Safety & Environmental Administrative Specialist

Octa; Santa Ana (CA); On-site; USD 43,000 - 59,000; Full time

Job summary

OCTA is seeking an Administrative Specialist – Safety and Environmental Compliance in Santa Ana, CA. This role provides essential support to the Health, Safety and Environmental Compliance department, handling confidential records and coordinating training, audits, and reports.

You will manage LMS records, assist with budgets and contracts, prepare documents, and liaise with clinics and stakeholders to ensure compliant and efficient operations across the agency.

Qualifications

• High school diploma or equivalent.
• Minimum six (6) years of administrative support experience.
• Related education preferred.

Responsibilities

• Provide comprehensive administrative support for HSEC programs and 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 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 support

Recordkeeping

LMS management

Budgeting

Customer service

Attention to detail

Written and verbal communication

Education

High school diploma or equivalent

Related education preferred

Tools

Microsoft Office

Learning Management System (LMS)

Databases

Job description

OCTA is seeking an Administrative Specialist – Safety and Environmental Compliance in Santa Ana, CA. This role provides essential support to the Health, Safety and Environmental Compliance department, handling confidential records and coordinating training, audits, and reports.

You will manage LMS records, assist with budgets and contracts, prepare documents, and liaise with clinics and stakeholders to ensure compliant and efficient operations across the agency.