Administrative Assistant III

OUC•Orlando, FL

1d•$25 - $31•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 OUC Conventional Lighting division. We are looking for a detail-oriented , highly organized professional who thrives in a fast-paced, team-oriented environment and is passionate about supporting field operations and business functions. In this role, you will be responsible for providing administrative and operational support to field professionals and internal teams, coordinating with multiple departments and a diverse group of stakeholders , managing invoicing for contract personnel , and ensuring accurate documentation and communication. The ideal candidate is comfortable multitasking, prioritizing competing deadlines , and demonstrating strong written and verbal communication skills while maintaining attention to detail. OUC’s mission is to provide exceptional value to our customers and community by delivering sustainable and reliable services and solutions. Click here to learn more about what we do. Please see below a complete Job description for this position. Job Purpose: 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 procurement card statements. Collaborate and back-up other administrative staff. Process invoice payments and approvals.

Requirements

High school diploma or GED
At least five (5) years of experience in a mid to advanced-level administrative support role, with a focus supporting executive leadership and large-scale operational teams
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
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.).

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 may be 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 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

Benefits

Competitive compensation
Low-cost medical, dental, and vision benefits and paid life insurance premiums with no probationary period.
Retirement benefits include a cash balance account with employer matching along with a health reimbursement account
Paid vacation, holidays, and sick time
Educational and Professional assistance programs
Paid Memberships in Professional Associations
Access to workout facilities at each location
Paid Conference and Training Opportunities
Free downtown parking
Hybrid work schedule