Administrative Assistant III

Website City of Chicago Department of Aviation

Under general supervision, the class performs administrative and office management support functions for a city manager or supervises clerical and administrative office operations; and performs related duties as required.


  • Assisting in analysis and review of Kronos CATA records of Security personnel in coordination with the CDA Timekeeper.
  • Assist in tracking and monitoring scheduling for Security Shift Supervisors, Sergeants, Officers and Hourly Officers to ensure they are in compliance with policies.
  • Serves as a liaison with the timekeeper and HR representatives.
  • Tracking and analysis of data for various report submissions.
  • Research data to complete reports such as absenteeism, Sgt. Ride Along, Citations, Overtime, Annual bids, performance evaluations, etc.
  • Coordinates with the Administrative Unit to ensure accuracy of records.
  • Orders equipment, material and supplies to support operational activities on the Watch level.
  • Coordinates, reviews and follow up on work orders for operational improvements.
  • Distribution of payroll checks.
  • Creates and maintains data in various software programs such as CAPERS, Excel, Power Point, Word.
  • Performs administrative and secretarial functions.
  • Assistant to the monthly Administrative Sergeant.
  • Direct report to the Shift Supervisor (Watch Commander).
  • Coordinates and maintains annual training requirements for personnel.
  • Maintains personnel files.
  • Attend meetings and takes notes for report submission.
  • Assist in preparation of annual budget.
  • Discipline tracking and follow up training.
  • Reviews reports and citations to ensure accuracy and completion.
  • Coordinates with Compliance/Citation Manager for court hearing dates.
  • File and organization of daily, weekly and monthly reports.
  • Record retention and creation of a storage organization system.
  • Assist with the hiring process if needed processing paperwork.
  • Creation of reports or systems to improve operational efficiencies as requested.
  • Population of monthly data for reports.
  • Coordinate’s repair of broken or damaged equipment.
  • Other duties as assigned.

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