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Key Responsibilities and Required Skills for Waste Program Assistant

💰 $ - $

Environmental ServicesWaste ManagementPublic WorksRecycling & Diversion

🎯 Role Definition

This role requires a proactive, detail-oriented Waste Program Assistant to support the design, delivery, and continuous improvement of waste collection, recycling, and hazardous materials programs. The Waste Program Assistant performs administrative and field support tasks including data tracking, stakeholder outreach, permit and contract coordination, inspection assistance, and training logistics. The ideal candidate combines strong organizational skills, a working knowledge of waste management practices and regulations, and excellent communication to ensure program objectives, compliance, and community engagement are achieved.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Environmental Technician
  • Administrative Assistant with municipal/public sector experience
  • Recycling Collection or Transfer Station Operator

Advancement To:

  • Waste Program Coordinator
  • Environmental Programs Specialist
  • Solid Waste Operations Supervisor
  • Recycling & Diversion Manager

Lateral Moves:

  • Community Outreach / Education Coordinator
  • Compliance Specialist
  • Grants & Contracts Assistant

Core Responsibilities

Primary Functions

  • Coordinate day-to-day program operations: schedule and track residential and commercial collection services, coordinate special collection events (e.g., HHW/CRT drop-offs), and liaise with contractors and collection vendors to ensure on-time performance and compliance with service agreements.
  • Maintain and update program databases and spreadsheets, including material tonnage, service requests, route changes, billing adjustments, and diversion metrics, to support accurate monthly and annual reporting.
  • Prepare, draft, and finalize reports for internal stakeholders, regulatory agencies, and the public, including monthly diversion summaries, incident reports, grant deliverables, and contract compliance documentation.
  • Perform routine site inspections and field visits at transfer stations, drop-off centers, or special event sites to document operations, verify signage and labeling, and report health & safety or compliance issues to supervisors.
  • Support hazardous and universal waste handling protocols by coordinating manifests, chain-of-custody documentation, scheduling pickups with authorized haulers, and ensuring proper storage and labeling of regulated materials.
  • Assist with permitting and regulatory compliance tasks: compile supporting documentation, track permit expiration dates, respond to routine information requests from regulators, and implement corrective actions identified during inspections.
  • Plan and coordinate community engagement and education initiatives: develop outreach materials, schedule workshops and presentations, staff public events, and measure outreach impact through surveys and participation metrics.
  • Manage and respond to public inquiries and service requests via phone, email, and an online portal; troubleshoot common issues, escalate complex matters, and maintain a log of customer interactions and resolutions.
  • Support grant and funding administration by preparing application materials, tracking budgets and deliverables, compiling supporting documents, and coordinating grant-required reporting and audits.
  • Assist with procurement and contract management: prepare scopes of work, obtain bids or quotes, track contract deliverables, maintain vendor files, and facilitate contract renewals and amendments.
  • Conduct waste characterization and composition audits under supervision: prepare audit sites, collect and record sample data, photograph and document findings, and contribute to analysis and recommendations to improve diversion rates.
  • Maintain inventory of program supplies and equipment (e.g., signage, outreach materials, PPE, sampling kits), place purchase requests, and coordinate repair or replacement of field equipment.
  • Coordinate volunteer programs, internship assignments, and temporary staffing for special events and cleanup efforts; provide orientation, assign tasks, and ensure adherence to safety protocols.
  • Collect, validate, and analyze data from multiple sources (weigh scales, invoices, manifests, surveys) to identify trends, inefficiencies, and opportunities for program improvement and cost savings.
  • Draft and update standard operating procedures (SOPs), safety guidance, and training materials to reflect best practices and regulatory changes; support staff training delivery and document attendance and competency.
  • Support billing and customer account reconciliation related to special collection services, hauling adjustments, and commercial contracts; work with finance teams to resolve discrepancies and process refunds or credits when appropriate.
  • Coordinate signage, route maps, and public information updates for new programs or route changes, and ensure GIS layers and public-facing maps are current when applicable.
  • Assist in enforcement and compliance outreach efforts by preparing warning letters, documenting violations, coordinating follow-up inspections, and supporting the escalation process to enforcement staff when necessary.
  • Participate in emergency response and spill or incident coordination for waste-related events: notify supervisors, document the incident, liaise with emergency responders, and assist with incident reports and corrective actions.
  • Support development and implementation of pilot programs (e.g., organics collection, mattress recycling, take-back programs): perform baseline research, coordinate stakeholders, track metrics, and prepare pilot evaluations and recommendations.
  • Coordinate multi-departmental meetings, prepare agendas and meeting minutes, and follow up with action items to ensure timely resolution of cross-functional tasks.
  • Assist in preparing public records requests and compile required documents and communications in accordance with public records policies and timelines.
  • Monitor industry best practices and regulatory changes at the local, state, and federal levels; recommend procedural updates and help implement new compliance requirements in operations and outreach.
  • Prepare visual communications and presentations using program data (charts, tables, and maps) to inform elected officials, boards, or the public about program performance and strategic priorities.

Secondary Functions

  • Support ad-hoc program analyses and continuous improvement projects by collecting data, performing basic statistical summaries, and presenting findings to program leads.
  • Contribute to development of the organization’s outreach strategy by proposing target audiences, messaging frameworks, and tracking KPIs for campaigns.
  • Assist with preparing materials and logistics for training sessions, workshops, and certification renewals for program staff and contractors.
  • Provide backup administrative support to the department: manage calendars, coordinate travel and site visits, and assist with procurement paperwork when needed.
  • Participate in cross-functional project teams (public works, parks, utilities) to align waste program initiatives with broader community goals.
  • Maintain detailed records of program contacts, vendor agreements, and historical data to preserve institutional knowledge and support audits.
  • Help evaluate new technologies and vendors (e.g., recycling processors, composting partners) by coordinating pilot logistics, compiling performance data, and summarizing findings for decision-makers.

Required Skills & Competencies

Hard Skills (Technical)

  • Practical knowledge of municipal and state waste management programs, recycling operations, hazardous/universal waste handling, and diversion strategies (keywords: waste diversion, hazardous waste, recycling).
  • Familiarity with regulatory frameworks such as RCRA basics, state hazardous waste rules, and local ordinances related to solid waste collection and disposal.
  • Data management and analysis skills: advanced Microsoft Excel (pivot tables, VLOOKUP/XLOOKUP, charts), experience with databases or CRMs (e.g., Access, Salesforce), and basic SQL familiarity preferred.
  • Experience maintaining manifests, chain-of-custody documentation, and coordinating hazardous materials shipments in compliance with DOT and state regulations.
  • GIS or mapping experience to maintain route maps, drop-off site information, and spatial reporting (ArcGIS or web mapping tools beneficial).
  • Experience with electronic permitting, licensing systems, and online service-request portals used by municipalities or waste vendors.
  • Proficiency with standard office software (Microsoft Office Suite or Google Workspace) and comfort creating professional presentations and reports.
  • Basic budgeting and grant-administration skills: tracking expenditures, reconciling invoices, and assisting with grant deliverables.
  • Field competency: ability to perform and document site visits, waste audits, and visual inspections safely, including use of personal protective equipment and adherence to safety procedures.
  • Familiarity with public communication platforms and outreach tools (email marketing, social media basics, event registration systems).

Soft Skills

  • Strong written and verbal communication skills for interacting with the public, elected officials, contractors, and internal teams.
  • Excellent organizational ability with attention to detail and capacity to manage multiple projects and deadlines simultaneously.
  • Customer service orientation: tactful, solution-focused, and able to de-escalate concerns while providing clear guidance.
  • Problem-solving mindset with the ability to analyze operational data and recommend practical improvements.
  • Team player who collaborates across departments, takes direction, and independently follows through on assigned tasks.
  • Adaptability and resilience in field environments and when responding to unexpected incidents or program changes.
  • Cultural sensitivity and community engagement skills for effective outreach to diverse populations.
  • Time management and prioritization skills, including the ability to document and track follow-up items from stakeholder meetings.
  • Professionalism and discretion when handling sensitive documents and public records requests.
  • Continuous learning orientation to stay current with evolving waste management technologies, policies, and community expectations.

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or equivalent with relevant experience in environmental services, municipal operations, or program administration.

Preferred Education:

  • Associate degree or Bachelor’s degree in Environmental Science, Public Administration, Environmental Studies, Business Administration, or a related field.

Relevant Fields of Study:

  • Environmental Science
  • Public Administration or Policy
  • Environmental Engineering/Technology
  • Sustainability or Resource Management
  • Business Administration

Experience Requirements

Typical Experience Range:

  • 1–3 years of related experience supporting waste, recycling, or environmental programs; municipal or public sector experience preferred.

Preferred:

  • 2–5 years of combined field and administrative experience in solid waste, recycling, hazardous materials programs, or community outreach; experience with grant reporting, contract coordination, or permitting strongly preferred.

Additional preferred qualifications may include valid driver’s license, HAZWOPER awareness or 8–24 hour training (or willingness to obtain), and bilingual skills for community outreach.

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