Office Specialist Senior, Contracts Admin & Mtls Mgmt

OCTA • Orange, CA

3d • $30 - $41 • Onsite

About The Position

Performs a variety of complex clerical, secretarial, and administrative duties in support of assigned department functions. This position provides high-level administrative support, coordinates critical departmental processes, prepares a variety of documents and reports, and serves as a key liaison between staff, management, vendors, and the public to ensure efficient departmental operations.

Requirements

• High school diploma or equivalent.
• Minimum five (5) years of increasingly responsible clerical, administrative, or office support experience, preferably within a specialized functional area or any equivalent combination of education and experience.
• Strong administrative, organizational, and project coordination skills.
• Excellent written and verbal communication abilities with exceptional attention to detail.
• Ability to prepare, proofread, and manage complex business documents and reports.
• Experience coordinating meetings, calendars, records management, and document control processes.
• Strong customer service skills with the ability to interact professionally with employees, vendors, executive leadership, and the public.
• Ability to manage multiple priorities, meet deadlines, and work independently in a fast-paced environment.
• Proficiency with Microsoft Office applications and database systems.
• Strong problem-solving skills, initiative, and commitment to continuous improvement.

Nice To Haves

• Related education is desirable.

Responsibilities

• Provide advanced clerical, secretarial, and administrative support to assigned departments and programs.
• Coordinate board and committee calendars, process board reports, prepare meeting materials, and distribute final staff reports.
• Assist with procurement and contract administration activities, including reference checks, report preparation, and document coordination.
• Prepare, proofread, and format a variety of correspondence, reports, contracts, agreements, agendas, minutes, presentations, charts, and other business documents.
• Maintain databases, electronic records, filing systems, and departmental documentation to ensure accessibility and accuracy.
• Coordinate public records requests, including research, document preparation, tracking, and response activities.
• Manage records retention and document control processes, including incoming and outgoing correspondence.
• Schedule meetings, conferences, training sessions, travel arrangements, and department facilities.
• Serve as a point of contact for internal and external stakeholders, responding to inquiries and providing information regarding departmental procedures and services.
• Coordinate signature routing and execution of legal agreements and other official documents.
• Perform quality assurance reviews of reports, evaluation materials, and supporting documentation.
• Support special projects and department initiatives as assigned.

Benefits

• Play a key role in supporting important agency programs and initiatives.
• Work alongside dedicated professionals in a collaborative and customer-focused environment.
• Gain exposure to executive-level processes, board activities, procurement, contracts, and public administration.
• Opportunity to contribute to process improvements and special projects that support agency success.
• Build a rewarding career with an organization committed to serving Orange County communities.
• Join a team where innovation, integrity, and strategic thinking are valued.

What This Job Offers

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