General Services Specialist/General Services Specialist, Assistant

Overview
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 general supervision, coordinates and performs a variety of relatively complex clerical, administrative duties to support multiple, functional areas. Operates mail and supply room, help desk, reception desk, retrieval of Agency records, assist with leased property facility maintenance issues, and oversees conference room set-ups. Serves as back up for the courier and OCTA Store duties. Works on special projects and assists in other areas as needed.
General Services Specialist - This is a non-exempt position in Salary Grade H: Min $23.82 - Mid $28.06 - Max $32.29 hourly. The starting salary will be within this range based on qualifications.
General Services Specialist, Assistant - This is a non-exempt position in Salary Grade G: Min $22.37 - Mid $26.29 - Max $30.21 hourly. The starting salary will be within this range based on qualifications.
The application will remain open until a candidate is selected.
Responsibilities
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, OCTA store, supply room or other areas as needed.
• Evaluates and compiles requisitions for ordering office supplies from vendors, by phone, email, or using the vendor's website. Assists in developing requirements and specifications for blanket purchase orders for office supplies.
• Identifies, records, and delivers bi-weekly updates to each department regarding their spending.
• Coordinates the activities of the Authority'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.
• Monitors postage accounts and maintains daily log of incoming and outgoing mail. Compiles department reports, including the daily postage expenditures report.
• Receives and signs for deliveries. Notifies appropriate staff of deliveries and maintains a daily delivery log.
• 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. Coordinates the use of scanning services and vendors, and paper recycle services as needed.
• Operates the General Services help desk. Acknowledges and inputs help desk tickets and assigns all tickets to the appropriate internal/external staff. Creates and maintains a procedure for the help desks duties and responsibilities.
• Issues visitor badges and provides direction to the appropriate departments.
• Schedules the use of company cars and vans. Facilitates vehicle maintenance. Confirms employee authorization to drive vehicles.
• Answers routine inquiries concerning company activities, business hours, departments, and employee locations.
• Schedules the use of conference rooms and coordinates configuration requirements.
• Processes Express Lanes transactions including account management and violation payments utilizing Express Lanes account management system.
• Processes in-person OCTA ID cards, Reduced Fare Identification (RFID) program and ACCESS applications according to agency policy and issues RFID cards utilizing the Authority's photo ID system and equipment.
• Performs various duties pertaining to pass sales including processing and fulfilling pass-by-mail orders, processing requests for replacements and returns.
• Accurately manages cash fund, reconciles daily sales receipts of cash, checks, and credit cards; prepares daily deposit and related reports according to agency requirements.
• Picks up and delivers mail and supplies to various agency locations. Adheres to a fixed time schedule and prescribed routes. Picks up lost and found items and bicycles; delivers to vendor.
• Obtains signatures and signs for 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.
• Interacts with the general public in the OCTA Store, selling transit passes, and Employee Relation Association (ERA) tickets utilizing the Authority's sales and inventory systems as well as other computer software and systems.

Takes Initiative: Initiates new programs, processes, relationships, or technologies to accomplish goals.

• Develops and implements office supply standards. Confers with the vendors to develop the most cost-effective solutions to supply needs.

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.

Qualifications
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.
General Services Specialist, Assistant - Any combination of education and experience equivalent to high school diploma with some related experience preferred.
Special Qualifications:

• Valid California Driver License; safe driving record in accordance with agency standards.

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:
General Services Specialist - In the mail/supply room, records center and facilities set-up environments there is lifting boxes, supplies, equipment and furniture of considerable weight. Some assignments included travel between Administrative offices and warehouse.
General Services Specialist, Assistant - Mailroom and courier duties performed in an office services environment, subject to walking; lifting heavy boxes, supplies, and equipment; bending; standing; stooping; and fumes from chemicals and noise from equipment used in duplicating services and mail room. Courier duties require lifting and loading bicycles, mail bags, and cases of paper for transport between locations.
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 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.