Administrative Specialist, Marketing & Public Outreach

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 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.
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.
OCTA is the county's transportation planning commission and public transit operator. With a focus on safety and accountability, we plan, fund, and implement countywide projects that include bus and rail transit, freeways and express lanes, rideshare, microtransit, paratransit, active transportation, and environmental programs. We're passionate about creating a balanced, equitable and sustainable transportation system that reflects the diverse travel needs of the county's 34 cities and 3.2 million residents. Our employees rated OCTA as a top workplace in Orange County. Come join us on our mission of keeping Orange County moving.

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