Job Description
Administrative Specialist – Marketing & Public Outreach
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.
What You’ll Do
- 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
What We’re Looking For
- 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
- Related education is preferred
- 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
Why You’ll Love It Here
- Play an important role supporting OCTA’s Marketing and Public Outreach programs
- Work on a variety of administrative, financial, event, and communications-related activities
- Collaborate with professionals across multiple departments and functional areas
- Support programs and outreach efforts that connect OCTA with customers and communities throughout Orange County
- Apply your organizational and problem-solving skills in a dynamic, team-oriented environment
- Build broad experience supporting the business operations of a major public transportation organization
Join a team where innovation, integrity, and strategic thinking are valued. 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.
OCTA is an equal employment opportunity employer that recruits, hires, and promotes qualified people without regard to race, color, religion, creed, ancestry, national origin, age, sex, pregnancy, gender, gender identity and/or expression, sexual orientation, marital status, medical condition, disability, genetic information, military and veteran status, or other legally protected status.