Dept Env. Quality Oregon Materials Management admin. specialist (Close Dec 11)

Administrative Specialist 2 (Administrative Specialist)

   Salary $2,897.00 - $4,174.00 Monthly

Location Portland, OR

Job Type Permanent

Department Environmental Quality - Environmental Solutions Division

Job Number DEQ17-0112

Closing 12/11/2017 11:59 PM Pacific


The Oregon Department of Environmental Quality currently has a unique opportunity in our Environmental Solutions  Division for an Administrative Specialist.

The Environmental Solutions Division is responsible for collecting environmental information, analyzing environmental information and developing sound and effective environmental strategies. The Division ensures that the technical and scientific expertise is available to inform and carry out these responsibilities. In partnership with others, the Division takes a comprehensive and holistic view of environmental impacts and seeks to create solutions that enable actions that can reduce those impacts.

The Materials Management section plans and carries out projects and programs to reduce impacts of materials and products throughout their full life cycle, from design and production through distribution, consumption and use and management as discards. The section establishes goals and measures; supports and performs research; develops and implements incentive, product stewardship, waste reduction, and waste management programs; provides education and information; and collaborates with diverse public and private partners.

The Materials Management Section of DEQ's Environmental Solutions Division is recruiting to fill one full time Administrative Specialist 2 position located in Portland, Oregon.  The successful applicant will assist in completing the annual material recovery survey and report; maintain the database and collect fees for permitted solid waste disposal facilities; conduct research and analysis and draft reports for materials management planning and program development; administer E-Cycles manufacturer registration and fee collection processes and assure manufacturers and retailers comply with E-Cycles program requirements.

We will use this recruitment to establish a qualified applicant list to fill the current vacancies, and may be use the list to fill future vacancies as they occur.

Duties & Responsibilities


Duties of the position include but are not limited to:

Material Recovery Survey (MRS) and Report

  • Prepares forms, instructions and mailing lists for annual MRS mailing to MRS-reporters.
  • Evaluates information reported for completeness and apparent accuracy.  Follows up with calls and emails to DEQ, local government, haulers and survey responders to obtain information needed.
  • Follows up with persons failing to submit MRS forms; interprets rules, determines compliance and drafts, finalizes and sends warning letters, pre-enforcement notices and referrals for formal enforcement actions.
  • Uses knowledge of facilities and industries to analyze information reported from multiple facilities handling similar materials to identify discrepancies in types and amounts of materials received, processed, and shipped among them. 

Research and Analysis

  • Researches, compiles, analyzes, evaluates, and interprets data and other information to support materials management program performance measures and other reports. 
  • Researches, compiles, analyzes, evaluates, and interprets data and other information to support waste composition and other studies, other materials management projects, and policy and program development and rulemaking for managers and staff.
  • Prepares guidance and rulemaking documents, public notices and EQC reports.
  • Prepares presentations, reports, and other information for project staff as needed.

Solid Waste Disposal Facility Permit Reporting and Fee Payment

  • Serves a program expert for questions concerning solid waste reporting forms and fees. 
  • Interprets and applies laws, rules, policies and procedures for solid waste facility permit and compliance reporting and fee collection and explains to DEQ staff, permittees and the public.
  • Ensures reporting and invoicing forms and information are accurate and timely.  Coordinates revisions to fee report forms; works with invoice staff on revisions on invoice forms for fee payers who are not self-reporters.
  • Maintains accurate Solid Waste Facilities Information Tracking (SWIFT) database for all permitted facilities. Coordinates user input for updates to SWIFT database.

E-Cycles Manufacturer and Retailer Registration and Compliance

  • Ensures registration data is current and accurate for registration and recycling fee invoicing; coordinates with the invoicing staff.
  • Monitors and assures registration and recycling fee payments are timely and accurate.
  • Contacts manufacturers regarding past due accounts and works with them to collect fee payments.  Pursues fee collection through collections services as needed. Coordinates with Central Services and ensures collection procedures are followed.  Reviews invoice cancellations and write-offs and recommends appropriate action to manager.
  • Provides reports and analysis of fee payment for annual reconciliation of recycling fee collections and state contractor recycling program costs.

E-Cycles Manufacturer & Retailer Compliance

  • Interprets and applies E-Cycles laws, rules, policies and procedures and explains them to DEQ staff, manufacturers, retailers and the public.  Serves as a program expert for E-Cycles manufacturer and retailer requirements.
  • Responds to manufacturer and retailer questions regarding requirements and compliance.
  • Identifies manufacturer and retailer compliance issues.
  • Initiates compliance follow-up with manufacturers and retailers where needed. Works with manufacturers and retailers verbally and in writing to explain requirements and obtain corrective action. Drafts warning letters and pre-enforcement notices; drafts referrals for formal enforcement action.

Education, Outreach & Stakeholder Involvement

  • Coordinates advisory workgroup meetings; provides technical support to project lead, manager, section staff and advisory workgroup; including webinar management; acts as contact for workgroup administrative matters; prepares meeting notes; and maintains mailing list.
  • Assists with Web site development and updates, including content.
  • Responds to questions from the public.

Working Conditions

Primarily in an office environment using computers. Involves occasional travel through state for meetings, trainings, site visits and infrequent night or weekend meetings. May encounter hostile members of the public, generally over the phone.


Qualifications, Required & Requested Skills



Two years of experience as an administrative specialist or executive support specialist which included administrative support for a project, program, or operation. Administrative support includes those duties beyond clerical/secretarial such as: interpretation of laws, rules, and regulations; administrative data collection and analysis; and evaluation of projects, processes, and operations; OR

An equivalent combination of training and experience.

One year of postsecondary education may be substituted for up to one year of the experience.

REQUESTED SKILLS - Preference may be given to applicants who can demonstrate knowledge or experience in the following areas

  • Experience using database (data entry, queries and reporting)
  • High level of proficiency in Microsoft Work, Excel and Outlook
  • Experience researching, analyzing and interpreting data and other information
  • Experience interpreting and applying rules to determine compliance
  • Experience evaluating information and reports for completeness and accuracy
  • Ability to clearly communicate detailed information to diverse audiences
  • Experience preparing memos and reports at a professional level
  • Experience providing excellent customer service in person and on phone
  • Experience providing general administrative support (scheduling, organizing meetings, taking notes, managing records)
  • Proficiency with proofreading for clarity, grammar, spelling and punctuation
  • Experience managing multiple assignments with conflicting deadlines and demonstrated ability to track work in progress


Additional Information



  • To apply for this position, follow the "Apply" link above and complete the Oregon employment application online.
  • All application materials must be received by the closing date and time posted on this announcement.

Complete Application
The application must include work experience that supports how you meet the minimum qualifications and requested skills. A resume (attached or text) will not replace the work experience section of the application.

Work experience
Work experience is based on a 40 hour work week. (Example: 20 hours a week for one year would equal six-months of work experience.)

If you are using education (a degree or coursework) to qualify for this position, transcripts must be submitted for all required or related courses. (A copy of your diploma will not substitute for the required transcripts.) Transcripts can be official or unofficial at time of application. If you are using your education to meet the minimum qualifications and do not attach your transcripts your application may be removed from consideration.
For application purposes, scanned copies are acceptable. Transcripts must be from an accredited institution and clearly show (1) your name, (2) the name and address of the institution, (3) the degree received and date conferred, and (4) required courses completed with a passing grade. The official or original degree documentation may be requested for education validation.

Work Authorization
The Department of Environmental Quality does not offer visa sponsorships. Within three days of hire, all applicants will be required to complete the US Department of Homeland Security's Form I-9, confirming authorization to work in the United States.

Veterans' Preference
Eligible veterans who meet the qualifications will be given veterans' preference. To receive preference you MUST attach appropriate documentation as outlined by the Department of Administrative Services at the following website or you may call the Oregon Department of Veterans' Affairs at 1-800-692-9666.

Protect Your Confidential Information
To protect your confidential information, please redact (black out) your social security number on all documents before attaching them to your application.

Email Address
You must have a valid email address to apply for jobs with the Department of Environmental Quality. All communication regarding your application and status will be done by email.
Contact Information
For additional information about this opening you may contact Carrie Adams at (503) 229-5963 or 

If you need an alternate format in order to complete the application process, please contact Carrie at (503) 229-5963 or Be prepared to describe the alternate format needed.

Special Information

  • Note: All application materials will be reviewed for communication at a professional level with attention to proper grammar, spelling, and punctuation.
  • Only candidates who meet the qualifications for this position and with work experience most closely meeting the desired attributes (requested skills) of this position will be invited to an interview.
  • Be sure to attach all required documentation listed above. Failure to attach the required documentation may result in your application being removed from further consideration.
  • Job posting reference number DEQ17-0112. 

The Department of Environmental Quality is an Equal Opportunity, Affirmative Action Employer Committed to Workforce Diversity