Recording Secretary/Records Custodian at Orlando Utilities Commission in Orlando, Florida

Job Description:

Recording Secretary/Records Custodian

OUC - The Reliable One, an industry leader as the second largest municipal utility in Florida, is looking for qualified individuals to be part of our growing team. Our mission is to provide exceptional value to our customers and community through the delivery of sustainable and reliable services and solutions. We are looking for self-motivated, creative professionals to support achieving our vision of being an innovative solutions leader and the partner of choice.

We are seeking an individual for a position as a Recording Secretary/Records Custodian in the Operations Administration Division.

Job Purpose:

This role provides specialized administrative support in the accurate reporting, recording, and coordinating of regularly held public meetings. Responsibilities include agenda preparation, accurate transcribing of meeting minutes, reviewing and revising of Agenda Items for accuracy according to Commission standards, preparation of meeting packets for distribution, and the maintenance of Commission files. Responsible for ongoing training of administrative staff across all Business Units (BU) on policies, procedures, and software related to the Agenda Item process.

Primary Functions:

• Review all Agenda Item packets submitted for discrepancies; make any required revisions to documents, and ensure timely review and responses to the CEO's questions and comments by coordinating with extended leadership and administrative staff;




• Participate in creating and overseeing ongoing training of administrative staff across all BUs on policies, procedures, and software related to the Agenda Item process; provide related training and guidance to leaders and employees;




• Coordinate electronic document management access, conversion, and storage for related materials; coordinate system management, updates, and process improvements across multiple stakeholders;




• Regularly collaborate with extended leadership and administrative staff across all BUs to verify the number of agenda items that will be submitted;




• Attend all public meetings while providing comprehensive administrative support according to Commission standards;




• Accurately record and transcribe public meeting minutes (Commission, Audit Committee, Finance Committee, Red Flag meetings);




• Prepare, distribute, and upload packets, as well as required documents before and after public meetings;




• Compose and distribute Commission agenda;




• Process and archive final Agenda Items;




• Maintain Commission Meeting files and respond to internal requests;




• Run presentations during Commission Meetings, as well as Audit and Finance Committee Meetings;




• Maintain procedures for Commission meetings;




• Assist with scheduling of public meetings, set agenda item due dates and ensure items are submitted in a timely manner;




• Coordinate with IT and Facilities on meeting room preparations;




• Perform other duties as assigned.

Requirements:

* Associates Degree in Business, English, Communications or related field of study from an accredited college or university; Two (2) years of additional experience (as described below) may replace each year short of the education requirement

• Bachelor's Degree in the above fields of study (preferred)




• Minimum of five (5) years of increasingly responsible secretarial, administrative, and/or business support experience, to include a minimum of two (2) years of experience with business writing/editing or research

* Working knowledge in all, but not limited to, the following:

o Writing/Editing (i.e. formatting, grammar, punctuation);

o Florida's Public Records and Open Meetings Laws (Robert's Rules of Order);

o General office administration;

o Purchase Requisitions (ORs) and other backup information;

o Software applications (i.e. Documentum, Diligent Boardbooks, EnterpriseOne);

o Related industry, organizational and departmental policies, practices, and procedures; legal guidelines, ordinances, and laws;

* Familiarity with all, but not limited to, the following:

o Agenda Items;

o General Commission records;

* Ability to:

o Exercise independent judgement, prioritization, and planning in daily activities;

o Be flexible in a fast-paced environment;

o Input data with a high degree of accuracy;

o Provide related training and procedural guidance to others;

o Review and analyze work processes, policies, practices, procedures, and recommend process improvements;

o Establish and maintain working relationships with a variety of people at all levels of the organization;

o Be adaptable to performing under frequent deadlines;

o Make arithmetic computations using whole numbers, fractions and decimals, rates, ratios and percentages;

* Strong communication skills, both verbal and written;

* Strong organizational, attention to detail, prioritization, time management, and work coordination skills;

* Possess technical aptitude.

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.

OUC Offers a competitive compensation & benefits package which includes paid medical program for employee, free life insurance, retirement benefits including a cash balance account with employer matching along with a health reimbursement account, paid vacation, holidays, and sick time.