Job Description
Senior Office Specialist
Under minimal supervision, performs a variety of complex clerical, secretarial, and administrative duties in support of assigned department functions. This position provides high-level administrative support, coordinates critical departmental processes, prepares a variety of documents and reports, and serves as a key liaison between staff, management, vendors, and the public to ensure efficient departmental operations.
This is a non-exempt position in salary grade 155: Min – $29.89 | Mid – $35.51 Max – $41.13/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
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Provide advanced clerical, secretarial, and administrative support to assigned departments and programs.
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Coordinate board and committee calendars, process board reports, prepare meeting materials, and distribute final staff reports.
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Assist with procurement and contract administration activities, including reference checks, report preparation, and document coordination.
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Prepare, proofread, and format a variety of correspondence, reports, contracts, agreements, agendas, minutes, presentations, charts, and other business documents.
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Maintain databases, electronic records, filing systems, and departmental documentation to ensure accessibility and accuracy.
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Coordinate public records requests, including research, document preparation, tracking, and response activities.
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Manage records retention and document control processes, including incoming and outgoing correspondence.
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Schedule meetings, conferences, training sessions, travel arrangements, and department facilities.
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Serve as a point of contact for internal and external stakeholders, responding to inquiries and providing information regarding departmental procedures and services.
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Coordinate signature routing and execution of legal agreements and other official documents.
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Perform quality assurance reviews of reports, evaluation materials, and supporting documentation.
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Support special projects and department initiatives as assigned.
What We're Looking For
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Strong administrative, organizational, and project coordination skills.
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Excellent written and verbal communication abilities with exceptional attention to detail.
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Ability to prepare, proofread, and manage complex business documents and reports.
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Experience coordinating meetings, calendars, records management, and document control processes.
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Strong customer service skills with the ability to interact professionally with employees, vendors, executive leadership, and the public.
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Ability to manage multiple priorities, meet deadlines, and work independently in a fast-paced environment.
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Proficiency with Microsoft Office applications and database systems.
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Strong problem-solving skills, initiative, and commitment to continuous improvement.
Minimum Qualifications:
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High school diploma or equivalent.
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Minimum five (5) years of increasingly responsible clerical, administrative, or office support experience, preferably within a specialized functional area or any equivalent combination of education and experience.
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Related education is desirable.
Why You'll Love It Here
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Play a key role in supporting important agency programs and initiatives.
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Work alongside dedicated professionals in a collaborative and customer-focused environment.
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Gain exposure to executive-level processes, board activities, procurement, contracts, and public administration.
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Opportunity to contribute to process improvements and special projects that support agency success.
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Build a rewarding career with an organization committed to serving Orange County communities.
Join a team where innovation, integrity, and strategic thinking are valued.
Apply now to help shape 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 other legally protected status.
