Contract Administrator

TOP THINGS:

1. Proficiency using Salesforce/ SAP/Microsoft tools preferred.

2. Communication skills Verbal/writing with internal and external stakeholders

3. General skills for administrative jobs: fee payment, tracking, records management, Prioritizing work, Nimbleness

Overview: This position manages environmental compliance permits for Environmental Programs, primarily focusing on the Hazardous Materials and Water Quality Programs, with backup responsibilities for Air Quality tasks.

Responsibilities:

1. Permit Coordination (70% of workload):

• Manage approximately 1500 permits issued by state and local environmental agencies. The number of permits may expand or contract based on workplans and regulatory changes.

• Review and process fees associated with:

• Certified Unified Program Agency (CUPA) permits

• Construction General Permit

• Discharges

• Dredge and Fill

• Fire department permits

• Spill emergency response fees

• Water system permitsRespond to Staff (including Environmental Field Specialist (EFS), Environmental Scientists and Land Planners and their leadership) queries regarding permit status.

• Query and action designated Salesforce reports

• Resolve permit and invoice discrepancies through direct communication with Staff and regulatory agency staff, and review of online agency compliance systems.

• Maintain and update project, facility & permit records as well as associated objects in Salesforce to manage and track permit status, including invoice payments.

• Conduct fee payments by ACH on request

• Maintain electronic archives of permit documents in Salesforce and mail hard copies to Staff for posting onsite.

Additional tasks as assigned

2. Mail Management (10% of workload):

• Travel to the office 2 days a week to retrieve and scan incoming mail for all permit programs.

• Prepare and send outgoing mail via USPS, UPS, or Pony Express (inter-company service) as needed.

• Additional tasks as assigned

3. Significant Compliance Obligations (less than 5% of workload):

• Coordinate the annual payment of two critical tax fees: CDTFA Hazardous Waste Generator and Hazardous Substance Environmental Fees.

4. Special Projects Support (5% of workload):

• Provide general support for special projects/training on an as-needed basis.

• Backup for air quality permit tasks on an as-needed basis: sending/receiving mail, air permit tracking, invoice processing, and emission inventory reporting coordination.

Reporting Structure:

• Directly reports to the Supervisor, Environmental Programs.

• Dotted-line reports to Managers in other programs if supported.