Administrative Assistant III

OUC - The Reliable One, is presently seeking a Administrative Assistant III to join the Office of General Counsel division. At OUC, we don't just work - we're building a bright future of innovation and transformation for future generations.

We are seeking a highly organized and proactive administrative professional with excellent interpersonal skills to provide advanced support to our management and security operations teams. In this role, you'll manage a range of responsibilities independently, including coordinating administrative functions such as payroll, scheduling, and invoice processing. You will also support critical access and credentialing requirements for contractors, manage budget reports, process commission agenda items, and ensure accurate record-keeping.

As part of your daily responsibilities, you will oversee contractor badging, background checks, and manage access requests across various high-security locations. You will collaborate closely with HR and other business units, maintain time records, process procurement card charges, manage invoice approvals, and handle correspondence and file maintenance. Strong Excel, Teams, and Outlook skills are essential, along with the ability to prioritize tasks and coordinate multiple moving parts effectively. This role provides autonomy and flexibility, with a supportive work environment and opportunities for cross-training in security and compliance functions. A positive attitude, adaptability, and assertive communication skills will be key to your success in this dynamic, hands-on role.

OUC is an industry leader and the second largest municipal utility in Florida committed to innovation, sustainability, and our community, OUC's mission is to provide exceptional value to our customers and community by delivering sustainable and reliable services and solutions.

Join a team of visionary Change Agents, Strategists, and Community Ambassadors who understand the vital role of diverse experiences in powering creativity and industry transformation. At OUC, each position contributes to the success and achievement of our goals. Click here to learn more about what we do.

The ideal candidate will have:

• A high school diploma or GED (Associate degree preferred)
• 5+ years of mid- to advanced-level administrative experience
• Skills in Excel, with experience in scheduling, meeting coordination, timekeeping, and managing multiple priorities
• Strong organizational and communication skills to work independently with various teams and external contractors.
• Bilingual (Spanish) skills and experience handling confidential information are a plus.

OUC offers a very competitive compensation and benefits package. Our Total Rewards package includes, to cite a few:

• Competitive compensation
• Low-cost medical, dental, and vision benefits and paid life insurance premiums with no probationary period.
• OUC's Hybrid Retirement Program includes a fully-funded cash balance account, defined contribution with employer matching along with a health reimbursement account
• Generous paid vacation, holidays, and sick time
• Paid parental leave
• Educational Assistance Program, to include tuition reimbursement, paid memberships in professional associations, paid conference and training opportunities
• Wellness incentives and free access to all on-site OUC fitness facilities
• Access to family-oriented recreational areas
• Paid Conference and Training Opportunities
• Free downtown parking
• Hybrid work schedule

Click here to view our Benefits Summary.

Salary Range: $23.70- $29.62 per hour (Estimated $49,296 - $61,609 annually - commensurate with experience)

Location: 6003 Pershing Ave, Orlando, FL 32822

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 American Express procurement card statements. Collaborate and back-up other administrative staff. Process invoice payments and approvals.

Primary Functions:

• 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.

Technical Requirements:

• 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.).

Education/ Certification/ Years of Experience Requirements:

• High school diploma or GED
• Minimum of five (5) years of experience in a mid to advanced level administrative role
• Associates degree from an accredited college or university preferred
• Additional experience in the functional area of assignment may be preferred
• Florida public notary license preferred

Working Conditions:

This job is absent of disagreeable conditions.

Physical Requirements:

This job consists of constant or very frequent speaking, hearing, reading, writing, typing, sitting, and repetitive motions. This job may occasionally consist of driving a company vehicle, reaching over head, and climbing (ladders, stairs, hills, etc.).

OUC-The Reliable One is an Equal Opportunity Employer who is committed through responsible management policies to recruit, hire, promote, train, transfer, compensate, and administer all other personnel actions without regard to race, color, ethnicity, national origin, age, religion, disability, marital status, gender, sexual orientation, gender identity or expression, genetic information and any other factor prohibited under applicable federal, state, and local civil rights laws, rules, and regulations.

EOE M/F/Vets/Disabled