Administrative Specialist

Internship Opportunity With The City Of Dana Point The City of Dana Point is looking for an enthusiastic college student to join our Administrative Services team. This internship offers an excellent opportunity for students to gain hands-on experience in municipal government functions and community-related work, with a focus on social media and communications. Applicants with social media and communications experience are encouraged to apply! This internship is in-person & part time. Applicants are encouraged to apply as soon as possible. This is a Continuous Recruitment that is subject to close once a sufficient number of applications have been received. Discover what makes our team unique! Watch our recruitment video and see why employees love working here. 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). 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. Assist in preparing reports and presentations. 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. Review and verify various documents for accuracy. Contribute to projects by supporting tasks, conducting research, and ensuring timely and quality goals. 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. Respond to public inquiries in a courteous manner; provide information within the area of assignment; resolve complaints or refer to management staff. Perform other related duties as assigned. The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties. 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. Health benefits - This position is not eligible for health or disability benefits. An Employee Fitness Center, including shower facilities, is located onsite at City Hall and is available 24/7 for use by employees. Sick leave - The Healthy Families Healthy Workplace Act provides part-time employees with up to 40 hours of paid sick leave per year that may be used beginning on the employee's 90th day of employment, provided the employee has worked 30 calendar days in the calendar year. Retirement - The City does not participate in social security. In lieu of social security, the City contributes an additional 7.5% of the employee's earnings to a 457 deferred compensation account on the employee's behalf. Education reimbursement - Year-round part-time employees who have completed six months of continuous employment with the City may be eligible for reimbursement for approved education expenses, up to a fiscal year maximum of 25% of the cost of a full-time, in-state course work at a California State University.