Office Specialist, Maintenance

Why OCTA

Discover work that moves you in a dynamic and innovative setting. Be part of a team delivering Orange County’s transportation network of today and creating a vision for the future.

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.

• Establishes and maintains interrelated filing systems including equipment files, employee files, and DMV files. Prepares documentation, maintains records, collects information, and presents it in spreadsheets. Updates information and spreadsheets as necessary.
• Inputs and maintains daily attendance records and vacation calendars. Coordinates Leaves of Absence with Human Resources. Coordinates and oversees payroll documents. Resolves payroll discrepancies. Maintains attendance records. Verifies available vacation/PPH time and shoe allowances in accordance with union contracts.
• Performs database research and conducts other specialized research. Develops and reviews reports for accuracy, quality control and management review. Prepares letters, memos, and emails as needed.
• Ensures the agency's record-keeping procedures and rules are followed. Initiates purging of vehicles files and all record transfer notices.
• Provides administrative assistance to the Base Manager, Maintenance and Assistant Base Manager, Maintenance. Sets up meetings and coordinates conference room activities as well as schedules and maintains the base’s conference room calendar. Answers phones, takes messages, answers questions, and assists internal and external personnel. Distributes mail.
• Assists with work order processing and closing. Reviews work orders, BO cards, and labor entries for completeness. Prepares Inspection work orders. Coordinates work with Maintenance supervisors and managers.
• Acts as the custodian of petty cash for the base’s maintenance team.
• Completes special projects as assigned, as well as coordinates and/or organizes special events, etc.
• For assignments in Facilities Maintenance, provides weekly support in each Facilities Office at multiple operating bases to ensure the filing of regulatory work orders and paperwork are standardized.
• Under the direction of the Facilities Manager, electronically files vendor performance reports to ensure compliance with contract requirements.
• For assignments in Facilities Maintenance, responsible for maintaining completed key request forms for the issuance and collection of keys for assigned building and office access that are not key card related.

• Acts as liaison between base personnel and administration personnel. Keeps Base personnel informed of Agency news and activities. Assists union personnel with administrative paperwork.

• Coordinates the work of Interns and Extra Help employees. Establishes schedules for Interns and provides input for their evaluations.
• For assignments in Facilities Maintenance, collaborates with OCTA Health, Safety, and Environmental Compliance Department in providing recommendations for personnel files and organization of training records.

A valid California Class C Driver’s License may be required for some assignments.

• Work may be performed in a stressful, fast-paced office environment, depending upon assignment.
• Ability to understand verbal communication and to respond effectively.
• Reaching, Finger Dexterity, Grasping, Feeling, Talking, Hearing, Seeing, and Repetitive Motions in computer use.

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.