Administrative Assistant II (HR & DEI&E)

OUC - The Reliable One, is presently seeking a Administrative Assistant II (HR & DEI&E) to join the Employee Experience division. At OUC, we don't just work - we're building a bright future of innovation and transformation for future generations.

We are seeking a highly organized, detail-oriented professional with exceptional confidentiality, multitasking abilities, and excellent customer service skills to provide administrative support to the HR Director and DEI & Engagement (DEI&E) Director. In this role, you will manage calendars, coordinate meetings, and ensure follow-up on action items. You will also act as the administrative liaison with other team admins, assist with audits, organize Employee Experience department events, and handle responsibilities such as expense tracking, contract monitoring, and RFP-related tasks for both teams.

Additionally, you will maintain accurate document control by updating SOPs and ensuring deadlines are met. This position involves creating and monitoring metrics dashboards for data accuracy and goal tracking, as well as preparing reports, presentations, and other deliverables. Event coordination, note-taking during meetings, and follow-up on action items will also be essential duties. Your ability to balance multiple priorities, stay organized in a fast-paced environment, and effectively communicate with stakeholders will be key to your success.

OUC's mission is to provide exceptional value to our customers and community by delivering sustainable and reliable services and solutions. Click here to learn more about what we do.

The ideal candidate will have:

• High school diploma or GED
• Minimum of three (3) years of experience in a mid to advanced level administrative role
• Associates degree from an accredited college or university preferred
• Experience supporting HR and/or DEI operations is preferred.
• Excellent written and verbal communication skills
• Advanced proficiency with MS Excel, PowerPoint, and SharePoint
• Working knowledge of Canva is a plus

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
• Paid parental leave
• Educational and Professional assistance programs; Paid Memberships in Professional Associations
• Access to workout facilities at each location
• Paid Conference and Training Opportunities
• Free downtown parking

Click here to view our Benefits Summary.

Salary Range: $20.32 to $25.40 per hour commensurate with experience (est. $42,265.60 to $52,832.00.

Location: "The Greenest Building in Downtown"- Reliable Plaza, 100 W. Anderson St., Orlando, FL 32801

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, 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