Administrative Specialist - Project Controls - 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 general supervision, performs a variety of Project Controls administrative responsibilities involving vendor invoice review and tracking, payment processing, account coding, vendor budget control, and project and agency fiscal year budget tracking.

This is a non-exempt position in Salary Grade ­­160: Min $29.50 – Mid $35.40 – Max $41.29 hourly. The starting salary will be within this range based on qualifications.

This posting will remain open until filled.

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.

• Reviews contractual terms, payment provisions, and account coding for new contracts and cooperative agreements. Creates standard invoice and budget tracking spreadsheets for the various agreements which identify the key contractual terms.
• Reviews complex vendor invoices, contractor’s invoices and agency invoices. Reviews include both firm fixed price and time and expense invoices. Verify invoice calculations are correct, documentation for expenses is adequate and appears reasonable, and labor and expense billing rates are consistent with contract requirements. Updates vendor invoice spreadsheets once invoices have been approved by project management.
• Reviews and provides account coding for monthly wire transfer payments to Caltrans. Reviews Caltrans’ wire transfer supporting documentation and reports, verifies payment requests do not exceed agreements’ values, and processes wire transfer requests to ensure payments are made within the three- to five-day payment provisions.
• Maintains and updates the division’s hardcopy and electronic invoice and contract files with initial contracts and subsequent amendments provided by the agency’s contracts department. Updates files for changes to payment provisions, contract values, and approved account codes.
• Utilizes agency’s accounting systems to review vendor payments, contract balances, account codes, and project costs.

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

Drives for Results: Operates with speed and intensity, translates long-term goals into immediate actions.

• Identifies invoice issues not consistent with contractual requirements and coordinates with project managers and vendors to resolve outstanding issues.

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

• On an as-needed basis, assist project controls staff in quarterly financial updates to the agency’s Primavera Project Management System. Runs a variety of standard accounting summaries and detailed project cost reports. Interprets cost data and updates project-to-date costs in the Primavera system by budget category.
• May assist project controls staff in the final cost reconciliation and close-out of major capital projects implemented for the agency by Caltrans.
  

Any combination of education and experience with a minimum of six years experience, three years of which are at a senior administrative level in project controls or directly related area. Related classes and/or coursework expected.

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.
• Reaching, Finger Dexterity, Grasping, Feeling, Talking, Hearing, Seeing, and Repetitive Motions in computer use.

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.