Administrative Assistant III

Orlando Utilities Commission (OUC)•Orlando, FL

3d•$27 - $34•Hybrid

About The Position

OUC - The Reliable One, an industry leader and the second largest municipal utility in Florida committed to serving the community and the environment, is presently seeking a Administrative Assistant III to join the Transmission Planning & Reliab division. We are looking for a detail-driven, proactive professional to serve as a key partner to the Director of Transmission/Substation Construction and Director of Operational Technology, providing essential administrative support within an evolving department and organization. The Administrative Assistant III will help keep operations running smoothly by coordinating information, ensuring accuracy within key business systems, and maintaining clear communication across internal stakeholders. This position is ideal for an individual who can work independently and collaborate effectively, while prioritizing stakeholder connection and alignment. In this role, you will be responsible for communicating clearly, managing multiple deadlines with confidence, and bringing strong attention to detail when navigating systems, processes, and workflows. We are seeking a resourceful individual who listens well, anticipates needs, absorbs new information quickly, and approaches challenges with curiosity and a solutions-oriented mindset. The ideal candidate is detail-driven, highly organized, and comfortable adapting to shifting priorities in a dynamic environment. Someone who enjoys helping others and builds rapport easily will succeed here. OUC's mission is to provide exceptional value to our customers and community by delivering sustainable and reliable services and solutions.

Requirements

High school diploma or GED
Minimum of five (5) years of experience in a mid- to advanced-level administrative role
Proficiency in Microsoft Office Suite and the ability to quickly learn and navigate multiple business systems (JD Edwards EnterpriseOne, Chrome River, Tungsten Network, Documentum)
Exceptional organizational skills, with the ability to manage multiple calendars, deadlines, and coordinate logistics for meetings and events
Excellent written, verbal, and interpersonal business communication skills
Working knowledge of procurement process
Working knowledge of administrative financial practices and procedures
Working knowledge of software applications (i.e. JD Edwards EnterpriseOne, Chrome River, Tungsten Network, Documentum, Insight [console])
Familiarity with related industry, organizational, and departmental regulatory guidelines, best practices, and procedures
Ability to apply financial understanding when providing business solutions to the business unit
Ability to clearly and effectively communicate with departmental staff
Ability to understand and apply governmental accounting practices in the maintenance of financial records
Ability to make arithmetic computations using whole numbers, fractions, and decimals; compute rates, ratios, and percentages
Ability to use Microsoft Office Suite (Word, Excel, Outlook, etc.) and standard office equipment (telephone, computer, copier, etc.)

Nice To Haves

Associate's degree from an accredited college or university preferred
Additional experience in the functional area of assignment may be preferred
Florida public notary license preferred

Responsibilities

Coordinate the development of commission agenda items (i.e. write/review [review proper standards, grammatical style, structure, requirements, and format], ensure all supporting documentation is attached, meet submission deadlines);
Backup administrative assistants and executive assistants when out of the office (i.e. payroll, office supplies, route incoming mail);
Assist in the development of the annual operating budget with the budget team and accounting;
Compile, create, prepare, or review reports and records (i.e. meeting minutes, memos, business expense requests/reports, employee change notices, performance improvement plans, work orders, and HR requisitions);
Review, reallocate, and reconcile procurement card charges;
Complete, process, review, and finalize payroll-related activities (i.e. time entry, correct errors, time balances, mileage, reimbursements, calculate out-of-class pay, and prepare for approval);
Maintain hard-copy and electronic office files (i.e. employee files, timesheets, business expense reports, employee change notices, procurement card envelopes);
Schedule meetings, manage contacts, and coordinate major department functions;
Distribute mail;
Generate and/or edit PowerPoint presentations;
Review budget information for multiple business units and follow up on required corrections;
Verify, prepare, and approve vendor invoices in Tungsten Network;
Order and maintain office supply inventory;
Compile, verify, and enter requisitions across systems. Generate and process requisitions for the purchase of department tools and materials. Provide support for purchasing activities involving RFPs, bid proposals, and contract renewals;
Enter FootPrints tickets for equipment, software, new hires, system access, and security access;
Provide training to administrative assistants and business unit staff on systems, processes, and procedures;
Perform other duties as assigned.