Sr. Administrative Assistant

Location: Orlando, FL 32801 (Hybrid)

Employment Type: Contract

About the Role

We are seeking a highly organized and detail-oriented Senior Administrative Assistant to provide advanced, independent support to management and department staff at the Orlando Utilities Commission. In this dynamic hybrid role, you will be the backbone of departmental operations, handling everything from budget assistance and payroll processing to coordinating major commission agenda items.

Responsibilities

• Coordinate and schedule meetings, manage contacts, distribute mail, and support major department functions. Act as a backup for other administrative and executive assistants.
• Write, review, and format commission agenda items, ensuring grammatical accuracy, proper standards, and strict adherence to submission deadlines with all supporting documentation.
• Assist the budget team and accounting in developing the annual operations budget. Review budget information across multiple business units and follow up on necessary corrections.
• Review, reallocate, and reconcile American Express procurement card charges. Verify, prepare, and approve vendor invoices using the Tungsten Network.
• Compile, create, and maintain electronic and hard-copy files, including meeting minutes, memos, business expense reports, performance improvement plans, work orders, and HR requisitions.
• Finalize payroll-related activities, including time entry, error correction, time balancing, mileage, reimbursements, and out-of-class calculations.
• Order office supplies and process requisitions for departmental tools and materials. Support purchasing activities for RFPs, bid proposals, and contract renewals.
• Enter Footprints tickets for equipment, software, new hires, and security access. Provide system and process training to administrative assistants and business unit staff. Generate and edit PowerPoint presentations.

Requirements

• Minimum of five (5) years of experience in a mid-to-advanced level administrative role.
• High School Diploma or GED.
• Ability to understand and apply governmental accounting practices in maintaining financial records, make arithmetic computations, and apply financial understanding to business solutions.
• Strong ability to clearly and effectively communicate with departmental staff and external vendors.

Skills

• Software Proficiency: Advanced knowledge of Microsoft Office Suite (Word, Excel, Outlook).
• Enterprise Systems: Working knowledge of JD Edwards EnterpriseOne, Chrome River, Tungsten Network, Documentum, and Insight (console).
• Process Knowledge: Familiarity with procurement processes, administrative financial practices, and departmental regulatory guidelines.

Preferred Qualifications

• Associate’s degree from an accredited college or university.
• Active Florida Public Notary license.
• Additional specialized experience in the functional area of assignment.

Pay

$20/hr - $23/hr

Schedule

8:00 AM - 5:00 PM