Administrative Intern

City of Dana Point; Dana Point (CA); On-site; USD 25,000 - 39,000; Part time

Job summary

The City of Dana Point offers a part-time internship designed to train students in public administration and municipal operations. Under supervision, interns assist City administrative, management, and technical staff, conduct research, and perform routine support tasks.

This program provides on-the-job exposure to city processes across departments, including preparing reports, updating databases, and handling public inquiries.

Qualifications

• High school diploma or GED is required.
• Enrollment in a bachelor’s or master’s degree program in public administration, business administration, or related field is required.
• Strong written and verbal communication skills preferred.

Responsibilities

• Assist in administrative tasks across departments.
• Help prepare reports and presentations.
• Conduct research and analyze data.
• Review documents for accuracy.
• Support projects and maintain data reports.
• Utilize office software to create databases and spreadsheets.
• Respond to public inquiries courteously.
• Perform other related duties as assigned.

Skills

Basic customer service

Basic research methods

Report preparation

Record keeping

Office software

Safety awareness

Education

High school diploma or GED

Enrollment in BA/BS/MS in public administration or related field

Job description

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

DEFINITION

Under immediate supervision, assist City administrative, management, and technical staff as assigned; conduct research and compile and analyze data; and perform routine administrative and/or technical support tasks.

CLASS CHARACTERISTICS

This classification is a part-time position used for training purposes in the field of public administration and in the specific operation of City departments. Incumbents are assigned to perform projects which both help the City achieve its objectives and provide the Intern with on-the-job exposure to municipal government processes and issues.

This position is non-exempt under FLSA standards.

Essential job functions may include, but are not limited to, the following: (Management reserves the right to add, modify, change or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job).

1. Perform a wide variety of administrative assignments to assist a City department or division; learn to perform various administrative, planning, public works, parks, and/or recreation tasks.
2. Assist in preparing reports and presentations.
3. Perform a variety of routine administrative and/or technical support work for daily department operations; conduct research projects and surveys; assist in compiling and analyzing data.
4. Review and verify various documents for accuracy.
5. Contribute to projects by supporting tasks, conducting research, and ensuring timely and quality goals.
6. Utilize various computer applications and software packages; enter data; create and update databases and spreadsheets; maintain and generate reports from a database or network system.
7. Respond to public inquiries in a courteous manner; provide information within the area of assignment; resolve complaints or refer to management staff.
8. Perform other related duties as assigned.

Knowledge of

• Basic customer service skills.
• Basic research methods and techniques.
• Basic principles and practices of report preparation.
• Principles and procedures of record keeping.
• Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
• Safe work practices and procedures.

Ability to

• Understand and follow oral and written instructions.
• Independently prepare correspondence and memoranda.
• Respond effectively to public inquiries.
• Provide high quality customer service.
• Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
• Learn principles and practices of budget administration.
• Learn operations, services and activities of assigned area.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

• Graduation from high school or completion of a GED. Current enrollment in a Bachelor's or Master's degree program from an accredited college or university in public administration, business administration, or related field.

PHYSICAL REQUIREMENTS AND WORKING ENVIRONMENT

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Physical Requirements

Position may require the ability to perform occasional light lifting and carrying; sitting for prolonged periods of time; occasional walking, standing and/or bending. Continuous hand use and finger dexterity is needed to use the computer keyboard and operate standard office equipment; it may require occasional pushing and pulling. This position also requires the ability to have a near vision for reading correspondence, reports, agendas and other records. Good hearing is required when communicating on the telephone or in person.

Work Environment

Primarily office environment with controlled temperature conditions and exposure to environmental factors and hazardous physical substances are minimal and pose little to no risk of injury. Occasional transportation to meetings and/or events may be required.

Note: All employees of the City of Dana Point are designated by both State law and City ordinance to be "Disaster Service Workers." In the event of a declared emergency or an undeclared emergency or natural disaster that threatens the life, health and/or safety of the public, employees may be assigned to assist rescue and relief workers. Such assignments may be in locations, during hours and performing work significantly different from the employees’ normal work assignments and may continue through the recovery phase of the emergency.