Administrative Specialist - Safety & Environmental Compliance

Orange County Transportation Authority; Orange (CA); On-site; USD 43,000 - 59,000; Full time

Job summary

Orange County Transportation Authority seeks an Administrative Specialist to support the Health, Safety and Environmental Compliance (HSEC) department with complex administrative tasks and confidential records.

Role includes preparing documents, coordinating training, managing LMS records, and supporting budgets and procurement while collaborating with employees and vendors across the agency.

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 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.

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 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.

Skills

Administrative skills

Organizational skills

Project coordination

Data management

Education

High school diploma or equivalent

Tools

Learning Management System (LMS)

Job description

Orange County Transportation Authority seeks an Administrative Specialist to support the Health, Safety and Environmental Compliance (HSEC) department with complex administrative tasks and confidential records.

Role includes preparing documents, coordinating training, managing LMS records, and supporting budgets and procurement while collaborating with employees and vendors across the agency.