Administrative Assistant III

Administrative Assistant III

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 an Administrative Assistant III to join the Transmission Planning & Reliability 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.

The ideal candidate will have:

• High school diploma or GED (Associate's degree from an accredited college or university preferred)
• At least five (5) years of experience in a mid- to advanced-level administrative support role, with a focus supporting senior 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
• Florida public notary license preferred

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. 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
• Hybrid work schedule

Salary Range: $27.308 - $34.135 per hour (Estimated $56,800.64 - $71,000.80 annually) commensurate with experience

Location: 6003 Pershing Ave, Orlando, FL 32822

Applicants must be legally authorized to work in the United States at the time of application. This organization does not offer or sponsor employment visas for internship or full-time positions.

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 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.

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 communicate 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
• Associate 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 overhead, 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