Key Responsibilities and Required Skills for Waste Management Program Assistant

🎯 Role Definition

The Waste Management Program Assistant supports municipal or private waste management programs by coordinating day-to-day operations, assisting with regulatory compliance, maintaining program databases, supporting outreach and education efforts, monitoring vendor and contractor performance, and preparing reports and documentation to improve diversion, compliance, and customer service. This role balances fieldwork (site inspections, event coordination) and office-based tasks (data entry, invoicing, permit tracking), and serves as a key liaison between the public, vendors, regulatory agencies, and internal program managers.

📈 Career Progression

Typical Career Path

Entry Point From:

Recycling Technician or Collection Operator
Administrative Assistant / Office Coordinator in Public Works
Environmental Field Technician or Inspector

Advancement To:

Waste Management Program Coordinator
Solid Waste Operations Supervisor
Environmental Compliance Specialist
Grants and Contracts Coordinator (Waste Management)

Lateral Moves:

Customer Service Supervisor (Public Works)
Environmental Education / Outreach Coordinator
Fleet Logistics or Contract Administrator

Core Responsibilities

Primary Functions

Coordinate and administer routine aspects of municipal or private solid waste and recycling programs, including scheduling, permit tracking, and communication with contractors and haulers to ensure timely collection and compliance with service agreements.
Conduct regular field inspections of collection sites, transfer stations, drop-off centers, and recycling facilities to document compliance with local, state, and federal regulations, identify operational issues, and follow up with corrective actions.
Maintain, update, and validate program databases and records (service requests, permits, manifests, diversion metrics) using Excel, Access, or specialized solid waste management software to ensure accurate, audit-ready documentation.
Prepare monthly and quarterly program performance reports (tonnage, diversion rates, contamination levels, incident logs) for managers, City Council/Board packets, and regulatory submittals, and present findings in concise, accessible formats.
Coordinate and support household hazardous waste (HHW) and special collection events, including logistics, vendor contracting, public notification, registration, and on-site staffing to maximize safe disposal and community participation.
Serve as first-line responder for residential and commercial service inquiries and complaints regarding missed pickups, contamination, illegal dumping, or billing questions; track resolution and escalate complex issues to supervisors.
Assist with contract administration and vendor performance monitoring by documenting service levels, tracking deliverables, processing invoices, and preparing purchase orders or contract amendments in accordance with procurement policies.
Review and process waste manifests, diversion documentation, and disposal receipts to ensure accurate billing, reconcile discrepancies, and support revenue tracking and financial reconciliations.
Support program outreach and education campaigns by developing and distributing printed materials, managing social media and website updates, scheduling presentations to community groups, and compiling outreach metrics to measure impact.
Implement and maintain inventory control for program supplies and equipment (containers, signage, PPE), order replacements, and coordinate maintenance or repairs with facilities and fleet teams to ensure uninterrupted operations.
Collect and enter field data from inspections, audits, and monitoring activities; validate data for quality and consistency and prepare visualizations and datasets for internal and external stakeholders.
Assist with permit issuance and compliance tracking for haulers, composters, and recycling processors by reviewing submittals, coordinating inspections, and maintaining licensing records.
Collaborate with environmental health, planning, and stormwater teams to address cross-departmental issues such as illegal dumping enforcement, contamination incidents, and hazardous material responses.
Support grant and funding efforts by collecting supporting documentation, compiling project budgets, tracking expenditures, and assisting with grant reporting and compliance requirements.
Coordinate hazardous materials handling protocols and hazardous waste transport logistics in support of HHW programs and facility operations, ensuring staff and vendor adherence to health and safety standards.
Conduct contamination audits and bin monitoring at transfer stations and public drop-off locations; recommend operational changes, signage updates, and outreach strategies to reduce contamination and improve material quality.
Maintain up-to-date knowledge of federal (EPA), state, and local solid waste regulations and best practices and brief program staff on regulatory changes that could affect operations or reporting.
Assist in drafting standard operating procedures (SOPs), inspection checklists, and training materials for staff and contractors to standardize program delivery and improve compliance.
Coordinate logistics and staffing for bulky-item pick-up programs, curbside collection modifications, and pilot diversion initiatives such as organics or textile collection, including resident notification and service tracking.
Support data-driven program improvements by running analyses on collection efficiency, route performance, cost per ton, contamination trends, and customer complaint patterns to recommend operational and policy changes.
Facilitate interdepartmental meetings and stakeholder outreach sessions with community groups, business associations, and environmental organizations to gather feedback and build partnerships for program improvements.
Track and report workplace safety incidents, near-misses, and corrective actions related to waste operations; support OSHA and internal safety program requirements and coordinate staff training.

Secondary Functions

Process administrative tasks such as data entry, filing, mailings, invoice routing, and calendar coordination for program managers to maintain smooth office operations.
Support ad-hoc data requests and exploratory analyses for program evaluation, budgeting, grant proposals, and board reports, ensuring timely and accurate deliverables.
Maintain and continuously improve the organization’s program data strategy by recommending database improvements, data-cleaning processes, and standard naming conventions.
Collaborate with business units and external vendors to translate operational needs into technical requirements for software, routing tools, and reporting dashboards.
Participate in project meetings and agile-style planning sessions to help prioritize tasks, track progress on program initiatives, and document action items for managers and contractors.
Provide backup field support for route assistance, special event staffing, and emergency response coordination during peak periods or staff shortages.

Required Skills & Competencies

Hard Skills (Technical)

Strong proficiency with Microsoft Office Suite, especially Excel (pivot tables, VLOOKUP, filtering) and Outlook for scheduling and reporting.
Experience with database software (Access, SQL-based systems) and solid waste management platforms or CRMs used to track service requests and manifests.
Familiarity with GIS mapping tools (ArcGIS Online or QGIS) to support mapping of routes, collection sites, drop-off locations, and hot spots for illegal dumping.
Knowledge of solid waste industry terminology, commodity streams (MSW, recyclables, organics, HHW), and basic material flow concepts.
Understanding of regulatory frameworks (RCRA, state/local solid waste rules, transportation of hazardous waste) and experience preparing compliance documentation.
Experience preparing and analyzing program metrics (tons, diversion rates, contamination rates, cost-per-ton) and creating clear visuals for stakeholders.
Contract and vendor monitoring skills including purchase order processing, invoice reconciliation, statement-of-work review, and tracking service level agreements (SLAs).
Experience coordinating household hazardous waste events and knowledge of hazardous materials handling and accepted transport documentation.
Familiarity with grant administration and reporting, including documentation of project expenses, deliverables, and compliance requirements.
Basic field equipment and safety knowledge (PPE standards, site safety protocols), and the ability to document safety incidents and corrective actions.
Experience using scheduling and route optimization software, or the willingness to learn common municipal routing tools.
Ability to create public-facing communication materials and maintain program web pages or social media channels.

Soft Skills

Strong verbal and written communication skills for clear public outreach, interagency coordination, and internal reporting.
Exceptional customer service and conflict resolution skills when handling resident and business inquiries or complaints.
Detail-oriented with excellent organizational skills for tracking permits, manifests, invoices, and inspection records accurately.
Analytical mindset to interpret operational data, identify trends, and propose actionable program improvements.
Ability to prioritize competing tasks, manage time effectively, and meet deadlines in a busy municipal or service environment.
Team player who collaborates across departments and with external contractors while maintaining accountability for assigned tasks.
Comfortable working in both office and field environments; adaptable to changing schedules and occasional physical work during events.
Proactive problem-solver with the ability to escalate complex issues appropriately and follow through to resolution.
Professional public presence for representing the program at community meetings, outreach events, and intergovernmental sessions.
Commitment to continuous learning and staying current with industry best practices and regulatory changes.

Education & Experience

Educational Background

Minimum Education:

High school diploma or GED; equivalent combination of education and relevant work experience accepted.

Preferred Education:

Associate degree or Bachelor's degree in Environmental Science, Public Administration, Sustainability, Civil Engineering, or related field.

Relevant Fields of Study:

Environmental Science / Studies
Public Administration or Public Policy
Sustainability / Resource Management
Civil or Environmental Engineering
Chemistry or Hazardous Materials Management

Experience Requirements

Typical Experience Range: 1–3 years of administrative, field, or program support experience in waste management, public works, environmental services, or a related field.

Preferred: 2–5 years of direct experience supporting solid waste, recycling, organics, or hazardous waste programs; experience with municipal operations, vendor contracts, or grant-supported environmental programs is highly desirable.

Certifications (preferred or a plus): HAZWOPER awareness or training, Certified Recycling Professional (or equivalent), driver’s license for field site visits, and any local or state-specific waste handling certifications.