administrative intern- community development

DEFINITION
Under direct to general supervision, performs a wide variety of routine to moderately complex administrative and technical assignments and research projects in one of various occupational fields within municipal government to obtain experience and training in public administration and technical disciplines; and performs other related duties and responsibilities as required.

DISTINGUISHING CHARACTERISTICS
The Administrative Intern class is a part-time non-benefitted (hourly) classification in which current students within a University system who are seeking a career in the public sector and working towards the completion of a degree related degree may receive on-the-job training and experience in the performance of routine and para-professional administrative office work. Work assignments are closely monitored and reviewed primarily for accuracy and thoroughness in terms of the research conducted and conclusions/recommendations made, as well as the quality and expediency of production.

Employees are assigned to positions based upon the City's needs, and the incumbent's interests which most closely align with the college program enrolled in. Incumbents may be assigned to the Office of the City Manager, Finance Department, Information Technology, Human Resources, Community Development (Planning), Public Works (Administration), Communications/Media/Marketing, Public Relations, Economic Development, and/or to a specialized departmental activity project.

Interns shall learn to apply concepts and work procedures and methods in assigned area of responsibility and to resolve problems and issues that are specific and less complex, and/or repetitive. Exceptions or changes in procedures are explained in detail as they arise working solely with the supervisor. The Administrative Intern class is intended for a period not to exceed one (1) year for recent graduates, and not to exceed two (2) years for currently enrolled students.

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.
Other duties and responsibilities may be added, deleted or changed at any time at the discretion of management, either orally or in writing
.
Provide administrative and/or technical staff support to an assigned City department, committee, or special project.

Knowledge Of

• Basic principles, practices, and methods of public administration.
• Statistical and research methodology.
• Survey techniques.
• Effective public relations techniques.
• Record keeping, report preparation, and filing systems, principles, procedures, and methods.
• Methods of preparing and processing various records, forms and other documents specific to assigned function or program.
• Various forms of social media and publication including photography, videography, website design and editing (for positions assigned to Communications/Public Information).
• Standard office management and clerical practices and procedures.
• Modern office practices, methods, and computer equipment and applications related to the work.

• English usage, grammar, spelling, vocabulary, and punctuation.

• Techniques for effectively representing the City in contacts with those encountered in the course of work.

• Methods and techniques of preparing technical and administrative reports, and general business correspondence.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
• City and mandated safety rules, regulations, and protocols.

Ability To

• Read, understand, and interpret information, data, documents, and records pertaining to the assigned department's services, processes, and programs.
• Respond to and effectively prioritize multiple telephone calls and other requests for service.
• Interpret and apply administrative and departmental policies and procedures.
• Use applicable office terminology, forms, documents, and procedures in the course of work.
• Maintain confidentiality.
• Meet critical deadlines.
• Understand and follow verbal and written instructions.
• Type accurately at speeds necessary for successful job performance.
• Compose correspondence and reports independently or from brief instructions.
• Perform responsible clerical support work with accuracy, speed, and minimal supervision.
• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Schedule and coordinate projects; set priorities; adapt to changing priorities; meet critical time deadlines.
• Perform basic mathematical calculations quickly and accurately.
• Work independently and as part of a team.
• Make sound decisions within established guidelines.
• Maintain a variety of filing, record keeping, data bases, and tracking systems.
• Use English effectively to communicate in person, over the telephone, and in writing.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Demonstrate an awareness and appreciation of the cultural diversity of the community.
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
• Be proficient in photography, videography, website design and editing, graphic design and social media captioning (for positions assigned to Communications/Public Information).
• Communicate clearly and concisely, both orally and in writing.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
• Ensure adherence to safe work practices and procedures.
• Operate a vehicle observing legal and defensive driving practices.

Experience And Training Guidelines
Any combination of experience and training that would likely provide the required knowledge and abilities to perform the essential functions is qualifying. A typical way to obtain the knowledge and abilities would be:
Experience And Training
Graduation from high school or satisfactory equivalent, and two (2) years of administrative experience
AND
enrollment at an accredited junior college or university with course work in Public Administration, Business Administration, Political Science, Social Science, Sociology, Computer Science, Environmental Science, Law, Accounting, Finance, Public Policy, Geography, Geographic Information Systems, Information Technology, Planning, Communications, or a related field.

OR
The completion of two (2) years of college (90 quarter units or 60 semester units) with course work in Public Administration, Business Administration, Political Science, Social Science, Sociology, Computer Science, Environmental Science, Law, Accounting, Finance, Public Policy, Geography, Geographic Information Systems, Information Technology Planning, Communications, or a related field
; AND
current enrollment in an accredited college or university, or recent (within one year) graduation from an accredited college or university with coursework toward achieving one of the previously identified degrees.

Licenses And Certifications
Possession of a State of California driver's license and proof of insurance.

Special Requirements
Work hours for the assignments may vary and could include early mornings, nights, weekends, and holidays as assigned by the Department Head.

WORKING CONDITIONS
The work environment characteristics and physical/mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Environmental Conditions
Employees in this class generally work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Depending on the assignment, some positions may have limited and occasional exposure to the field environment in which incumbents visit development and/or project sites, or meeting sites.

Physical Demands
Must possess mobility to work in a standard office setting including use of standard office equipment, including a computer; and to operate a motor vehicle to visit various City development and meeting sites. Vision is required to read printed materials and a computer screen. Hearing and speech is required to communicate in person, before groups, and over the telephone. Touch is required in order to handle documents, and use a computer. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Must be able to sit for prolonged periods of time. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 20 pounds.

Mental Demands
While performing the duties of this class, the incumbent in this class regularly uses written and oral communication skills; reads and interprets complex data, information, and documents; analyzes and solves problems; uses math, and mathe­matical reasoning; observes and interprets people, and situations; learns and applies new information; performs highly detailed work; deals with changing deadlines, constant interruptions, and multiple concurrent tasks; and interacts with City management, staff, members of the public, representatives of private and public agencies, and others encountered in the course of work.

CAREER PROGRESSION
FROM: Administrative
Intern

TO: Examples
, but not limited to:

Administrative Assistant I/II

Management Analyst

Planning Technician or Assistant Planner

Information Technology Technician

Human Resources Specialist

Accountant I

Approved by Name: City Council

Title: N/A

Effective/Revision Date: 5/3/23

FLSA Status: Non-Exempt

At-Will Status: This is an "At Will" position as defined in Section of the City of Jurupa Valley Municipal Code. Employment can be terminated with or without cause or notice at any time by either City or employee.

Selection and Application Process:
Possession of the minimum qualifications does not ensure that an applicant will be invited to the next phase of the examination process which may include a written exercise and/or multiple interviews. The City reserves the right to invite only the most closely qualified applicants to participate and move forward in the recruitment process for this position. Successful candidates may be required to pass a comprehensive background investigation which includes reference check, live scan fingerprinting, and pre-employment examination. In compliance with the Immigration Reform and Control Act of 1986, all new employees must verify identity and entitlement to work in the United States by providing required original documentation. Resumes and Letters of Interest are encouraged and may be sent as attachments, but cannot substitute the City Application. Submit your online application at EOE / ADA Applications must be received by the City of Jurupa Valley Division of Human Resources before 5:00 p.m. on the closing date stated on the job announcement. Emailed or facsimiled applications will not be accepted. Applications that are received after the closing dated and time, regardless of online postmark date, will not be considered. Incomplete or illegible application packets may result in disqualification. If the position is open until filled, apply immediately for optimal consideration as the recruitment may close without notice. A separate application must be submitted for each position of interest. If you have any questions, please contact the Division of Human Resources at: extension 251.