Administrative Assistant

Purpose of the Job

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.

This position does not supervise other employees.

• Maintain landfill operational records to ensure compliance with all federal, state, and local regulations.
• 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.

10%

This position has no responsibility over any types of budget.

This position does not have project responsibilities.

This position explains County procedures or processes and participates in and conducts meetings.

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

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.

Frequently (More than 25% but less than 40% in a year)

High School Diploma or GED.

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

Must possess and maintain a valid Driver’s License if position duties require.

• years directly related experience; or equivalent combination of education, training and experience.

Must possess and maintain a valid Driver’s License.

Clerical; customer and personal service;
English language and composition; mathematics; accounting; standard office software and spreadsheet applications.

Active learning; reading; communicating diplomatically; customer service; presentation (small to medium groups); time management; multi-tasking; typing and data entry.

Solve problems using deductive reasoning; categorize and group data; perform mathematical operations; focus; read and write at professional level.

• Occasionally stands to attend to customers.
• Constantly sits to complete reports, operate computers and complete a program.
• Constantly lifts under 10 lbs., regularly lifts up to 25 lbs.
• Constantly requires dexterity for keyboard operation, occasionally…