Administrative Assistant

About the role

Provides administrative and coordination support across environmental compliance and planning programs, including NEPA, wastewater/NPDES, hazardous waste/RCRA, pollution prevention (P2), hazardous building materials (asbestos, PCB, lead), radon, wetlands, biological permitting, and cultural resources.

Responsibilities

• Maintain accurate records, support controlled document distribution, coordinate meetings and field logistics, and keep program data organized to meet Government timelines and audit readiness.
• Provide day-to-day administrative support to Environmental Program Managers and technical staff across multiple environmental media and compliance areas.
• Manage document control for draft/final deliverables, including version tracking, naming conventions, routing for internal review, and controlled distribution per Government direction (no posting/distribution without prior consent).
• Prepare, format, and quality-check routine correspondence, reports, plans, meeting materials, and deliverable packages (spelling, layout, table of contents, figure lists, pagination, and attachments).
• Coverage of NEPA public involvement logistics as directed, including coordinating public meeting details and tracking distribution requirements (e.g., local libraries/newspapers/media coordination after Government approval).
• Upload approved documents to the Government-designated intranet location as directed and maintain internal trackers of posting status and distribution lists.
• Maintain program files and repositories (electronic and hard copy), including permits, inspection records, sampling documentation, chain-of-custody forms, lab reports, photos, stakeholder coordination records, and operating record support files.
• Track recurring compliance deadlines and deliverables (e.g., inspection schedules, sampling events, quarterly/annual reports, permit actions, training dates) and provide reminders to program leads.
• Enter data and maintain trackers for program metrics and compliance reporting, including support for web-based reporting portals as assigned (e.g., NetDMR data entry support under direction/review of technical staff).
• Support purchasing and logistics coordination, including requesting office supplies, coordinating shipping/courier needs for document distribution, and tracking receipt of lab reports and other incoming records.
• Support training administration, including maintaining training rosters, tracking completion, scheduling sessions, and filing certificates/sign-in sheets.
• Support audit readiness by maintaining inspection/audit binders and responding to requests for historical records, sampling results, and documentation packages.

Qualifications

• High school diploma or GED required, Associate degree preferred.
• 2+ years of administrative experience supporting technical, environmental, engineering, or compliance teams.
• Strong proficiency with common office software (word processing, spreadsheets, calendars, and PDF tools), including formatting and document packaging.
• Strong attention to detail and ability to manage multiple deadlines with minimal rework.
• Ability to handle sensitive information and follow Government document control and distribution requirements.
• Strong written and verbal communication skills.
• Experience supporting Government environmental programs or regulatory documentation (NEPA, permitting, compliance reporting, or audits).
• Experience maintaining controlled document repositories and version control practices.
• Familiarity with environmental program terminology and recurring compliance deliverables (sampling events, inspection reports, permits, and training records).
• Experience supporting web portals and databases used for compliance reporting and program tracking (e.g., NetDMR or similar systems).

Skills

• Strong proficiency with common office software (word processing, spreadsheets, calendars, and PDF tools), including formatting and document packaging.
• Strong attention to detail and ability to manage multiple deadlines with minimal rework.
• Ability to handle sensitive information and follow Government document control and distribution requirements.
• Strong written and verbal communication skills.
• Experience supporting Government environmental programs or regulatory documentation (NEPA, permitting, compliance reporting, or audits).
• Experience maintaining controlled document repositories and version control practices.
• Familiarity with environmental program terminology and recurring compliance deliverables (sampling events, inspection reports, permits, and training records).
• Experience supporting web portals and databases used for compliance reporting and program tracking (e.g., NetDMR or similar systems).

Benefits

Compensation & Benefits
Estimated Starting Salary Range for Administrative Assistant: Pay: Pay commensurate with experience.
Full time benefits include Medical, Dental, Vision, 401K, and other possible benefits as provided. Benefits are subject to change with or without notice.