Professional Assistant-Environmental Compliance

City of Oceanside, CA; Oceanside (CA); On-site; USD 28,000 - 44,000; Part time

Job summary

The City of Oceanside is seeking a detail-oriented Professional Assistant to support the Environmental Compliance team within the Water Utilities department. This part-time, hourly position provides administrative and technical support, maintains records, coordinates with businesses and agencies, and assists in preparing regulatory documentation.

Hours are flexible between 20 and 40 per week, and the role involves data management, scheduling inspections, and assisting with routine reports while

Qualifications

• Two years of public sector experience; 1-2 years of environmental or laboratory experience highly desirable.
• Experience using multi-line phone systems; strong customer service experience (1 year) is expected.

Responsibilities

• Maintain and organize electronic and paper records, including permits, inspection reports, sampling results, and compliance tracking logs.
• Enter, review, and summarize data related to wastewater discharges, inspections, sampling, monitoring, and program performance.
• Assist with preparation of routine reports, spreadsheets, SOPs, and other regulatory documents.
• Coordinate inspection and sampling schedules; prepare field forms and materials; track follow‑ups and deadlines.
• Respond to routine inquiries from businesses and the public; document communications and route technical questions to staff.
• Support pretreatment and FOG program activities, including maintaining inventories and organizing outreach materials.

Skills

Detail-oriented

Organized

Customer service

Written communication

Data management

Spreadsheet skills

Independent work

Team collaboration

Education

Bachelors in public administration or related field

Degree in environmental science / engineering / biology / chemistry / public health desirable

Tools

Multi-line phone systems

Job description

The City of Oceanside is accepting applications for the position of Professional Assistant to support the Compliance group within the Water Utilities department. The Environmental Compliance team works with internal City groups, industrial and commercial businesses, and regulatory agencies to provide regulatory compliance for the Water Utilities Department and prevent pollutants from entering the sanitary sewer system and ensure all wastewater and drinking water regulations are met.

The team also administers the City’s industrial pretreatment and related water, wastewater and air quality compliance activities, including business outreach, records and permit support, inspection coordination, report writing, monitoring and sampling support, laboratory and chemical data review, fats, oils, and grease (FOG) program activities, and follow-up for potential noncompliance or system upsets.

About the position

The City is seeking a detail-oriented Professional Assistant to provide administrative, technical, and program support to the Environmental Compliance team. This position helps maintain accurate compliance records, coordinate communications with internal, industrial and commercial customers, organize inspections and sampling activities, and support timely preparation of reports and regulatory documentation. This part-time position may be flexible between 20 to 40 hours per week.

This position is a temporary, hourly, extra-help position which does not include leave or medical benefits and will not exceed 999 hours in a fiscal year.

Who We Are Looking For

The ideal candidate is organized, dependable, customer-service oriented, able to work independently, comfortable working with technical information and multiple deadlines. Experience and or coursework in environmental compliance, wastewater or water utilities, industrial or commercial business support, regulatory recordkeeping, laboratory analysis, chemistry, biology, engineering, data management, or public-sector administration is desirable.

Candidates should communicate clearly in writing and in person, maintain accurate records, use spreadsheets and databases effectively, and work collaboratively with staff, businesses, and regulatory partners. A related degree, coursework, training, or equivalent practical experience may be helpful.

Examples of duties performed by employees in this class may not include all required duties, nor are all listed tasks necessarily performed by everyone in this class.

Duties may include, but are not limited to:

• Maintaining and organizing electronic and paper records, including industrial user files, permits, inspection reports, sampling results, correspondence, and compliance tracking logs.
• Entering, reviewing, compiling, and summarizing data related to wastewater discharges, industrial inspections, sampling, monitoring, and program performance.
• Assisting with preparation of routine reports, spreadsheets, standard operating procedures, and other regulatory or program documents.
• Coordinating inspection and sampling schedules; preparing field forms and materials; tracking follow-up items and deadlines; and communicating schedule changes to staff and customers.
• Responding to routine inquiries from businesses and the public, providing clear information, routing technical questions to appropriate staff, and documenting communications.
• Supporting industrial pretreatment and FOG program activities, including maintaining business inventories, tracking permits and required submittals, and organizing outreach and educational materials.
• Coordinating with other Water Utilities divisions and City departments to obtain information, resolve administrative issues, and support program needs.
• Occasionally assisting with field activities, site visits, or sample collection as assigned and in accordance with training, safety procedures, and staff direction.

Analyzes and defines objectives and strategies that are department specific; investigates and conducts research; prepares recommendations and proposes responses; advises supervisors on administrative matters within the City; plans and schedules meetings and conferences; prepares agendas and related documentation; coordinates work with divisions, agencies, City staff, and the public; prepares materials for meetings; answering phone calls from internal and external customers; schedules inspections; assists in fulfilling Public Records Requests and performs other related duties as assigned.

Knowledge of:

• Principles and practices of public administration.
• Supervisory principles and practices.
• Public relations principles and practices.

Ability to:

• Establish and maintain effective working relationships with other employees, City officials, outside agencies, and the general public.
• Communicate effectively both verbally and in writing.
• Perform research queries
• Perform data collection and analysis

Experience and Training:

• Two years of public sector experience; 1-2 years of environmental or laboratory experience is highly desirable.
• Experience using multi-line phone systems
• One year customer service experience

Training:

A bachelor's degree or higher in public administration, business administration, or a closely related field. An associate or bachelor’s degree in environmental science, engineering, biology chemistry, public administration, or public health is desirable.

A current, valid, California driver's license.

WORKING CONDITIONS

Environmental Conditions:

Office environment; exposure to computer screens. Hours will vary depending on assignment.

Physical Conditions:

Essential functions may require maintaining physical condition necessary for sitting and standing for prolonged periods of time; speaking and hearing to exchange information; visual acuity to read and interpret information.

Note: Prospective employees will undergo, and must successfully pass, a background reference check (including fingerprinting) and a medical examination which may include drug screening.