SONIA AVILA
5515 S. Merrimac Ave. Chicago
Summary
23+ years of supporting executive level professionals, Highly qualified professional offering keen attention to detail and strong decision-making skills.
Overview
27
27
years of professional experience
Work History
ASSISTANT TO THE COMMISSIONER
Department Of Water Management
01.2019 - Current
- Maintain confidentiality of all materials and Personnel files for over 1200+ Bureau employees
- Schedule and Conduct Disciplinary Hearings for Bureau's 1200+ employees, Issue correspondence and travel to various Department sites
- Issue Disciplinary Action for Tardiness/Absenteeism (run updated Kronos through Cata for individual employees who appear on Mayoral spreadsheet), Misrepresentation, Criminal or Improper Conduct, Conduct involving job performance, Violations of City Policy, and Rules
- Take and transcribe notes at Hearings, then update Supervisors, Union Reps and Personnel Files
- Maintain updated Discipline Data Program, also assign new case numbers for incoming Requests
- Diversity and Equal Employment Opportunity Training – Organizational skills - Prepare excel chart for Department's 2000+ employees. Including Employee Name, Title, Bureau, and Work Locations
- Coordinate with Department of Human Resources to schedule Diversity and Equal Employment Opportunity and Safety classes for Supervisors and their employees
- Set up conference room for 2000+ employees, prepare presentation handouts and attend EEO trainings to report progress and attendance to Senior Management.
01.2018 - 01.2019
- Supervise and delegate work to administrative staff of 1 employee
- Direct and expedite work to field trades
- Create Acknowledgement for Swipe Directives and Light Duty Vehicles; Issue directives to 2000+ Department employees, have them sign and keep information logs of receipt of acknowledgment
- Monitor Overtime for 1200+ Bureau field Trade employees
- Research, and create Log with locations and current maintenance for 900+ DWM Heavy Equipment and Vehicles
ASSISTANT TO THE COMMISSIONER
Department Of Water Management
01.2011 - 01.2017
- Liaison between Executive Management, Senior Staff Members, 50 City Alderman, Ward Personnel and City Constituents
- Cultivated strong working relationships and acted as liaison between Commissioner and Department staff; relayed requests for information and directives; and provided status reports
- Coordinate and oversee Commissioner's calendar schedule and emails
- Supervise and delegate work to administrative staff of 1 employee
- Administrative Support, Apprise Commissioner and Alderman of various projects or of critical issues
- Forward and meet Ward office personnel to Review Project Outreach Packets
- Communicate construction scheduling, documentation and productivity progress via correspondence or emails to Alderman, Ward offices and/or constituents
- Investigate constituent complaints and direct work to Field Trades responsible for repair and/or maintenance and communicate findings
- Delegate and direct field trades to emergency water shut offs and follow up findings
- Create and Complete 10,000+ tickets annually in CSR system, delegate and dispatch field inspectors or other City Departments to various city-wide locations to handle and correct problems
- Screen visitors via Passage Point into Jardine Water Purification Plant and/or incoming telephone calls for Commissioner's Office
- Schedule Departmental Tours for Schools and Organizations
- Assist Commissioner in preparation of Mayor Briefings, Presentations and Amendments before presentation
- Translate Departmental flyers and/or brochures from English to Spanish before sending to print shop
- Develop and implement administrative work procedures and policies
- Review correspondence and other materials requiring Commissioner's signature before presenting for signature
- Work closely with FOIA officer and Liaison for scheduling of Community and/or Ward Events and Departmental tours
- Issue OIG correspondence to pertaining Senior Staff for quick turn-around response to OIG officers
ADMINISTRATIVE ASSISTANT III
Department Of Transportation
01.2005 - 01.2010
- ASSISTANT TO THE FIRST DEPUTY COMMISSIONER / ACTING COMMISSIONER
- Supervise and delegate work to administrative staff of 1 employee
- Caseload Management of Customer Service Requests (RMS /311) System; Assign and Delegate caseload to field trades performing Viaduct Pilot Program, pavement and sidewalk repair, ADA ramp installation, bridge repair and maintenance, and Sign installation and maintenance and keep First Deputy Commissioner informed of progress
- Prepare Monthly Performance Management Construction and Service Reports
- Attend Senior Staff meetings, take dictation and transcribe notes for follow up
- Attend Bureau Disciplinary Hearings; take and type Hearing notes
- Communication with Field Trades regarding ongoing projects
- Create Cost Recovery Reports to recover all costs associated with repairs to damages Department infrastructure
- Maintain and submit Crash Incident Reports, Cost Recovery Reports, ADA ramp location Reports
- Schedule, Invite Contractors and attend Diversity Apprenticeship Fairs to apprise Contractors to Bid on upcoming projects
- Draft Violence in the Workplace Reports/ Workman Compensation Forms
- Respond to Constituent requests, Mayor's office requests
- Correspond to Illinois State Representatives
- Arrange travel and hotel reservations and prepare paperwork for reimbursements for First Deputy and Senior Staff
- Coordinate and draft Vacation requests before approval
- Coordinate 2009 Green Office Challenge
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Executed record filing system to improve document organization and management.
ADMINISTRATIVE ASSISTANT III
Department Of Transportation/Bureau Of Bridges
01.2000 - 01.2004
- Supervise and delegate work to administrative staff of 4 employees, make recommendations on work progress/performance
- Coordinate and schedule meetings for Bureau Commissioner
- Prepare/Create Bureau Budget documents and Org Charts
- Draft Contracts for Millennium Park Project
- Process Payment Direct Vouchers/Requisitions and Prepare Cost Recovery Reports
- Create and record incoming maintenance of roads, transit, and opening of 300+ bridge structures owned and maintained by the City
- Type Rules of the Road Binder for Printer and Distribution
- Track and respond to Mayoral and Aldermanic Correspondence
- Executed filing system to improve document organization and management
- Monitor Overtime and enter hours worked using CATA for 800+ In-House Construction employees, then distribute Payroll and Pertinent Information to field Trades
- Received and sorted incoming inter-office mail and distribute
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors
- Type and Input orders for Business Cards for Executive Management
ADMINISTRATIVE ASSISTANT
Shah Engineering
01.1997 - 01.1999
- Managed and executed filing system, entered data and completed other clerical tasks to improve organization and management
- Created and maintained databases to track and record projects
- Developed and updated spreadsheets and Personnel Forms for Department use
- Sorted and distributed inter-office mail
- Inventory and ordering of equipment and supplies through department contracts
Education
Certification - Legal Secretary/Paralegal
Robert Morris University
1984
Languages
Spanish
Native or Bilingual
Timeline
ASSISTANT TO THE COMMISSIONER
Department Of Water Management
01.2019 - Current
01.2018 - 01.2019
ASSISTANT TO THE COMMISSIONER
Department Of Water Management
01.2011 - 01.2017
ADMINISTRATIVE ASSISTANT III
Department Of Transportation
01.2005 - 01.2010
ADMINISTRATIVE ASSISTANT III
Department Of Transportation/Bureau Of Bridges
01.2000 - 01.2004
ADMINISTRATIVE ASSISTANT
Shah Engineering
01.1997 - 01.1999
Certification - Legal Secretary/Paralegal
Robert Morris University
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