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Administrative Intern

The City of Santa Fe Springs is seeking applicants for the position of Administrative Intern. This is an hourly, at-will, non-benefited position working approximately 20–25 hours per week. The internship provides college students with an opportunity to gain valuable hands-on experience in municipal planning and community development while developing an understanding of how local government programs, policies, and regulations shape the community. There is currently one (1) vacancy in the Community Development Department.

Community Development Department: The Community Development Department serves the general public, applicants, and other City departments in an efficient and fair manner, ensuring consistency with the City's General Plan, zoning and land use requirements, and applicable local, State, and Federal laws. The Department's work encompasses a variety of community development functions, including planning, land use, economic development, and housing.

The Administrative Intern: Under the direction of Community Development Department staff, the Administrative Intern supports a variety of planning, land use, economic development, housing, public outreach, research, and administrative activities. Responsibilities may include assisting with public outreach activities, workshops, and community meetings; preparing informational materials, presentations, exhibits, handouts, and meeting materials; conducting research related to zoning, land use, development projects, planning regulations, housing, and economic development; and collecting, organizing, and analyzing data related to Department projects and activities. The position may also assist with basic GIS, mapping, and other technology-related assignments, as appropriate to the intern's qualifications, and may attend Planning Commission meetings, workshops, community meetings, and other Department activities. Familiarity with planning, zoning, land use, economic development, housing, GIS, or other local government functions is desirable.

Position Purpose: Under immediate supervision, supports Department staff with planning, land use, economic development, housing, public outreach, and administrative activities; provides administrative and research support; and researches, collects, organizes, and compiles information related to Department projects and activities. Supervision Received: Receives immediate supervision from higher-level management or professional staff.

Examples of Duties and Responsibilities: A. Held in Common: 1. Supports the Mission of the City and its Elected and Appointed Officials. 2. Provides courteous and timely service to the public as the ultimate employer. 3. Works cooperatively with other City employees. 4. Exhibits integrity and displays ethical behavior. B. Essential Job Specific Duties: 1. Researches, collects, organizes, and assembles information related to Department projects, planning activities, development applications, and other Department assignments. 2. Provides administrative assistance and support to department staff. 3. Assists with department outreach activities, workshops, and community meetings, including preparation of informational materials, presentations, exhibits, handouts, sign-in materials, and room set-up. 4. Prepares and updates spreadsheets, databases, reports, presentations, maps, charts, tables, and other materials using Microsoft 365 and other applicable software. 5. Assists with maintaining and organizing Department records, project files, databases, and other documents. 6. Interacts with the general public and provides general information or assistance within the scope of assigned duties. C. Other Job Specific Duties 1. Assists with preparation of staff reports, correspondence, presentations, informational materials, exhibits, and other documents. 2. Assists with preparation, organization, and setup for in-person meetings, workshops, public meetings, and outreach activities. 3. Assists with preparing maps, exhibits, graphics, charts, tables, and other illustrative materials for staff reports, presentations, meetings, and public outreach. 4. Assists with tracking applications, projects, deadlines, correspondence, and other Department activities. 5. Performs data entry, document scanning, filing, recordkeeping, and other administrative tasks. 6. May prepare invoices, check requests, expense reports. 7. May attend meetings, workshops, community meetings, or other Department meetings as assigned. 8. Performs related duties as required.

Representative Competencies and Qualifications: The requirements listed below are representative of the knowledge, skill and ability required to satisfactorily perform the jobs essential duties and responsibilities. Knowledge of: Methods and techniques of research, statistical analysis and report preparation; mathematical principles. Basic principles and practices of local government administration; English usage, spelling, grammar, and punctuation; basic research and data collection methods; methods of organizing and presenting information; and principles of customer service and public communication. Familiarity with Microsoft 365 applications, including Word, Excel, and PowerPoint. Customer services practices; telephone etiquette. Ability to: Perform specialized, technical, professional and routine administrative tasks in assigned area. Collect and assemble data. Conduct basic research and organize information from a variety of sources. Perform arithmetic calculations. Prepare presentations. Prepare clear and accurate written materials, tables, charts, exhibits, and other informational materials. Maintain records and files. Follow written and oral instructions. Work independently in the absence of supervision. Communicate effectively verbally and in writing. Work with accuracy and attention to detail. Operate and use modern office equipment. Effectively organize and prioritize assigned work. Establish and maintain effective working relationships with other people.

Education and Experience: The following requirements generally demonstrate possession of the minimum requisite knowledge and ability necessary to perform the duties of the position. A typical way to obtain these would be: High School Diploma or an equivalent certificate or diploma recognized by the State of California. Recent graduate or current enrollment in an accredited college or university preferably with upper division standing and completion of course work in a field appropriate to assignment such as: urban and regional planning, public administration, public policy, political science, geography/GIS, economics, business administration, real estate, or a related area* Some experience and knowledge of local government operations preferred. A valid State of California driver's license and an acceptable driving record. *Documentation Required: The following documentation must be upload and submitted with your on-line application. NOTE: To ensure proper uploading of documents to on-line application record, it is best to reduce the file size of the electronic document before uploading. Proof of certification: Proof of Education (Degree OR Unofficial Transcripts)

Working Conditions: The work environment characteristics described are representative of those an employee encounters in performing the essential functions of this job. Work is primarily performed indoors. Noise level is quiet to moderate. Hazards are minimal.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable employees with disabilities to perform the essential duties. Sit for extended periods of time. Stand, walk, and bend. Push, pull, and reach overhead and above shoulders. See well enough to read documents and operate office equipment. Lift and move up to 25 pound

How To Apply: Applicants are required to complete and submit a City Application online. Resumes or faxed copies will not be accepted in lieu of the City online application. To apply, click on the "Apply" link located at the top of this page. New users must first create an account first.

Method of Selection: Selection may be based upon an application review, a performance examination and evaluation, and a structured interview. Appointment will be contingent upon a criminal record check and physical examination, including a drug screen. Nepotism: Relatives may be appointed regardless of the designation of full or part-time classification. Candidates with relatives employed by the City will be excluded from applying for a vacancy if one or more of the following criteria exist: 1) The appointment of a relative would place one in a supervisory capacity directly over the other 2) The appointment would create a situation in which it is conceivable personal gain for one could be obtained by the actions of the other 3) The appointment would create a situation where performance or non-performance of either would have a direct effect upon the performance of the other 4) The appointment would create a situation where the confidentiality of either could be compromised. Candidates with relatives employed by the City will be evaluated on a case-by-case basis. "Relative" shall be defined as: mother, father, son, daughter, brother, sister, grandmother, grandfather, grandchild, spouse, domestic partner, step mother, step-father, step-sister, step-brother, stepchild and step grandchild.

Accommodation: If you require special testing and/or interview accommodation due to a physical, mental, or learning disability, please call the Human Resources Office at (562) 409-7530 at least 5 days prior to the scheduled date.