Administrative Intern - City Clerk/Records Management

City of Covina•Covina, CA

2d•Onsite

About The Position

The City of Covina is hiring a part-time, at-will Administrative Intern to support the City Clerk/Records Management Department. Under immediate supervision, the intern performs entry-level professional analytical work and research, prepares reports, assists with daily and ongoing departmental activities, and completes related work as assigned. Assignments may involve confidential information. The internship provides students an opportunity to learn on-the-job skills in preparation for a public service career; its duration varies according to department needs. The intern performs clerical and analytical support, including data entry, filing, copying, scanning, document preparation, research, surveys, and special projects. The role also involves answering inquiries from City employees and the public, directing members of the public to appropriate departments, and communicating clearly and courteously in person, by phone, and in writing. The position receives immediate supervision from higher-level professional and management staff and does not supervise others. The position is scheduled for 20 hours per week, Monday through Thursday, within the hours of 7:00 a.m. to 6:00 p.m.; weekly hours are not guaranteed. Work is performed in a standard, generally clean indoor office environment. The role requires prolonged sitting, standing, walking, kneeling, squatting, and stooping; repetitive hand movements and fine coordination for computer work; near and far vision and acute hearing; and lifting, dragging, or pushing files and documents weighing up to 25 pounds. Some requirements may be accommodated for otherwise qualified individuals who request accommodations.

Requirements

Current enrollment in, or graduation from, an accredited college or university bachelor's or master's degree program in public administration, business administration, economics, or a related field.
Possess, or be able to obtain, a valid Class C California driver's license.
Demonstrate strong customer service, communication, and interpersonal skills.
Communicate effectively orally and in writing and prepare accurate, concise reports.
Be able to analyze administrative problems, consider alternatives, and recommend effective procedures for improvement.
Be able to establish and maintain good working relationships with the public and other employees.
Be willing to learn and demonstrate adaptability, innovation, and cooperation.

Nice To Haves

Upper-division standing.
Coursework in public administration and statistics.
Knowledge of computers and word processing, spreadsheet, database, and desktop publishing software.
Knowledge of municipal government and current challenges facing municipal government.
Working knowledge of modern principles, methods, and problems in public administration.
Knowledge of legislative analysis, budgeting, policy, and report preparation.
Technical ability, working knowledge of Microsoft Office Suite, and familiarity with web-based applications.

Responsibilities

Perform clerical support, including typing, filing, copying, faxing, data entry, and scanning documents.
Conduct research and surveys and complete special projects.
Analyze and review administrative systems and procedures.
Gather and interpret data, write reports, and develop or recommend policy plans and procedures.
Assess the efficiency of operating systems.
Perform public relations tasks and answer telephone inquiries within the assigned area.
Direct members of the public to the appropriate department and respond courteously to inquiries.
Prepare correspondence, reports, agenda packets, memoranda, and other documents and forms.
Under direction, review citizen correspondence and complaints and provide information, documents, and resource references in response.
Schedule meetings and appointments and maintain a calendar.
Assist City employees and members of the public, including with City Clerk/Records Management inquiries.
Establish positive working relationships with community organizations, state and local agencies, City management and staff, and the public.
Perform other duties as assigned.