Administrative Assistant III

OUC - The Reliable One, an industry leader and the second largest municipal utility in Florida, is seeking an 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 provide administrative and operational support to field professionals and internal teams, coordinate with multiple departments and stakeholders
, manage invoicing for contract personnel
, and ensure accurate documentation and communication. The ideal candidate is comfortable with multitasking and prioritizing competing deadlines and demonstrates 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.

• High school diploma or GED (Associate’s degree from an accredited college or university preferred)
• At least five years of experience in a mid to advanced-level administrative support role, 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 Enterprise One, 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

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 requests/reports. Prepare agenda item packages for the commission. Maintain 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 Requisition s);
• 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…