General Services Specialist, Sr./ General Services Specialist - Orange County Transportation Authority

Why OCTA: 

Discover work that moves you in a dynamic and innovative setting. Be part of a team delivering Orange County’s transportation network of today and creating a vision for the future.

OCTA is the county’s transportation planning commission and public transit operator. With a focus on safety and accountability, we plan, fund, and implement countywide projects that include bus and rail transit, freeways and express lanes, rideshare, microtransit, paratransit, active transportation, and environmental programs.

We’re passionate about creating a balanced, equitable and sustainable transportation system that reflects the diverse travel needs of the county’s 34 cities and 3.2 million residents. 

Our employees rated OCTA as a top workplace in Orange County. Come join us on our mission of keeping Orange County moving.

Overview:

Under minimal supervision, performs a variety of relatively complex clerical, administrative duties to support multiple, functional areas. Is fully trained in all areas and can work in any assignment as needed, e.g. record scanning, storage, and retrieval of Authority records, asset management, the mail center, facility set up and coordination, etc. Participates in the department budget development process and performs special projects as needed.

General Services Specialist, Senior - This is a non-exempt position in Salary Grade ­­155: Min $28.09 – Mid $33.71 – Max $39.33 hourly. The starting salary will be within this range based on qualifications.

General Services Specialist - This is a non-exempt position in Salary Grade ­­145: Min $25.48– Mid $30.58 – Max $35.67 hourly. The starting salary will be within this range based on qualifications.

The application deadline for this position is December 31, 2024. 

This list is intended to indicate the general nature and level of work performed by employees within this classification and is not designed to be interpreted as an exhaustive listing of all tasks required of employees assigned to this job.

Displays High Integrity & Honesty: Takes personal responsibility, acts with honesty and consistency.

Has Technical and Professional Expertise: Has the technical skills, product knowledge and professional skills to do the job.

• Performs duties related to the assigned area (e.g., the mailroom, records management, help desk, etc.) and serves as back-up in reception, switchboard, OCTA store, supply room or other areas as needed.
• Assists manager with the department budget development and special projects.
• Inputs requisitions and follows them through to the procurement process.
• Develops weekly and monthly calendar and schedules for the General Services Department ensuring adequate coverage and staffing in all areas.
• Provides general tracking and oversight on department contracts.
• Provides assistance with the retrieval and distribution of records, the issuance of locator numbers, and the destruction of records in accordance with schedules.
• Coordinates the flow of and prepares records for scanning according to procedures and retention schedules. Maintains logs and statistical reports on scanned records. Coordinates the use of scanning services and vendors, and the transfer of scanned records to hard copy.
• Coordinates the activities of the agency’s mail distribution, including various large or bulk mailings, and arranges outside mail services. Responds and resolves routine mail inquiries.  Advises employees on mail procedures, postal regulations, and services available.
• Processes incoming and outgoing U.S. mail and interoffice mail, ensuring that all mail is distributed according to established schedule and staff requirements, determining most cost-effective means for timely delivery and assuring appropriated distribution.
• Implements new postal regulations. Develops procedures and user’s guide for mailing services.
• Operates and maintains a variety of mail equipment. Evaluates mailroom equipment and makes recommendation for purchase.
• Sets up conference rooms; maintains public areas.
• Delivers supplies and paper.
• Picks up and delivers supplies and parts to various agency locations. Adheres to a fixed time schedule and prescribed routes.
• Obtains signatures and signs for parts and supplies to be delivered. Assures items are delivered in acceptable condition.
• Assures assigned delivery van is serviced.  Reports maintenance and repair needs to supervisor.

Customer & External Focus: Markets his/her workgroup effectively and influences others in the organization.

• Provides assistance to employees who are preparing for office moves or for modular furniture installations; makes minor modular furniture repairs, conducts furniture inventories, and coordinates furniture delivery and installation.  Provides assistance in the tracking of furniture and office keys.

Solves Problems & Analyzes Issues: Has and applies problem analysis and problem-solving skills on a technical and interpersonal level.

• Monitors postage accounts and maintains daily log of incoming and outgoing mail.  Compiles department reports, including the daily postage expenditures report.

Works in a Collaborative Manner with Others: Works in a collaborative manner with others, helps resolve unproductive conflict.

• Establishes and maintains effective and cooperative working relationships.

General Services Specialist, Senior - Any combination of education and experience equivalent to a high school diploma with a minimum of five years of experience related to the position. 

General Services Specialist - Any combination of education and experience equivalent to a high school diploma with a minimum of three years of experience related to the position. 

Special Qualifications:

• Valid California Driver License; safe driving record.

Working Conditions/Physical Activities:

(The physical demands described are representative of those that must be met by the employee to successfully perform the essential functions of this job. OCTA provides reasonable accommodation to enable individuals with disabilities to perform the essential functions.)

Positions in this class typically require:

• Work may be performed in a stressful, fast-paced office environment, depending upon assignment.
• Ability to understand verbal communication and to respond effectively.
• Positions in this class typically require: Reaching, Finger Dexterity, Grasping, Feeling, Talking, Hearing, Seeing, and Repetitive Motions in computer use.

Special Conditions:

Records center environment; lifting boxes of considerable weight.  Travel between Administrative offices and warehouse. Duties require the ability to lift sizable objects up to 50 lbs. such as a bag of mail, case of paper, or a bicycle for transport.

Hazardous Conditions:

Positions in this class may also include these factors:

• Hazardous physical conditions/materials
• Atmospheric conditions
• Travel
• Intense noise
• Environmental conditions
• Workspace restricting movement

Compensation and Benefits:

OCTA offers an attractive compensation and benefits package that includes medical, dental and vision health insurance programs, flex time (may be available), paid sick leave, paid vacation and holidays, short-term and long-term disability, life insurance, flexible spending accounts, retirement, deferred compensation plan, educational reimbursement, excellent in-house training programs, free transportation passes for the employee and dependents, wellness and ergonomic programs, and much more. OCTA has a hybrid remote work program. Eligibility is dependent on manager’s approval.

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.