Environmental Assistant

Spotsylvania County, VA; Virginia (MN); On-site; USD 42,000 - 64,000; Full time

Job summary

Spotsylvania County, VA seeks an experienced Administrative Technician for the Environmental Division to ensure compliance with codes and manage office operations. The role handles cross-department communications, tracks workflows, and supports staff with routine tasks, including screening communications and preparing correspondence.

You will assist with drainage and erosion-related filings, manage bond processes, maintain records, and compile monthly reports.

Qualifications

• Associate’s Degree with coursework in Business Administration/Office Management and 3 years of related experience or training.
• Knowledge of erosion/sediment controls, bonding, and permit processing is preferred.
• Ability to manage records, operate standard office software, and perform basic bookkeeping.

Responsibilities

• Ensures compliance with codes, laws, regulations, standards, policies and procedures; initiates corrective actions.
• Performs office management; tracks assignments, workflow status, and coordinates communications.
• Provides administrative support; screens communications and drafts correspondence.
• Performs customer service in person, by phone, email or mail; directs inquiries to appropriate agencies.
• Assists with drainage-related inquiries; prepares and maintains bond and permit records.
• Manages erosion/sediment bonds and coordinates with finance and legal departments.
• Maintains computerized records of bonds, permits, fees, and related documentation.
• Prepares monthly SWM and related reports; coordinates with Treasurer’s office.
• Processes invoices and maintains financial records; supports field inspections as needed.
• Conducts field inspections and researches real estate records as required.

Skills

Office management

Customer service

Basic bookkeeping

Communication

Education

Associate's Degree in Business Administration/Office Management

Job description

• Ensures compliance with all applicable codes, laws, regulations, standards, policies and procedures; initiates any actions necessary to correct deviations.
• Performs office management functions and coordinates department activities: tracks job assignments, monitors status of workflow, and troubleshoots problem situations; works to independently resolve problems and initiates appropriate action/response; coordinates communications and dissemination of information between department personnel, outside agencies, or the public; monitors status of state certifications of department personnel; processes a variety of documentation associated with department operations, within designated timeframes and per established procedures.
• Provides administrative support to department staff: relieves management staff of routine administrative tasks; screens telephone calls, mail, e-mail, and other communications and initiates appropriate action/response; composes, types, edits, or proofreads correspondence.
• Performs customer service functions in person, by telephone, by e-mail, or by mail: provides information/assistance regarding department services, activities, procedures, timeframes, documentation, fees, or other issues; refers callers/customers to departments or state/federal agencies as appropriate.
• Provides technical assistance to answer questions relating to drainage complaints, RPA determinations, wetlands disturbance, and BMP maintenance; responds to questions or complaints, researches problems/complaints, and initiates problem resolution.
• Manages and coordinates the erosion/sediment bonding process: manages the intake, approval, maintenance, renewal, amendment, coordination, utilization, and release of bonds for commercial, subdivision, and residential land disturbance activities.
• Maintains computerized records of bond information, cash bonds and refunds, re-inspection fees and payments, approvals, permit information, and comments relating to erosion/sediment, utilities, Fire Marshal, and zoning for development; monitors status of bonds; maintains lists of outstanding bonds; assembles permit packages.
• Process monthly erosion release letters for insurance surety bonds and letters of credit for passed bond release inspections. Note if there are any outstanding fees due for the site and note before bond is released.
• Process requests for legal opinions for the Environmental Division regarding letters of credit, surety bonds after receiving notice of cancellation or other bonding issues.
• Coordinates with the state office of the Department of Environmental Quality to maintain records and invoicing for the state portion of E&S fees.
• Create Environmental Code Quarterly report documenting the total number of each type of Erosion inspection, code investigation, Notice of Violations sent, Erosion bonds new, Erosion bonds released, and other activities as needed.
• Prepares monthly report of State Stormwater Management (SWM) fees and coordinates with Treasurer’s office. Updates the State SWM log with new fees.
• Processes State invoices for the State’s portion of SWM plan review fees. Enters this information into the States SWM log and enters any SWM refunds into the State SWM log.
• Manage and maintain the Septic Pump Out program. Updates the Carmody Septic System data base with received Septic Tank Pump-Out receipts and updates any change in address information. Prepares and processes bulk mailings for properties needing septic pump-out as per State law requirements. Run monthly reports of building permits.
• Performs technical research: conducts research/cross-referencing through real estate records to determine ownership, permit status, bond status, and inspection status of properties; researches laws/regulations and license information from state/federal web sites; conducts research of department files, legal records, database records, hardcopy materials, Internet sites, or other sources as needed.
• Coordinates bond utilization with County Finance Department and County Attorney’s Office through correspondence with financial institutions and insurance companies.
• Schedules, researches, tracks, and reports results of erosion/sediment inspections.
• Coordinates invoicing of re-inspection fees: monitors status of payments; maintains financial records.
• Processes invoices for payment: receives invoices from construction firms or other service providers; reviews invoices for accuracy, assigns proper budgetary codes, and forwards for payment.
• Composes types, prepares, or completes various forms, reports, correspondence, bond expiration queries, inspection queries, bill queries, bond queries, bond release letters, septic pump out and other documents.
• Receives various forms, reports, correspondence, letters of credit and insurance bonds, inspection reports, development plans, construction plans, invoices, maps, ordinances, regulations, policies, procedures, manuals, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.
• Operates a motor vehicle, personal computer, general office equipment, or other equipment as necessary to complete essential functions, to include the use of word processing, database, spreadsheet, presentation, bookkeeping, email, Internet, or other computer programs; provides technical assistance to department personnel in operation of department software and creation of documents; performs basic maintenance of computer system and office equipment, such as backing up data or replacing paper, ink, or toner.
• Maintains file system of various files/records for the department.
• Communicates with supervisor, employees, other departments, county officials, contractors, developers, engineers, surveyors, financial institutions, insurance companies, state/federal agencies, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
• Maintains a comprehensive, current knowledge of applicable laws/regulations; reads professional literature; maintains professional affiliations; attends workshops and training sessions as appropriate.
• Conducts field inspections as needed.
• Performs general/clerical tasks, which may include making copies, sending/receiving faxes, filing documentation, or processing incoming/outgoing mail.
• Provides assistance or backup coverage to other employees as needed.
• Performs other related duties as required.

Associate’s Degree with course work emphasis in Business Administration/Office Management; supplemented by three (3) years previous experience and/or training involving erosion and sediment enforcement, bond processing, real estate research/cross-referencing, office management, customer service and basic bookkeeping; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

Must possess and maintain a valid Virginia driver’s license.

Must possess or have the ability to obtain within one year of hire and maintain valid certifications from Virginia DEQ for Program Administrator in Erosion & Sediment Control and Stormwater Management.