General Services Specialist

1 week ago
Job ID
# Positions
General Services - Finance & Administration


 Under general supervision, coordinates and performs a variety of duties in the areas of document scanning, storage, and retrieval of Agency records, supporting asset management, operating the mail center, switchboard, reception, reprographics and delivering mail and supplies.


The position is Salary Grade H: Min $19.09 - Min $23.33 - Max $27.56


The application deadline for this position is Tuesday, September 19, 2017.


 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.


Employees may be assigned to one or more of the following areas and serve as back-up in reception, switchboard, OCTA store, supply room or other areas as needed.



1. Provides assistance with the retrieval and distribution of records, the issuance of locator numbers, and the destruction of records in accordance with schedules.

2. 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.


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


1. 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.

2. Processes 91 Express Lanes transactions including account management and violation payments utilizing 91 Express Lanes account management system. Processes in-person 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.

3. Performs various duties pertaining to pass sales including processing and fulfilling pass-by-mail orders, contacting customers as needed to ensure accuracy in fulfillment; processing requests for replacements and returns; resolving bank-

 returned checks and credit card discrepancies for all agency sales transactions, maintaining non-profit agency status in the sales and inventory computer system.

4. Manages cash change fund as assigned, ensuring accuracy with all sales transactions; reconciles daily sales receipts of cash, checks, and credit cards; prepares daily deposit and related reports according to agency requirements.

5. Monitors and maintains adequate supplies of multiple inventories, ensuring accuracy with all sales transactions.


1. 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 inquires. Advises employees on mail procedures, postal regulations, and services available.

2. 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.

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

4. Implements new postal regulations. .

5. Operates and maintains a variety of mail equipment. Evaluates mailroom equipment and makes recommendation for purchase.


1. Sets up conference rooms; maintains public areas.

2. Delivers supplies and paper.


1. 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.

2. Obtains signatures and signs for supplies to be delivered. Assures items are delivered in acceptable condition.

3. Assures assigned delivery van is serviced. Reports maintenance and repair needs to supervisor.


1. Prioritizes job requests; reviews requests to determine job specifications including number of copies, size, color and weight of paper and other duplication methods. Determines bindery and finishing needs. Maintains production logs. Distributes orders.

2. Operates reproduction equipment and uses the special copier features such as variable image reduction and automatic handler. Learns and utilizes reprographics software that includes, but is not limited to, Photoshop, In Design and RDO (Xerox based) to ensure best image output.

3. Operates a variety of finishing and bindery equipment, such as paper cutter, binding and folding machines, electric stapler, spiral binding machine, paper jogger, paper drill, and shrink-wrap machine.

4. Cleans and performs preventative maintenance on equipment according to established procedures and performs minor repairs.

5. Monitors inventory levels of duplicating supplies; notifies appropriate staff to order as needed. Maintains supplies in a neat and orderly way.


Any combination of education and experience equivalent to a high school diploma with a minimum of approximately three years increasingly responsible experience related to the position.


Knowledge of:

  • Cash handling and reconciliation, maintaining inventory.
  • Methods, materials, equipment, techniques, including computer-aided retrieval system.
  • Automated record keeping techniques and filing systems.
  • Modular furniture and inventory.
  • Mail processing and distribution.
  • Principles of retail sales receipts, cash handling, maintaining inventory.
  • Office practices, procedures and equipment.
  • Telephone techniques and etiquette.

Ability to:

  • Maintain archived records and prepare reports.
  • Work confidentially with discretion.
  • Operate a company vehicle and forklift, if needed.
  • Lift boxes of considerable weight.
  • Make minor furniture repairs. Coordinate furniture delivery and installation.
  • Work in high-volume store-front environment, organize work, multi-task and prioritize time management; and ability to work under pressure to resolve difficult issues in real-time.
  • Operate a variety of mailroom and/or reprographic equipment.
  • Make arithmetic calculations.

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.
  • Requires ability to understand verbal communication and to respond effectively.
  • Positions in this class typically require: Climbing, Balancing, Stooping, Kneeling, Crouching, Reaching, Standing, Walking, Pushing, Pulling, Lifting, Fingering, Grasping, Feeling, Talking, Hearing, Seeing, and Repetitive Motions in computer use.

Special Conditions:


In the micrographics, records center, supply and facilities set-up environments there is lifting of boxes, supplies and furniture of considerable weight and operation of mailroom and/or reprographics equipment. Some assignments included travel between Administrative offices and warehouse.


Hazardous Conditions:


Positions in this class may also include these factors:

  • Hazardous physical conditions/materials.
  •  Atmospheric conditions.
  • Travel.


Compensation and Benefits:


OCTA offers an attractive compensation and benefits package.  The specific features of this package include: medical, dental and vision insurance; retirement; vacation and holiday pay; life insurance; deferred compensation plan; short-term and long-term disability plans; flexible spending accounts; educational reimbursement; ergonomic/wellness programs; flex-time schedule Salary is dependent upon qualifications.



OCTA is an equal opportunity and affirmative action employer and ensures that all qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion, sex, national origin, disability or veteran status.


We are unable to accept resumes in lieu of an online application.  OCTA does not sponsor H1B or other work visas.  For additional information, please contact the Employment Office at (714) 560-5600.




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