Administrative Specialist, Marketing & Public Outreach

Orange County Transportation Authority • Orange, CA

1d • Onsite

About The Position

Under general supervision, the Administrative Specialist provides complex and responsible administrative support to OCTA’s Marketing and Public Outreach departments. This position plays an important role in keeping departmental operations organized and efficient by coordinating administrative activities, supporting budget and contract processes, preparing high-quality materials, and serving as a liaison with internal and external stakeholders. The ideal candidate is a highly organized, detail-oriented professional who enjoys supporting multiple functional areas, managing competing priorities, and contributing to a collaborative, fast-paced environment. This is a non-exempt position in salary grade 160: Min – $31.39 | Mid – $37.29 | Max – $43.18/hour. The starting salary will be within the established range based on qualifications. This posting will remain open until a candidate is selected.

Requirements

• High school diploma or equivalent, or an equivalent combination of education and experience
• Minimum of six years of administrative experience, including three years in a related area
• Strong administrative, organizational, and time-management skills
• Excellent attention to detail with demonstrated ability to prepare and proof professional documents accurately
• Experience supporting budgets, contracts, invoices, purchasing, or other administrative financial processes
• Ability to create and maintain organized electronic records and filing systems
• Strong proficiency with spreadsheets, presentations, word processing, and other standard business applications
• Excellent written and verbal communication skills
• Strong customer-service skills and ability to interact professionally with employees, management, public officials, community partners, and members of the public
• Ability to work independently, exercise sound judgment, and manage multiple assignments and deadlines
• Collaborative and flexible approach with a willingness to provide support across multiple functional areas

Nice To Haves

• Related education is preferred

Responsibilities

• Prepare professional correspondence, reports, spreadsheets, memoranda, meeting minutes, presentations, and other departmental materials
• Review and proof Board agenda items, correspondence, records, and forms for accuracy, completeness, and compliance with applicable requirements
• Coordinate meetings, conferences, travel arrangements, departmental events, and other activities
• Establish and maintain complex digital filing and records management systems
• Provide administrative support across multiple Marketing and Public Outreach functional areas
• Assist with departmental budget preparation by collecting, compiling, and verifying budget information
• Process and track requisitions, contracts, invoices, and other financial documentation
• Use agency accounting systems to review vendor payments, contract balances, account codes, and project costs
• Support invoice processing and monitor contract limits and related requirements
• Respond to inquiries, provide information, explain procedures, resolve routine issues, and direct questions to appropriate staff
• Serve as a liaison with the public, agency employees, the Board of Directors, community organizations, and government representatives
• Provide backup support to the Business Unit Analyst and other team members to maintain continuity of departmental operations

Benefits

• Apply now to bring your administrative expertise to OCTA’s Marketing and Public Outreach team and help support programs that connect our agency with the communities we serve.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED