Administrative Specialist, Safety & Environmental

Octa, LLC; Orange, Northern (CA, KY); Hybrid; USD 3,100 - 4,300; Full time

Job summary

Orange County Transportation Authority (OCTA) is seeking an Administrative Specialist for Safety & Environmental Compliance in Orange, CA. This role provides essential administrative support to the HSEC department, handling records, training coordination, and communications to ensure a healthy, compliant workplace.

The position involves collaboration with clinics, management, and vendors, maintaining LMS records, preparing reports, and assisting with budget and procurement tasks.

Qualifications

• Strong administrative, organizational, and project coordination skills.
• Exceptional attention to detail and experience preparing, proofreading, and maintaining complex documents and records.
• Ability to handle confidential and sensitive employee information.
• Strong computer skills and experience maintaining databases, electronic records, or LMS.
• Ability to coordinate multiple projects, meetings, training activities, and deadlines in a fast-paced environment.

Responsibilities

• Provide comprehensive administrative support for HSEC programs, projects, training, and department operations.
• Prepare, proofread, and coordinate correspondence, reports, meeting materials, Board items, presentations, forms, and other documents.
• Maintain confidential employee health, safety, training, audit, and regulatory compliance records and tracking systems.
• Coordinate with medical clinics regarding required employee monitoring, documentation, and recordkeeping.
• Maintain employee training records in the LMS, manage class enrollment, maintain training materials, and assist with system issues.
• Coordinate logistics for agency-wide meetings, employee training, special events, and HSEC programs.
• Create department communications and marketing materials, including flyers, posters, e-forms, and website content.
• Support departmental budgets, purchasing, contracts, invoices, and expenditure tracking.
• Conduct research, compile and analyze data, and prepare reports supporting program evaluation, benchmarking, needs assessments, and special projects.
• Provide responsive customer service and coordinate effectively with employees, management, vendors, medical providers, and other stakeholders.

Skills

Administrative skills

Organizational skills

Project coordination

Attention to detail

Records management

Communication

Education

High school diploma or equivalent

Tools

Learning Management System (LMS)

Database management

Job description

## Administrative Specialist, Safety & EnvironmentalApply: Orange, CA: Full time: Posted 12 Days Ago: JR280**Job Description****Administrative Specialist – Safety and Environmental Compliance**Under minimal supervision, provides complex and responsible administrative support to OCTA’s Health, Safety and Environmental Compliance (HSEC) department. This position plays an important role in supporting employee health and safety programs, regulatory compliance, training, department projects, and agency-wide initiatives while maintaining accurate and confidential records.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 this range based on qualifications.**This posting will remain open until a candidate is selected.****What You’ll Do*** Provide comprehensive administrative support for HSEC programs, projects, training, and department operations.* Prepare, proofread, and coordinate correspondence, reports, meeting materials, Board items, presentations, forms, and other documents.* Maintain confidential employee health, safety, training, audit, and regulatory compliance records and tracking systems.* Coordinate with medical clinics regarding required employee monitoring, documentation, and recordkeeping.* Maintain employee training records in the Learning Management System (LMS), manage class enrollment, maintain training materials, and assist with system issues.* Coordinate logistics for agency-wide meetings, employee training, special events, and HSEC programs.* Create department communications and marketing materials, including flyers, posters, e-forms, and website content.* Support departmental budgets, purchasing, contracts, invoices, and expenditure tracking.* Conduct research, compile and analyze data, and prepare reports supporting program evaluation, benchmarking, needs assessments, and special projects.* Provide responsive customer service and coordinate effectively with employees, management, vendors, medical providers, and other stakeholders.**What We’re Looking For*** Strong administrative, organizational, and project coordination skills.* Exceptional attention to detail and experience preparing, proofreading, and maintaining complex documents and records.* Ability to handle confidential and sensitive employee information.* Strong computer skills and experience maintaining databases, electronic records, or learning management systems.* Ability to coordinate multiple projects, meetings, training activities, and deadlines in a fast-paced environment.* Strong research and analytical skills with the ability to compile information and prepare clear reports.* Excellent written and verbal communication skills with a professional, customer-focused approach.* Initiative, sound judgment, and the ability to identify issues and develop effective solutions.* Ability to establish collaborative working relationships with employees and stakeholders at all levels of the organization.**Minimum Qualifications:*** High school diploma or equivalent.* Minimum six (6) years of experience in administrative support or a related area of expertise.* Related education preferred.**Why You’ll Love It Here*** Support programs that help promote a safe, healthy, and compliant workplace for OCTA employees.* Work on a diverse mix of health, safety, environmental compliance, training, and employee-focused initiatives.* Collaborate with professionals throughout the agency on meaningful programs and projects.* Use your administrative, organizational, and creative skills in a role with broad department impact.* Join a mission-driven organization committed to safety, integrity, collaboration, and continuous improvement.**Join a team where innovation, integrity, and strategic thinking are valued**. Apply now to help support a safe, healthy, and compliant workplace while contributing to the future of OCTA’s programs.**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 any other legally protected status.**