Marketing & Public Outreach Administrative Specialist

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 Marketing and Public Outreach teams. This role coordinates administrative activities, assists with budgets and contracts, and prepares professional materials for internal and external stakeholders.

The successful candidate will be highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment while delivering accurate documents and maintaining strong

Qualifications

• 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.

Responsibilities

• 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.

Skills

Administrative experience

Organizational skills

Time-management

Written and verbal communication

Stakeholder communication

Independent work

Education

High school diploma or equivalent

Tools

Microsoft Office

Microsoft Excel

Document management systems

Job description

Orange County Transportation Authority seeks an Administrative Specialist to support the Marketing and Public Outreach teams. This role coordinates administrative activities, assists with budgets and contracts, and prepares professional materials for internal and external stakeholders.

The successful candidate will be highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment while delivering accurate documents and maintaining strong