Admin Student Intern (Unbenefited, Part-Time)- City Facilities Architectural Services Division

San Jose CA; El Segundo, Northern (CA, KY); Hybrid; USD 22,000 - 43,000; Part time

Job summary

The City of San José, Public Works Department, seeks one Admin Student Intern in the City Facilities Architectural Services (CFAS) Division. The role includes reviewing invoices, change orders, and service orders, plus budget reviews and transfers.

You will assist with year-end accruals and timecard approvals while providing general admin support to CFAS. Interns can work up to 16 hours per week with flexible scheduling; six-month initial assignment with potential extension based on needs.

Qualifications

• Enrolled in accounting/finance or business program.
• Basic accounting, budgeting and financial statement knowledge.
• Proficient in Excel and MS Office.
• Strong numerical and analytical skills.
• Able to meet deadlines and follow procedures.

Responsibilities

• Review invoices, change orders, and service orders.
• Conduct budgetary reviews and transfer liquidations.
• Provide general administrative support to CFAS division.
• Assist year-end accruals and timecard approvals.
• Order office supplies and route documents for signatures.
• Support capital project delivery on City properties.

Skills

Excel

Numerical skills

Analytical skills

Budget concepts

Accounting principles

Time management

Attention to detail

Follow instructions

Education

Bachelor's Degree in Business or Public Administration

Enrollment in Master's program

Tools

Microsoft Excel

Job description

The Public Works Department is currently seeking to fill one (1) Admin Student Intern vacancy in the City Facilities Architectural Services (CFAS) Division.

The Public Works Department provides a wide range of essential services that support the planning, operations, maintenance, and economic development of the City of San José. We are dedicated to delivering these services with excellence, efficiency, and innovation to enhance the quality of life for our community.

The CFAS Division has the primary responsibility for the delivery of capital improvements projects on City properties and provides design and construction services for public buildings, landscape improvements, and capital maintenance projects, including recreational facilities, parks, trails, libraries, public safety facilities, and various cultural facilities.

The Admin Student Intern will be assigned to the CFAS Division’s Admin team. The candidate would contribute to the delivery of capital projects on City properties with the review of invoices, contract change order, and service orders. They will also conduct budgetary review and complete expenditure transfer, liquidations and adjustments. Additionally, the intern would provide general administrative support to the CFAS Division such as ordering office supplies, reviewing and approving timecards, routing documents for signatures, assisting year-end accruals, etc.

Interns must be willing to work up to 16 hours per week. Office hours are generally 8:00 a.m. to 5:00 p.m., Monday through Friday. Work schedules are flexible based on the intern’s class schedule as well as the operational needs of the office.

Duration of Assignment:

The initial duration of this assignment is six (6) months. Additional time may be granted based on project needs.

Salary Information:

The Public Works Department is currently seeking to fill one (1) part-time unbenefited Undergraduate/Graduate Student Intern in the City Facilities Architectural Services Division. Salary ranges for this classification are:

Student Intern Salary Range - $16.33- $23.33/hourly (unbenefited)

Graduate Student Intern Salary Range - $21.14- $31.22/hourly (unbenefited)

This amount includes an approximate five percent (5%) ongoing non-pensionable pay. Actual salary shall be determined by the final candidates’ qualifications and experience.

Undergraduate Student Intern:

Any combination equivalent to completion of high school and current enrollment in an accredited college or university in undergraduate or graduate program.

Graduate Student Intern:

Any combination of training and experience equivalent to completion of a Bachelor's Degree and current enrollment in a Masters degree program from an accredited college or university in business or public administration or closely related field.

The ideal candidate will possess the following competencies, as demonstrated in past and current employment history. Desirable qualifications for this position include:

• Enrolled as an Accounting, Finance, Business Administration or a related field undergraduate/graduate student in an accredited college or university.
• Basic understanding of accounting principles, budget concepts, financial statements and reports.
• Proficient in Microsoft Office Suite, especially Excel.
• Strong numerical and analytical skills; high accuracy and attention to detail.
• Ability to follow instructions, procedures, and meet deadlines.

Selection Process:

The selection process will consist of an evaluation of the applicant's training and experience based on the application and responses to all the job specific questions. Only those candidates whose backgrounds best match the position will be invited to proceed in the selection process. Additional phases of the selection process will consist of one or more interviews.

If you have questions about the duties of these positions, the selection or hiring processes, please contact Maritza Garcia via email at [e-mail].