Program Assistant - Solid Waste And Recycling, Public Works

Job Summary

The Program Assistant for Solid Waste and Recycling in Clark County Public Works supports the effective operation of county solid waste and recycling programs by providing administrative, financial, and program coordination services and reports to the Division Manager. The purpose of this role is to ensure that program activities run efficiently, remain compliant with County policies and procedures, and are accurately tracked and documented.

This position plans, coordinates, and administers programmatic and administrative functions in support of Solid Waste & Recycling operations, education, planning, and regional coordination efforts. Assigned responsibilities involve substantial administrative and technical components and require independent judgment, attention to detail, and coordination across multiple internal and external stakeholders.

Work includes processing and routing invoices and item requests for approval; coordinating communication between project managers, program managers, finance staff, vendors, and internal departments; maintaining tracking systems; supporting contracts and program reporting; responding to internal and public inquiries; and assisting with process improvements that enhance workflow efficiency and accountability.

This position is represented by Local 307CO - Washington State Council of County and City Employees.

Qualifications

Education and Experience:

Program Assistant positions typically require a job-related degree or three to five years of experience related to the specialized area. Depending on area of assignment, a degree may substitute for some or all of the required experience.

Knowledge of:

• Public sector administrative and financial processes
• Data tracking, reporting, and recordkeeping practices
• Contract and grant support functions
• County policies, procedures, and applicable regulations
• Applicable computer applications and workflow tools

Ability to:

• Work independently with minimal supervision
• Manage multiple priorities and deadlines
• Maintain accuracy and attention to detail
• Communicate clearly and professionally, orally and in writing
• Establish and maintain effective working relationships

Selection Process:

Resume and other documents must be attached together in the 'Resume Upload' section of the application. Multiple files are allowed, but all applicant attachments must be uploaded simultaneously, as there is no way to edit or append uploaded materials after submitting the application.

Application Review (Pass/ Fail) - An online application is required. Attaching a resume does not substitute for a completed application; incomplete applications will not pass the application review. Candidates deemed most qualified will be invited to participate in the remainder of the selection process.

Practical Exam (Pass/Fail) - This recruitment may require a practical exam which will be job related and may include, but not limited to, the qualifications outlined in the job announcement. Candidates deemed most qualified will be invited to participate in the remainder of the selection process.

Oral Interview - The interview will be job related and may include, not limited to, the qualifications outlined in the job announcement. Top candidate(s) will continue in the process.

Employment references will be conducted for the final candidates and may include verification of education.

It is general policy of the County that new employees should be hired at the lower steps of the applicable range and advance through the range at the normal progression.

First review of candidates will be February 25th. This recruitment may close at any time on or after the first review date with no additional notice.

Examples of Duties

Duties may include but are not limited to the following:

Program & Administrative Coordination

• Plans, organizes, and administers assigned administrative and programmatic functions supporting Solid Waste & Recycling operations and initiatives
• Supports scheduling efforts; assists with preparation and distribution of agendas and meeting materials; coordinates meeting logistics and virtual access; tracks attendance; takes and organizes meeting notes; and assists with follow-up communications as directed.

Financial, Invoice & Resource Tracking Support

• Processes, routes, and tracks invoices, payment requests, and purchasing items for approval; ensures correct coding and timely processing.
• Monitors payment status and responds to questions from staff, managers, and vendors regarding invoices and reimbursements.
• Supports financial workflows by maintaining tracking systems and reports related to expenditures, contracts, and program resources.

Data Tracking, Reporting & Documentation

• Maintains SmartSheets, Excel spreadsheets, dashboards, logs, and tracking systems for program activities, deliverables, schedules, and compliance requirements.
• Researches, compiles, and analyzes program data; prepares routine and ad-hoc reports on workload, deadlines, and program performance.
• Ensures accurate recordkeeping and documentation in accordance with County policies and retention requirements.

Contract, Grant & Program Reporting Support

• Assists with administrative aspects of contract and grant support, including tracking deliverables, deadlines, amendments, and reporting requirements.
• Coordinates documentation and reporting schedules with program managers, finance staff, and external partners.

Meeting & Governance Support (Division-Specific Essential Functions)

Solid Waste Advisory Commission (SWAC) - Quarterly Meetings

• Manages administrative coordination and logistical setup for SWAC quarterly board meetings.
• Supports scheduling, agenda preparation and distribution, coordination of meeting locations and virtual access, preparation and organization of meeting materials, tracking attendance, documenting meeting outcomes, and supporting follow-up actions to ensure effective communication and compliance with board requirements.

Regional Solid Waste Systems Steering Committee (RSWSSC) - Quarterly Meetings

• Provides clerical and administrative assistance for RSWSSC quarterly meetings.
• Supports scheduling efforts; assists with preparation and distribution of agendas and meeting materials; coordinates meeting logistics and virtual access; tracks attendance; takes and organizes meeting notes; and assists with follow-up communications as directed.

Coordination & Communication

• Serves as a point of contact for administrative and program-related inquiries from staff, vendors, partner agencies, and the public.
• Coordinates communication between project managers, program managers, finance staff, vendors, and internal departments to support smooth workflow and timely issue resolution.

Process Improvement & Workflow Support

• Independently manages and coordinates established administrative and financial processes within the Solid Waste & Recycling program area.
• Identifies opportunities for improved efficiency, organization, and accountability; assists with implementing process improvements as directed.
• Supports managers by tracking assignments, monitoring workflow, and flagging issues requiring attention or escalation.

Additional Responsibilities

• Exercises judgment and discretion in day-to-day work; seeks guidance on non-routine or complex matters as appropriate.
• Performs related duties as assigned.

Salary Grade

Local 307.7

Salary Range

$28.12 - $37.96- per hour

Close Date

Open Until Filled

Recruiter

Rori Jones

Email:

Rori.Jones@clark.wa.gov

Equal Opportunity Employer

Clark County is an equal opportunity employer committed to providing equal opportunity in employment, access, and delivery of all county services. Clark County's Equal Employment Opportunity Plan is available at http://www.clark.wa.gov/human-resources/documents.

Employee Benefits and additional compensation

Clark County provides regular full-time and part-time employees with a comprehensive benefits package which includes medical, vision and dental insurance, paid leave, flexible spending accounts, life insurance and long-term disability, retirement, and deferred compensation. Some types of employees in some positions and bargaining units might have different benefits and additional compensation. More specific benefit information for the different bargaining units can be found at https://clark.wa.gov/human-resources/employee-benefits. Also please refer to the specific bargaining unit contract for additional compensation at https://clark.wa.gov/human-resources/documents.

Retirement Information

All Clark County employees must participate in a WASHINGTON STATE RETIREMENT SYSTEM PLAN (PERS, PSERS or LEOFF).Employee contributions begin the first day of work. Current contribution rates vary by plan but could range from 5% to 15% of gross pay, depending on the plan choice.

For additional information, check out the Department of Retirement Systems' web site here: http://www.drs.wa.gov/

If you are in need of ADA/Section 504 assistance for accommodations, please contact Human Resources at (564) 397-2456; Relay (800) 833-6388.