Key Responsibilities and Required Skills for Wastewater Program Assistant

🎯 Role Definition

The Wastewater Program Assistant supports municipal or regional wastewater operations by coordinating sampling and laboratory testing, maintaining compliance with NPDES permits and pretreatment ordinances, managing wastewater program records and databases, assisting with field inspections and customer outreach, and supporting environmental reporting and continuous improvement initiatives. This role requires a combination of field work, office administration, data entry, and regulatory knowledge to ensure safe, legally compliant, and efficient wastewater program management.

📈 Career Progression

Typical Career Path

Entry Point From:

Environmental Technician or Laboratory Assistant
Customer Service Representative in Public Utilities
Field Maintenance Worker or Collections System Technician

Advancement To:

Wastewater Program Coordinator
Pretreatment Program Specialist
Compliance/Environmental Analyst
Wastewater Operations Supervisor

Lateral Moves:

Water Quality Technician
Environmental Compliance Inspector
GIS Technician (Utilities)

Core Responsibilities

Primary Functions

Coordinate and perform routine and special wastewater sample collection (grab, composite, influent/effluent, sludge/biosolids, and industrial customer samples) following chain-of-custody, sampling SOPs, and safety protocols to support NPDES and pretreatment compliance.
Prepare and package samples for transport to contracted or in-house laboratories, complete appropriate chain-of-custody documentation, and ensure timely delivery to meet laboratory holding-time requirements.
Maintain and update program databases and spreadsheets (LIMS, Excel, or other environmental data systems) for sample results, permit limits, inspection findings, and corrective actions to support accurate regulatory reporting and trend analysis.
Review laboratory analytical reports for completeness, flag anomalies, reconcile units and detection limits, and communicate discrepancies to laboratory staff and program managers for resolution.
Assist in preparing and submitting monthly, quarterly, and annual regulatory reports (NPDES, pretreatment, local limits, biosolids, and stormwater-related reporting) to state and federal agencies, ensuring accuracy and adherence to permit schedules.
Conduct field inspections of permitted industrial dischargers, grease control devices, and municipal sewer connections to verify compliance with pretreatment ordinances, sample access, and signage requirements; document findings and recommend enforcement or outreach actions.
Respond to routine public inquiries and complaints regarding sewer overflows, odor complaints, grease control, or wastewater fees; perform initial triage, log incidents, and coordinate field response or escalation to operations staff as needed.
Support the pretreatment program by reviewing industrial discharge monitoring reports (DMRs), maintaining files for permitted industrial users, tracking monitoring schedules, and coordinating sampling with compliance engineers.
Support capital and maintenance projects by documenting as-built records, assisting with sewer cleaning/inspection schedules, and coordinating with operations crews to minimize service disruption during investigations or repairs.
Maintain inventory of sampling supplies, safety gear, coolers, preservatives, and PPE; coordinate procurement, equipment calibration, and service for field instruments (pH meters, flow meters, turbidity meters).
Assist with SCADA and flow-monitoring data collection, validate telemetry data for completeness, and escalate anomalies to instrumentation and control staff or operations supervisors.
Prepare detailed inspection and monitoring reports, including photographs, diagrams, and GIS-referenced locations, and input records into the municipal GIS or asset-management system.
Perform routine laboratory tasks as assigned (standard bench tests, basic chemical handling, reagent preparation) under supervision, following QA/QC procedures and safety guidelines.
Maintain files and documentation for program audits, permit renewals, and enforcement actions; support internal and external audits by compiling requested data and evidence.
Support community outreach and educational programs (FOG/grease control, industrial permittee workshops, public information events) by preparing materials, scheduling sessions, and speaking with citizens on program requirements.
Coordinate sampling logistics and field crew schedules, prepare daily itineraries, and ensure field staff are briefed on safety procedures, confined-space policies, and site-specific hazards.
Assist in developing and updating standard operating procedures (SOPs), sampling plans, quality assurance project plans (QAPPs), and chain-of-custody forms to reflect current regulatory and laboratory requirements.
Monitor compliance milestones and enforcement actions, generate tracking reports for program managers, and follow up with permitted entities to document corrective actions and timelines.
Support emergency response for sanitary sewer overflows (SSOs) and industrial discharge incidents by coordinating sample collection, documenting the event, and assisting with immediate public-health notifications and corrective measures.
Track and process billing, permit fee renewals, and inspection invoices for the wastewater program; coordinate with finance and utility billing to resolve discrepancies.
Conduct targeted investigations to identify illicit discharges, cross-connections, or noncompliant grease traps, using dye testing, smoke testing coordination, or CCTV inspection scheduling as necessary.
Maintain strict adherence to safety protocols including confined-space entry coordination (administrative support to certified entrants), hazardous-material handling, and use of PPE while supporting operational staff.
Provide cross-functional administrative support such as drafting correspondence, scheduling meetings, maintaining calendars, and preparing materials for regulatory meetings or council briefings.
Participate in continuous improvement initiatives by documenting process inefficiencies, recommending workflow improvements, and implementing approved changes under the direction of program leadership.

Secondary Functions

Assist in the implementation and maintenance of the FOG (fats, oils, and grease) control program, including outreach to affected businesses, inspection scheduling, and documentation of compliance.
Support data visualization and basic trend analysis for effluent quality, influent flow, and noncompliance events to help managers prioritize inspections and corrective actions.
Coordinate with external laboratories, consultants, and contractors for specialty testing, pilot studies, or compliance assistance projects, including review of scopes of work and invoice reconciliation.
Help maintain and update permit and regulatory requirement trackers so the team meets renewal deadlines and stays current with state/federal rule changes.
Facilitate interdepartmental communication between operations, engineering, public works, and finance to ensure efficient resolution of wastewater program issues.
Participate in training programs and professional development related to wastewater treatment, pretreatment, sampling, and regulatory compliance to grow technical knowledge and responsibilities.
Support grant reporting and documentation when wastewater program funding is tied to state/federal grants or capital project reimbursements.
Assist in maintaining an organized digital filing system (cloud-based and local) so all monitoring data, inspection reports, and compliance records are readily available for audits and public records requests.

Required Skills & Competencies

Hard Skills (Technical)

Wastewater sample collection and chain-of-custody procedures — grab, composite, effluent/influent, sludge, and industrial samples.
Familiarity with NPDES permits, pretreatment program requirements, and regulatory reporting (DMRs, eDMR, state reporting portals).
Laboratory coordination skills, including LIMS interaction, basic QA/QC review, and interpretation of analytical reports and detection limits.
Proficiency in Microsoft Excel (pivot tables, vlookups, data validation) and experience with databases or environmental data systems.
Experience with GIS (ArcGIS or similar) to map sampling locations, asset inventories, and inspection data.
Basic knowledge of wastewater process operations, flow monitoring, and SCADA telemetry data validation.
Use and maintenance of field instruments: portable pH meters, turbidity meters, dissolved oxygen meters, and flow meters.
Understanding of confined-space procedures and the ability to coordinate safe entry (administrative support for certified entrants).
Experience preparing regulatory reports and supporting permit renewals, including compiling technical documentation and historical monitoring data.
Familiarity with industrial pretreatment concepts: BPT/BAT, local limits, and grease control (FOG) program implementation.
Ability to read and interpret technical drawings and site plans for sampling and inspection access.
Experience with customer service tools and CRM systems for logging complaints, scheduling inspections, and tracking responses.
Basic laboratory techniques and safe chemical handling (as applied to support tasks), plus knowledge of PPE and laboratory safety.
Document control and records management, including preparing audit-ready documentation and supporting public-records requests.

Soft Skills

Strong written and verbal communication skills for drafting regulatory correspondence, inspection reports, and public outreach materials.
Attention to detail and accuracy when recording sample data, reconciling lab reports, and maintaining compliance records.
Excellent organizational and time-management skills to coordinate field schedules, reporting deadlines, and multiple concurrent tasks.
Problem-solving mindset with the ability to prioritize compliance-related issues and escalate critical items effectively.
Customer-focused approach when interacting with the public, industrial permittees, and internal stakeholders.
Team player who collaborates effectively with operations, engineering, and laboratory staff across departments.
Adaptability and willingness to work in both office and field environments, often in adverse weather or around construction activity.
Professionalism and discretion when handling sensitive information and enforcement-related communications.
Continuous learning orientation and receptiveness to training on new regulations, sampling methods, and data tools.

Education & Experience

Educational Background

Minimum Education:

High school diploma or GED plus 1–3 years of relevant experience in environmental sampling, utilities, or laboratory support.

Preferred Education:

Associate degree or vocational certificate in Environmental Science, Water/Wastewater Technology, Biology, Chemistry, or related field.
Coursework or certificate in GIS, environmental compliance, or laboratory technology is a plus.

Relevant Fields of Study:

Environmental Science
Water/Wastewater Technology
Biology or Chemistry
Environmental Engineering Technology
GIS or Geospatial Technologies

Experience Requirements

Typical Experience Range: 1–4 years of experience in wastewater sampling, environmental lab support, utilities administration, or related field.

Preferred: 2–5 years of municipal wastewater or pretreatment program experience; familiarity with NPDES reporting, LIMS, and field sampling protocols. Candidate with a state wastewater operator certificate (or working toward) or certifications such as OSHA 10, HAZWOPER awareness, or ICS/NIMS will be given preference.