Administrative Assistant III

Orlando Utilities Commission (OUC)•Orlando, FL

7d•$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 Technology division. We are looking for a detail-driven, proactive professional to serve as a key partner to the Director of Digital & 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 rapports 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 administrative office support experience
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 all, but not limited to the following: Procurement process; Administrative financial practices and procedures; Software applications (i.e. JD Edwards EnterpriseOne, Chrome River, Tungsten Network, Documentum, Insight [console])
Familiarity with all, but not limited to, the following: Related industry, organizational and departmental regulatory guidelines, best practices, and procedures.
Excellent time management skills and the ability to prioritize work.
Attention to detail and problem-solving.
Strong organizational skills with the ability to multi-task.
Ability to interpret policies and procedures.
Ability to: Apply financial understanding when providing business solutions to the business unit; Clearly and effectively communication with departmental staff; Understand and apply governmental accounting practices in the maintenance of financial records; Make arithmetic computations using whole numbers, fractions and decimals; compute rates, ratios and percentages; Use Microsoft Office Suite (Word, Excel, Outlook, etc.) and standard office equipment (telephone, computer, copier, etc.).
Applicants must be legally authorized to work in the United States at the time of application.

Nice To Haves

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

Responsibilities

Provide advanced administrative support accurately and independently to management and department staff.
Perform all administrative functions such as handling correspondences, memos, time reporting, payroll, and scheduling meetings.
Prepare reports, budgets, and administrative forms.
Maintain employee files and prepare employees’ travel business expense request/report.
Prepare agenda item packages going to the commission.
Maintain visa procurement card statements.
Collaborate and back-up other administrative staff.
Process invoice payments and approvals.
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 annual operation budget with 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 balance, mileage, reimbursements, calculate out of class, and prepare for approval).
Maintain hard-copy and electronic office files (i.e. employee, time-sheets, business expense reports, employee change notices, procurement card envelopes).
Schedule meetings, manage contacts, and coordinate major department functions.
Distribute mail.
Generate and/or edit power point presentations.
Review budget info for multiple business units and follow-up on corrections to be made.
Verify, prepare, and approve vendor invoices in Tungsten Network.
Order and maintain office supplies inventory.
Compile, verify, and enter requisitions across systems. Generate and process requisitions for the purchase of department’s tools & materials. Provide support for purchasing activity involving requirements for RFPs, bid proposals, and contracts 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.