Administrative Assistant II

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

We are looking for a highly organized, proactive professional to provide comprehensive administrative support to management and department staff. The ideal candidate will play a key role in ensuring smooth operations across the team by managing scheduling, coordinating meetings, preparing reports, and supporting department-wide initiatives.

In this role, you will be responsible for supporting a team of 15, including managers and their staff, by managing calendar events, coordinating travel and meeting logistics, processing invoices and expense reports, maintaining SharePoint and other documentation, and assisting with committee and subcommittee activities. The successful candidate will be a strong communicator with excellent attention to detail, capable of learning quickly in a fast-paced environment, and able to provide reliable administrative support across multiple systems and processes.

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; an associate degree or an equivalent combination of education and experience is preferred.
• A minimum of three (3) years of experience in a mid- to advanced-level administrative role, providing support to large teams and managing key functions such as expense reporting, timekeeping, meeting coordination, event logistics, and vendor invoicing.
• The ability to thrive in a fast-paced environment, with exceptional organizational and time-management skills to effectively coordinate multiple priorities, calendars, and departmental activities.
• Strong written and verbal communication skills, including experience taking detailed meeting minutes, preparing professional correspondence and reports, and collaborating across teams.
• Proficiency in Microsoft Office Suite, SharePoint, Teams, and administrative systems such as JD Edwards EnterpriseOne (E1), Chrome River, and Tungsten Network, with the ability to quickly learn new tools and systems such as PASS and Power BI.
• High attention to detail, proactive problem-solving skills, and the ability to pivot quickly in a dynamic environment.
• A collaborative, team-oriented mindset, with the ability to support a highly experienced team, assist with process documentation, and contribute to departmental initiatives and projects.
• A Florida public notary license is 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.
• 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

Click here to view our Benefits Summary.

Salary Range: $21.03 - $26.28 hourly (Est. $43,742 - $54,681 annually - commensurate with experience

Location: 6003 Pershing Ave, Orlando, FL 32822

Please see below a complete Job description for this position.

Job Purpose:

Provide administrative support 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. Assist in preparing 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:

• Assist in preparing commission agenda items (i.e. generating supporting documentation, and contacting vendors or internal customers to generate work orders);
• 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 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;
• Familiarity with all, but not limited to, the following:
• Software applications (i.e. JD Edwards EnterpriseOne, Chrome River, Tungsten Network, Documentum, Insight [console]);
• Related industry, organizational and departmental regulatory guidelines, best practices, and procedures;
• Ability to:
• Apply financial understanding when providing business solutions to the business unit;
• 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 three (3) years of experience in a mid to advanced level administrative role
• Florida public notary license preferred
• Associates degree from an accredited college or university preferred
• Additional experience in the functional area of assignment may be 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, sex, 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