Administrative Assistant

Administrative Support For Landfill Facilities

The purpose of this position is to perform a wide variety of administrative, clerical, and technical support functions for the County's two landfill facilities. This position is responsible for coordinating administrative operations, maintaining regulatory records, preparing reports, verifying payroll information, tracking landfill tonnage and operational data, and providing administrative support to landfill management.

Supervisory responsibilities: This position does not supervise other employees.

Essential duties and responsibilities - % of time spent:

• Maintain landfill operational records to ensure compliance with all federal, state, and local regulations. - 30%
• Verify employee timecards, payroll information, overtime, leave balances, and other payroll-related documentation prior to submission. Track and reconcile daily landfill tonnage reports, scale tickets, customer receipts, and disposal records. Maintain electronic and paper filing systems for permits, inspections, environmental records, contracts, invoices, and operational documents. Assist with budget tracking, purchase requisitions, purchase orders, invoices, and vendor payments. - 30%
• Generate reports using landfill management software, spreadsheets, databases, and county financial systems. Respond to inquiries from employees, contractors, vendors, regulatory agencies, and the public. - 20%
• Prepare, compile, and submit required reports to the Arizona Department of Environmental Quality (ADEQ) and other regulatory agencies. Coordinate correspondence, schedules, meetings, and calendars for landfill management. Assist with document preparation for Board presentations, capital improvement projects, and operational reports. - 20%
• Monitor permit renewals, inspection schedules, training records, and compliance deadlines. - 10%
• Maintain confidential personnel and payroll records. - 10%
• Assist with record retention and document management in accordance with county policies. - 10%
• Performs other duties as assigned.

Budget responsibilities: This position has no responsibility over any types of budget.

Project responsibilities: This position does not have project responsibilities.

Oral communication duties: This position explains County procedures or processes and participates in and conducts meetings.

Written communication duties: This position creates or edits documents, internal memos, emails and ordinances for public release. Work related messages by phone and e-mail.

Interactions with the general public: Interacts extensively with employees, customers, the general public, vendors, regulatory bodies, and other groups and/or individuals and Institutions over the telephone, by email, and/or in person.

Interactions specifically with customers: Frequently (More than 25% but less than 40% in a year).

Minimum education required: High School Diploma or GED.

Minimum years of directly related experience required: Four (4) years directly related experience; or equivalent combination of education, training and experience.

Professional credentials required: Must possess and maintain a valid Driver's License if position duties require.