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Administrative Assistant III

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Orlando Utilities Commission (OUC - The Reliable One)

Sep 14

  • Job
    Full-time
    Senior Level
  • People, HR & Administration
  • Orlando

AI generated summary

  • You need a high school diploma, 5 years in advanced admin roles, proficiency in MS Office, E1, Chrome River, and Tungsten, plus strong communication and financial skills. Notary license preferred.
  • You will provide advanced administrative support, manage budgets and payroll, coordinate meetings, process invoices, maintain files, and assist in training staff while handling various office tasks.

Requirements

  • High school diploma or GED; Associate's degree from an accredited college or university preferred
  • Minimum of five (5) years of experience in a mid to advanced-level administrative role, with a focus on supporting large teams, managing expense reports, timekeeping, scheduling meetings, managing event logistics, and vendor payment invoicing
  • Proficiency in Microsoft Office Suite along with JD Edwards EnterpriseOne (E1), Chrome River, and Tungsten
  • Excellent written and verbal business communication skills
  • Strong financial acumen
  • Florida public notary license 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 American Express 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.

FAQs

What is the job title for this position?

The job title for this position is Administrative Assistant III.

How many Administrative Assistant III positions are available?

There are two Administrative Assistant III positions available.

What division will the Administrative Assistant IIIs be supporting?

The Administrative Assistant IIIs will be supporting the Electric & Water Distribution division.

What are the primary responsibilities of the Administrative Assistant III?

The primary responsibilities include handling correspondences, memos, time reporting, payroll, scheduling meetings, preparing reports and budgets, maintaining employee files, and processing monthly business expense requests and reports.

What are the required qualifications for this position?

The required qualifications include a high school diploma or GED, a minimum of five years of experience in a mid to advanced-level administrative role, and proficiency in Microsoft Office Suite, JD Edwards EnterpriseOne (E1), Chrome River, and Tungsten.

What is the salary range for the Administrative Assistant III position?

The salary range for the Administrative Assistant III position is $23.70 to $29.62 per hour, which translates to an estimated annual salary of $49,296 to $61,609, commensurate with experience.

What work schedule options are available for this position?

The work schedule options available are either a 4/10 or a 5/8 schedule, with the option to work remotely at least one day per week.

Is a Florida public notary license required for this position?

A Florida public notary license is preferred but not required for this position.

What type of benefits does OUC offer?

OUC offers a competitive compensation and benefits package that includes low-cost medical, dental, and vision benefits, a hybrid retirement program, generous paid time off, and educational assistance programs, among others.

Where are the job locations for the Administrative Assistant III positions?

The job locations are at 3800 Gardenia Ave, Orlando, FL 32839, and 6003 Pershing Ave, Orlando, FL 32822.

Are there any physical requirements for this job?

Yes, the job consists of constant or very frequent speaking, hearing, reading, writing, typing, sitting, and repetitive motions, with occasional driving and reaching involved.

Is OUC an equal opportunity employer?

Yes, OUC–The Reliable One is an Equal Opportunity Employer and is committed to responsible management practices regarding recruitment and employment.

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Orlando Utilities Commission (OUC - The Reliable One)

1001-5000
Employees
1923
Founded Year

Mission & Purpose

The Orlando Utilities Commission (OUC - The Reliable One) is a municipally-owned public utility providing electric and water services to the citizens of Orlando, Florida, St. Cloud, Florida, and unincorporated Orange and Osceola counties. Established in 1923 by a special act of the Florida Legislature, OUC is the second largest municipal utility in Florida and 14th largest municipal in the country. OUC provides electric, water, chilled water and/or lighting services to 400,000 accounts. The company is governed by a five-member commission (including the Mayor of Orlando), which is responsible for all operating policies. OUC has maintained the best electric reliability in the state of Florida for 21 years in a row, when compared to Florida’s investor-owned utilities. Our power is produced at the OUC-owned Stanton Energy Center via a diverse fuel portfolio, which includes nearly 20 megawatts of solar energy. And, our clean, safe, great-tasting water - which is pumped from the Lower Floridan Aquifer - undergoes more than 20,000 chemical and bacteriological water quality tests each year, including tests for more than 135 regulated and unregulated substances like lead and copper.