional offices to increase opportunities for staff to give back to communities worked in, while gaining exposure for company through media and branding on staff volunteer shirts.

·       Maintained conference room schedules and made arrangements for videoconferences, conference calls and personnel interviews for Pleasanton staff and visiting staff, ensuring meetings were accurate and there was no overlap.  

·       Facilitated on-boarding and exiting of all staff, processing of I-9 verifications, effectively communicating office policies, procedures and emergency plans to staff.

·       Managed physical transition of AssetLink to SAS, suggested improvement and supervised design changes of office layout during office renovation, training staff on expense report and travel department software.

Office Manager/Executive Assistant
Oct 2006 - Feb 2011 AssetLink (acquired by SAS in 2011)

·       Handled transition of finances, A/P and A/R when SAS Institute acquired AssetLink. Prepared all HR, client and vendor files for submission to SAS during acquisition. Supported CEO and CFO with correspondence, legal matters, travel, A/P, A/R, collections on accounts past 45 days, research and personal business, allowing to focus on and grow business.

·       Planned and coordinated all off-site meetings in US and Canada, handling all travel arrangements for US staff and all North American arrangements for international staff. Arranged off-site meeting in another country with perspective client that resulted in sale of products to client that increased profits for company by 10%.

·       Assisted directors and project managers as needed and coordinated expense reports for invoicing, allowing to spend time on clients’ needs. Screened resumes and set appointments for interviews, including travel arrangements for prospective employees.

·Maintained and coordinated all facility needs with property Management Company and maintained all supplies, ensuring that staff had functional space and supplies to properly perform. Arranged and supervised all aspects of move when company changed locations. 

Aquatics Assistant
Oct 2000 - Mar 2006 City of Pleasanton

·       Registered, withdrew and transferred patrons into/out of programs and assisted main Parks and Recreation office with seasonal mail-in registrations using CLASS and POS (Point Of Sale) systems, rolling over/creating classes from season to season, preparing copy of Aquatic sections of quarterly Seasonal Activities Guides for printer.

·       Processed daily cash reconciliations, deposits and reports to main office.

·       Screened and directed calls, responded to questions and concerns about various city programs and contacted patrons regarding class openings, acting as gatekeeper for Aquatics Supervisor.

·       Created, reviewed and revised various forms, reports and various materials for office use and distribution to public, enabling patrons to easily enroll in programs.

·       Prepared facility for customer use and customers to view, booked facilities reservations while providing vacation relief at main office, and planned and executed special projects as assigned by Aquatics Supervisor or main office.

·       Assisted Aquatics Supervisor with all special events from private parties to swim meets.

·      Guarded pool during lap and recreational swim times and conducted youth and adult swimming instruction.


Film Production
City College of San Francisco