Administrative Intern - City Clerk/Records Management

Administrative Intern The City of Covina is currently accepting applications for Administrative Intern in the City Clerk/Records Management Department. This is a part time position and work schedule is 20 hours per week between Monday through Thursday 7:00 am to 6:00 pm. There is no guarantee of hours per week. Under immediate supervision, performs entry level professional analytical work and research; writes reports; assists in daily and ongoing activities; does other related work as required. Assignments may include areas of confidentiality. Requires strong customer service skills, technical ability, and working knowledge of the Microsoft Office Suite, and familiarity with using web-based applications. The Administrative Intern is a part-time, entry level, and at-will position that provides support to an assigned City department. Duration of this opportunity varies by Department needs. This position is an internship opportunity for students to learn on-the-job skills in preparation for a career in public service. Incumbents must be willing to learn, demonstrating adaptability, innovation, and cooperation. Strong communication and interpersonal skills are necessary characteristics. The Administrative Intern will provide support in the City Clerk/Records Management Department. Incumbent may perform a variety of clerical duties including data entry, filing, copying and scanning documents; and assisting City employees and the public with City Clerk/Records Management related inquiries. This position will have contact with customers and must have the ability to communicate clearly and concisely orally and in writing. Receives immediate supervision from higher level professional and management staff. Incumbents in this class do not exercise supervision. (include but are not limited to the following) Performs clerical support to an assigned area, including typing filing, copying, and faxing Performs research and conducts surveys; completes special projects Performs analysis and review of administrative systems and procedures Gathers and interprets data Writes reports; develops and recommends policy plans and procedures Appraises the efficiency of various operating systems Performs public relations tasks Answers the telephone and provides information within the area of assignment Directs the public to the appropriate department; responds to public inquiries in a courteous manner Prepare a variety of documents and forms, including general correspondence, reports, agenda packets, and memorandum; under direction, reviews correspondence and complaints from citizens and provides information in response to such requests; provides proper documents and resource references as required Schedules meetings and appointments; maintains a calendar Assists other employees and members of the public Establishes positive working relationships with representatives of community organizations, state/local agencies, City management and staff, and the public Performs other duties as assigned Position requires prolonged sitting, standing, walking, kneeling, squatting, and stooping in the performance of daily activities. The position also requires repetitive hand movement and fine coordination in preparing reports using a computer keyboard. Additionally, the position requires both near and far vision in reading written reports and work-related documents. Acute hearing is required when providing phone and personal service. The need to lift, drag and push files, paper and documents weighing up to 25 pounds is also required. Operations require almost continuous attention. Incumbents are required to use written and oral communication skills, read and interpret data, information and documents; analyze and solve problems; use math and mathematical reasoning; observe and interpret situations; learn and apply new information or new skills; perform detailed work on multiple, concurrent tasks; work under deadlines with constant interruptions; and interact with City management, staff, the public and others encountered in the course of work. Work is performed in a standard office setting. Environment is generally indoors and clean, with limited exposure to dust, fumes, odors or noise. Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations. MINIMUM QUALIFICATIONS (The following are minimal qualifications necessary for entry into the classification.) Current enrollment in or graduate of an accredited college or university master or bachelors' degree program in public or business administration, economics, or a related field. Upper division standing, course work in public administration and statistics, knowledge of computers, word processing, spreadsheets, data base, and desktop publishing software, and knowledge of municipal government and the current challenges facing municipal government are highly desirable. Licenses or Special Conditions: Possession of, or the ability to obtain, a valid class C California driver's license. KNOWLEDGE/ABILITIES/SKILLS (The following are a representative sample of the KAS's necessary to perform essential duties of the position.) Working knowledge of modern principles, methods, and problems in public administration; knowledge of legislative analysis, budgeting, policy and report preparation; ability to prepare and present accurate and concise written and oral reports; ability to analyze major and minor administrative problems, and to consider alternative actions and recommend effective procedures for improvement; ability to communicate effectively both orally and in writing; ability to establish and maintain good working relationships with the public and other employees. APPLY IMMEDIATELY! Applications will be accepted until 6:00 pm on Sunday, November 8, 2026 or upon receipt of 100 applications, whichever occurs first. Applicants are encouraged to apply early. This recruitment may close at any time without notice when 100 completed applications have been received. The selection process may consist of, but not limited to application evaluation, skills assessment and/or oral interview. Candidates must be specific and complete in describing their qualifications for this position. Failure to state all pertinent information may lead to elimination from consideration. Stating "See Resume" is not an acceptable substitute for a complete application. The successful candidate will be required to undergo a reference / background check (to include a conviction record and LIVE scan) and pass a post-offer pre-employment medical examination (which will include a drug/alcohol screening). The City of Covina utilizes E-Verify and new employees must provide documentation to establish both identity and work authorization. Communications regarding your application and/or status will be sent to the email address listed on your application. Please check your email regularly throughout the recruitment process as you will not receive communication by any other method. The City of Covina is an Equal Opportunity Employer. The City of Covina provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, the City of Covina complies with applicable state and local laws governing nondiscrimination in employment in every location in which the City has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. The City of Covina expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of the City of Covina's employees to perform their job duties may result in discipline up to and including discharge. THE CITY OF COVINA RESERVES THE RIGHT TO MODIFY OR REVOKE, WITHOUT NOTICE, ANY OR ALL OF THE PROVISIONS OF THIS BULLETIN PRIOR TO THE TIME OF APPOINTMENT, AND TO WAIVE ANY NON SUBSTANTIVE JOB REQUIREMENT AND MAKE SUBJECTIVE DECISIONS INTERPRETING AND ASSESSING THE SKILLS AND QUALIFICATIONS OF ANY CANDIDATE, INCLUDING THE DETERMINATION THAT NONE OF THE CANDIDATES, EVEN THOSE WHO MEET THE MINIMUM QUALIFICATIONS, ARE APPROPRIATE FOR THE POSITION. By reason of part-time status, such employees are not eligible for full-time benefits, but are subject to 7.5% monthly deductions for the Accumulation Program for Part-Time (short-term) and Limited Service Employees (APPLE). The City does participate in the Medicare portion of Social Security and does not participate in the full Social Security benefits. City of Covina