Key Responsibilities and Required Skills for Waste Management Program Specialist

🎯 Role Definition

The Waste Management Program Specialist designs, implements, and manages municipal, county, or corporate waste reduction and materials management programs. This role ensures compliance with federal, state and local regulations (e.g., RCRA), advances waste diversion and recycling targets, oversees permitting and contractor work, secures and administers grants, collects and analyzes program data, and leads community and business outreach to improve sustainable materials management and reduce landfill dependency.

📈 Career Progression

Typical Career Path

Entry Point From:

Environmental Technician or Recycling Coordinator
Solid Waste Inspector or Environmental Compliance Assistant
Grants or Program Coordinator in sustainability or public works

Advancement To:

Senior Waste Management Program Specialist / Manager
Solid Waste or Materials Management Program Manager
Director of Environmental Services / Sustainability Director

Lateral Moves:

Environmental Compliance Officer
Recycling and Outreach Program Manager
Sustainability Analyst

Core Responsibilities

Primary Functions

Develop, implement, and manage comprehensive waste management programs including curbside recycling, organics/composting, commercial recycling, household hazardous waste collection, and special waste diversion initiatives; define program goals, success metrics, timelines, and budgets to meet local waste reduction targets.
Ensure program compliance with federal, state, and local environmental laws and regulations (for example RCRA, state hazardous waste rules, and local ordinances); prepare required regulatory reports and maintain up-to-date permit documentation.
Plan and coordinate inspections and compliance audits of waste facilities, transfer stations, recycling centers, and contractor operations; document findings, issue noncompliance notices, and follow up to ensure corrective actions are implemented.
Oversee contract procurement, oversight, and performance management for waste haulers, recycling processors, composting facilities, and consulting services; write scopes of work, evaluate bids, manage vendor relationships, and enforce contract deliverables.
Lead grant writing, grant administration, and funding acquisition efforts for waste diversion projects; prepare grant applications, manage awarded funds, submit compliance reports, and track outcomes to align with funding requirements.
Design and implement waste characterization studies and diversion analyses to quantify material streams, identify recovery opportunities, and prioritize investments; analyze sample results and recommend process improvements.
Collect, analyze, and report program data using Excel, GIS, SQL, or other data tools to produce monthly/quarterly/annual metrics on diversion rates, tonnages, participation, contamination, cost per ton, and greenhouse gas reductions.
Prepare clear, technically accurate program documents such as policy recommendations, staff reports, environmental impact assessments, permit applications, and board/council presentations; tailor messaging for technical and non-technical audiences.
Develop and lead public education and outreach campaigns including presentations, social media content, workshops, and targeted business assistance to improve participation in recycling and organics programs and to reduce contamination.
Provide training, technical assistance, and compliance guidance to municipal staff, businesses, haulers, and community partners on proper materials handling, source separation, hazardous waste disposal, and recycling requirements.
Manage multi-stakeholder working groups and community advisory committees, facilitating meetings, building consensus, tracking action items, and integrating stakeholder feedback into program planning and policy.
Create and implement contamination reduction strategies for recycling and organics streams, including quality control protocols, dual-stream/single-stream evaluations, labeling improvements, and enforcement actions when necessary.
Monitor industry trends, new technologies, and market conditions for recyclable commodities and organics processing; evaluate feasibility and risks of new processing options, end-markets, and equipment investments.
Coordinate response planning and operational procedures for waste-related emergency incidents, spills, and hazardous material events; work with emergency responders and regulatory agencies to ensure safe handling and disposal.
Prepare and manage program budgets, forecasting expenses and revenue streams, tracking expenditures, and recommending budget adjustments or cost-saving measures to executives and funding bodies.
Lead feasibility studies and pilot programs (e.g., curbside organics pilots, pay-as-you-throw, single-use plastics reduction) from conceptualization through evaluation, including designing metrics, sampling plans, and recommendations for scaling.
Maintain and update municipal or corporate waste management policies, ordinances, and procurement standards to reflect best practices in sustainable materials management and to advance goals like zero waste or circular economy initiatives.
Provide technical review and oversight of permits, engineering plans, and facility modifications for transfer stations, landfills, composting sites, and processing facilities to ensure compliance and operational efficiency.
Develop and administer enforcement actions for non-compliant businesses or contractors, including notice-to-comply processes, civil penalties, and legal referrals, while ensuring due process and consistent application of regulations.
Collaborate with procurement and legal teams to incorporate environmental and circular-economy requirements into purchasing and contracting, including specifications for recycled content, compostable packaging, and service-level agreements that support diversion goals.
Maintain robust documentation systems for program records, inspection reports, training logs, and data audits; ensure information is accessible for regulatory inspections, audits, and public transparency.
Serve as subject matter expert for internal leadership, elected officials, and the public on waste diversion strategies, landfill lifespan projections, and the fiscal and environmental impacts of program choices.
Support capital project planning and implementation for infrastructure upgrades (e.g., transfer station improvements, scale house systems, contamination sorting lines), coordinating with engineers, contractors, and permitting authorities.
Track and report greenhouse gas emissions reductions associated with diversion programs, using accepted methodologies and tools, and tie program outcomes to broader sustainability and climate action plans.

Secondary Functions

Support ad-hoc data requests and exploratory data analysis to answer stakeholder questions and support grant reporting.
Contribute to the organization’s strategic materials management roadmap and continuous improvement initiatives.
Collaborate with public works, planning, sustainability, and finance teams to integrate waste management objectives with broader municipal goals.
Participate in procurement reviews, RFP evaluations, and contract negotiations related to waste services and infrastructure.
Provide backup oversight for related environmental programs, such as spill response or stormwater coordination, as needed.
Represent the organization at regional consortiums, professional associations, and inter-jurisdictional planning efforts.

Required Skills & Competencies

Hard Skills (Technical)

In-depth knowledge of federal, state, and local solid and hazardous waste regulations (e.g., RCRA, state hazardous waste codes, local ordinances) and permit processes.
Program development and project management skills including scoping, budgeting, scheduling, milestone tracking, and performance evaluation; familiarity with Agile or traditional PM frameworks.
Experience with grants lifecycle management: proposal writing, budget justification, compliance reporting, and audit readiness.
Data analysis and reporting proficiency: Microsoft Excel (pivot tables, advanced formulas), Power BI/Tableau, SQL, and statistical interpretation of waste characterization data.
Geographic Information Systems (ArcGIS or QGIS) for mapping routes, facilities, and service areas and for spatial analysis of service coverage and participation.
Knowledge of recycling markets, commodity pricing, processors, and end-market development for paper, cardboard, plastics, glass, metals, organics and residuals.
Experience conducting facility inspections, environmental compliance audits, and preparing formal inspection reports and enforcement documentation.
Contract administration and procurement experience: preparing scopes of work, RFPs, evaluating bids, and managing vendor performance and compliance.
Understanding of hazardous materials handling, household hazardous waste (HHW) management, and related safety protocols (PPE, HAZWOPER awareness).
Familiarity with waste characterization methodologies, sampling protocols, contamination assessment, and diversion rate calculations.
Technical writing capability for policy development, regulatory submissions, board memos, and grant narratives.
Budgeting and financial analysis skills, including cost-per-ton modeling, fee structure development, and lifecycle cost assessments.
Experience with public outreach tools and digital communications platforms for behavior-change campaigns (social media, email, community events).

Soft Skills

Excellent written and verbal communication with the ability to translate technical concepts for policymakers and the general public.
Strong stakeholder management and facilitation skills; proven ability to build consensus across agencies, contractors, and community groups.
Problem-solving and critical thinking with a data-driven approach to program decisions.
Attention to detail and high standards for documentation, compliance, and quality assurance.
Time management and multitasking capability to balance inspections, outreach, reporting, and project deliverables.
Negotiation and conflict resolution skills for vendor management and enforcement situations.
Public speaking and training delivery experience to lead workshops, town halls, and staff trainings.
Adaptability and resilience in responding to shifting market conditions, regulatory updates, and operational incidents.
Team orientation with the ability to work cross-functionally across public works, planning, legal, and finance departments.
Commitment to environmental justice, equity in service provision, and inclusive outreach practices.

Education & Experience

Educational Background

Minimum Education:

Bachelor’s degree in Environmental Science, Environmental Engineering, Public Administration, Sustainability, Urban Planning, or a related field.

Preferred Education:

Master’s degree in Environmental Management, Public Policy, Environmental Engineering, or Sustainability Management.
Certifications such as Certified Solid Waste Manager (CSWM), Project Management Professional (PMP), or ACLCA/SWANA certifications are a plus.

Relevant Fields of Study:

Environmental Science / Environmental Studies
Civil or Environmental Engineering
Public Administration / Public Policy
Sustainability / Natural Resource Management
Urban Planning / Geography
Environmental Health or Industrial Hygiene

Experience Requirements

Typical Experience Range:

3–7 years of progressively responsible experience in waste management, solid/hazardous waste programs, recycling operations, or environmental compliance.

Preferred:

5+ years of direct program management experience in municipal or regional waste management, including demonstrated success leading diversion initiatives, managing grants and contracts, and achieving measurable waste reduction outcomes.
Experience working with elected officials, community stakeholders, and cross-departmental teams in a public sector environment.