Administrative Records Management Intern

Internship Opportunity

This is administrative and support work assisting the Fire, Finance, Human Resources, and General Administration Departments with records management and document digitization projects. Under general supervision of assigned departmental supervisors, the intern performs a variety of clerical, administrative, and technical support tasks related to scanning, indexing, organizing, and maintaining personnel, payroll, and departmental records. The position supports citywide efforts to improve record retention, accessibility, and compliance while gaining exposure to municipal operations and public administration. Successful completion of the scanning and records management responsibilities may lead to opportunities for continued employment with the City, based on performance and operational needs.

Examples Of Duties

• Assists departmental staff with the scanning, digitization, and indexing of large volumes of personnel, payroll, and administrative records.
• Prepares paper files for scanning, including sorting, labeling, removing staples, and ensuring proper organization and completeness.
• Accurately uploads scanned documents into designated electronic system in accordance with departmental naming conventions and retention schedules.
• Performs quality control checks to ensure scanned documents are legible, complete, and correctly indexed.
• Maintains confidentiality and security of sensitive personnel, payroll, and departmental records at all times.
• Assists with organizing, filing, and archiving both physical and electronic records.
• Provides general administrative support to Fire, Finance, Human Resources, and General Administration staff as assigned.
• Is assigned responsibility for carrying out specific records-related or administrative projects.
• Performs related duties as required or assigned.

Typical Qualifications

Requires knowledge, skill, and mental development equivalent to completion of at least two (2) years of college coursework in public administration, business administration, records management, information systems, or a related field; no specific previous experience required. Interest in a future career in public administration, human resources, finance, or municipal government is preferred; or any equivalent combination of training and experience that provides the following knowledge, abilities, and skills:

• Knowledge of/ability to learn basic office procedures and records management practices.
• Knowledge of/ability to learn computer applications and office-related software, including document scanning systems.
• Ability to handle confidential information with discretion and professionalism.
• Ability to follow written and verbal instructions accurately and consistently.
• Ability to perform repetitive tasks with a high level of attention to detail.
• Ability to organize and manage large volumes of documents efficiently.
• Ability to work independently while also functioning effectively as a team member.
• Must be able to adhere to City policies regarding confidentiality, data security, and records retention.
• Possession of a valid Illinois Driver's License or equivalent license issued by the employee's state of residence

Supplemental Information

Physical Demands The work is primarily performed in an office or records storage environment. The position requires extended periods of sitting while operating computers, scanners, and other office equipment. The intern will frequently use hands and fingers for repetitive tasks such as handling paper files, operating scanning equipment, and using a keyboard and mouse. The intern may be required to stand, walk, bend, reach, and twist while retrieving, organizing, and preparing files for scanning. Occasional lifting, carrying, and moving of boxes or files weighing up to approximately 2025 pounds may be required. Clear vision is necessary for reading documents, verifying scanned images, and viewing computer screens. The ability to focus for sustained periods and maintain attention to detail during repetitive tasks is essential. Additional Information This is a part-time internship position. The intern is expected to work approximately 10 to 20 hours per week during the school year, with hours scheduled during normal City business hours (8:00am 5:00pm). Work schedules may be flexible and coordinated to accommodate academic commitments, subject to departmental needs and supervisory approval.