Program Assistant - Public Works, Solid Waste and Recycling

Clark County, Washington•New York, NY

11d•$28 - $38•Onsite

About The Position

The Program Assistant for the Solid Waste & Recycling Division provides high-level administrative, operational, financial, and program coordination support to division leadership, program managers, and regional initiatives within Clark County Public Works. This position supports the effective operation of county solid waste and recycling programs by coordinating workflows, maintaining tracking systems, supporting financial and contract-related processes, organizing meetings and communications, and ensuring program activities are accurately tracked and documented. The role serves as a key coordination point between managers, project staff, finance staff, consultants, contractors, partner agencies, and the public. This is a highly independent position requiring strong initiative, sound judgment, critical thinking, and the ability to proactively identify issues, anticipate operational needs, and develop effective solutions within established procedures and policies. The incumbent is expected to independently manage competing priorities, exercise discretion, and maintain forward progress on assignments with minimal supervision in a fast-paced and evolving work environment. The work requires exceptional organizational skills, professionalism, attention to detail, adaptability, and the ability to manage multiple priorities simultaneously while maintaining accuracy and responsiveness. While the position supports environmental and public works programs, prior solid waste experience is not required. The position also requires strong interpersonal and customer service skills, including the ability to work collaboratively with diverse staff, partner agencies, contractors, and members of the public. The incumbent must maintain professionalism, responsiveness, and a solution-oriented approach while supporting a high-volume and team-oriented work environment. The position operates within a public sector environment requiring attention to transparency, documentation standards, records management practices, and compliance with public records retention and disclosure requirements. The incumbent is expected to maintain accurate records and handle information in accordance with County policies and applicable public sector regulations. The position also requires professionalism, discretion, and sound judgment when coordinating communications, handling sensitive information, and navigating organizational protocols, reporting structures, and public sector administrative processes.

Requirements

Associate’s degree or equivalent coursework in business administration, public administration, communications, or a related field and three (3) to five (5) years of progressively responsible administrative, executive support, operational coordination, or program support experience are required.
A Bachelor’s degree is desirable and may substitute for some experience.
Experience supporting leadership teams, coordinating complex schedules and workflows, managing sensitive information, and working in a fast-paced professional environment is highly desirable.
Public sector administrative experience is highly desirable, particularly experience supporting government operations, public meetings, records management, or regulatory programs.
Familiarity with public records requirements, records retention practices, and public agency administrative processes is preferred.
Experience in solid waste, recycling, environmental programs, or public works is desirable but not required.
Administrative and operational coordination practices
Financial tracking and invoice processing procedures
Business communication and professional office practices
Meeting coordination, scheduling, and records management
Spreadsheet, database, document management, and workflow tracking systems
Public sector administrative practices and professional standards
Public sector organizational structures, communication protocols, and professional administrative practices
Records management, documentation practices, and records retention principles within a public agency environment
Work independently with minimal supervision while managing multiple priorities and deadlines
Exercise initiative, sound judgment, critical thinking, and discretion in daily work activities
Anticipate operational needs, identify problems proactively, and develop effective solutions
Coordinate complex scheduling and logistics involving multiple stakeholders
Organize, track, and maintain detailed records and workflows with a high degree of accuracy
Communicate effectively orally and in writing
Establish and maintain effective working relationships with staff, contractors, consultants, partner agencies, and the public
Anticipate needs and proactively resolve administrative and operational issues
Operate effectively in a fast-paced, high-volume environment
Exercise professionalism, diplomacy, and good judgment in communications and coordination activities
Understand and appropriately navigate organizational hierarchy, reporting relationships, and communication expectations within a public sector environment
Work collaboratively and professionally with individuals at all organizational levels
Provide responsive, courteous, and solution-oriented customer service to internal and external stakeholders
Maintain composure, professionalism, and effectiveness in high-volume or occasionally stressful situations
Adapt to shifting priorities, interruptions, and evolving operational needs while maintaining organization and accountability
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.
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.
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.
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.
Evidence of a valid driver’s license
Criminal Background Check

Nice To Haves

A Bachelor’s degree is desirable and may substitute for some experience.
Experience supporting leadership teams, coordinating complex schedules and workflows, managing sensitive information, and working in a fast-paced professional environment is highly desirable.
Public sector administrative experience is highly desirable, particularly experience supporting government operations, public meetings, records management, or regulatory programs.
Familiarity with public records requirements, records retention practices, and public agency administrative processes is preferred.
Experience in solid waste, recycling, environmental programs, or public works is desirable but not required.

Responsibilities

Provides high-level administrative and operational support to division leadership, program managers, and cross-functional teams.
Independently manages assigned workflows, priorities, schedules, deadlines, and follow-up actions with minimal supervision.
Coordinates communication and information flow between managers, project staff, finance staff, vendors, consultants, partner agencies, and internal departments.
Anticipates administrative and operational support needs and proactively identifies solutions to improve efficiency, coordination, and workflow continuity.
Exercises initiative and critical thinking to resolve routine operational and administrative issues independently and escalate more complex matters appropriately.
Monitors ongoing assignments, identifies potential gaps or delays, and takes proactive steps to maintain progress and accountability.
Builds and maintains positive and collaborative working relationships across teams, departments, and external partner organizations.
Provides responsive and professional support to internal staff and external stakeholders while balancing competing operational priorities.
Processes, routes, tracks, and monitors invoices, payment requests, purchasing items, and related financial documentation.
Assists with financial tracking, invoice coding, budget monitoring support, reimbursement tracking, and approval workflows.
Supports contract and grant administration activities, including tracking deliverables, timelines, amendments, documentation, and reporting requirements.
Coordinates with County finance staff, vendors, consultants, and project managers to ensure timely and accurate processing of financial and contractual information.
Identifies discrepancies, missing information, workflow issues, or process gaps and works proactively with appropriate parties to resolve them.
Maintains spreadsheets, dashboards, logs, Smartsheets, and tracking systems related to program activities, contracts, schedules, deadlines, and operational workflows.
Researches, compiles, organizes, and prepares data and reports for managers and program staff.
Maintains records, files, and documentation in accordance with County policies, records retention requirements, and public disclosure practices.
Ensures accurate records and documentation are maintained in accordance with County policies and procedures.
Independently monitors tracking systems and follows up on outstanding items, deadlines, approvals, and deliverables.
Coordinates administrative and logistical support for SWAC quarterly board meetings with minimal supervision.
Supports scheduling, agenda preparation and distribution, meeting setup, preparation of meeting materials, attendance tracking, documentation of meeting outcomes, and follow-up coordination.
Anticipates meeting preparation needs, identifies scheduling or logistical conflicts, and proactively coordinates solutions.
Provides administrative and clerical support for RSWSSC quarterly meetings.
Assists with scheduling, preparation and distribution of agendas and materials, meeting logistics, note organization, attendance tracking, and follow-up communications.
Independently tracks meeting action items and supports timely follow-up coordination.
Coordinates internal and external meetings involving multiple stakeholders, departments, agencies, and consultants.
Supports preparation of agendas, presentations, reports, correspondence, and meeting materials.
Responds to internal and external inquiries with professionalism, tact, sound judgment, and responsiveness.
Serves as a point of contact for administrative and program-related questions from staff, vendors, partner agencies, and the public.
Maintains professional working relationships with leadership, regional partners, consultants, contractors, and County staff.
Exercises sound judgment regarding communication protocols, organizational reporting relationships, escalation pathways, and the appropriate coordination of information across departments and stakeholders.
Maintains awareness of County organizational structure and follows established communication practices when coordinating with leadership, staff, external partners, and the public.
Demonstrates discretion and professionalism when handling sensitive, confidential, or politically sensitive information.
Provides high-quality customer service through professional, timely, and solution-oriented communication and follow-through.
Works collaboratively with division staff and partner departments to support effective operations and maintain positive working relationships.
Demonstrates adaptability, professionalism, and emotional maturity when working through competing priorities, changing needs, or sensitive situations.
Supports the development and maintenance of consistent administrative procedures, tracking systems, templates, and documentation practices.
Identifies workflow inefficiencies and independently recommends or assists with implementing process improvements to support accountability, organization, and operational effectiveness.
Helps managers monitor assignments, deadlines, and workflow status across multiple projects and program areas.
Develops and maintains organized systems to support continuity, consistency, and operational efficiency within the division.
Exercises substantial discretion and independent judgment within established procedures and policies.
Handles sensitive or confidential information appropriately.
Performs related duties as assigned.