Impactful Safety & Environmental Admin Specialist

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

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.