Administrative Intern - Planning Division presso City of Rosemead, CA

About the Department

The examination process will consist of a competitive evaluation of qualifications based on a review of the Application and Supplemental Questionnaire; therefore it is to your advantage to provide as much detailed and relevant work experience.  A resume will not be accepted or reviewed in lieu of the application materials.  Please note that only applicants who are among the most qualified will be invited to participate further in the selection process.

SUMMARY:  Under close supervision, provides administrative, technical, and para-professional support for a City department, division, function and/or special project. Assists with performing work within clearly defined technical and procedural limits.

This position is a paid internship in the Planning Division. This internship provides an excellent opportunity for college students looking for on-the-job experience in a variety of areas within Planning. The division is flexible and willing to work around your schedule. The internship is open to students enrolled in an accredited college or university program to obtain an associate degree, bachelor's degree or higher. The internship will start as soon as it is filled.

Position Duties

ESSENTIAL FUNCTIONS: As defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required.  The job announcement does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:

• Performs clerical and administrative duties for area of assignment; duties will vary according to job assignment.
• Assists with special projects as needed; assists in researching, compiling, arranging, analyzing and interpreting data; assists in developing reports on special projects and technical issues.
• Provides information and assistance to visitors and others having business with the City; responds to requests for information within the scope of authority and training.
• Researches and locates information for customers and employees.
• Assists with special event and program activities.
• Performs a variety of technical and specialized office assistance duties; prepares, assembles, and distributes memoranda, letters, information packets, and other communications; compiles, updates and maintains statistical information, reports and related documents.
• Updates and maintains a variety of electronic and paper files, records, reports, and documents; processes forms, records, and files; collects statistical data and compiles data for reports.
• Develops knowledge of the policies, procedures, and specific functions of the assigned Department.
• Supports the relationship between the City of Rosemead and the constituent population by demonstrating courteous and cooperative behavior when interacting with visitors and City staff; maintains absolute confidentiality of work-related issues, client records, and City information; performs other duties as required or assigned.

Minimum Qualifications

Education, Training, and Experience Guidelines:

High School Diploma or GED equivalent.  Must be at least 18 years old.  Must be currently enrolled as a student in an undergraduate or graduate program at an accredited college or university or have graduated within twelve (12) months of appointment. 

Enrollment as a student in an undergraduate or graduate program in Urban and Regional Planning is highly desirable.

Knowledge of:

• City policies and procedures.
• Operations, policies, procedures, and functions of assigned Department and programs.
• Principles of record keeping, case files, and records management.
• Customer service principles and methods.
• Basic computer skills and standard MS Office software applications.

Skill in:

• Maintaining electronic records, files, and databases.
• Entering information into a computer system with speed and accuracy.
• Operating basic office equipment and a personal computer utilizing standard software.
• Providing effective customer service and dealing tactfully and courteously with the public.
• Closely following verbal and written instructions and procedures.
• Establishing and maintaining cooperative working relationships with co-workers.
• Communicating effectively verbally and in writing.

License and Certification Requirements:  

Must possess or have the ability to obtain a valid Class C California Driver’s License and a satisfactory driving record.

Physical Demands and Working Environment:

Work is usually performed in a standard office environment; may vary according to job assignment.  May be required to travel to various sites, locations, and/or events.  Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours.   Employees are required to assume the duties of a disaster worker in the event of a locally declared emergency.

Other Qualifications

SELECTION PROCESS:
Applications must be submitted online. Employment application and supplemental questions must be completed. Resumes will not be accepted in lieu of a City application. Applicants must be specific 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 completed application. If you submit multiple applications, only the most recent application will be considered.  Application packets will be screened in relation to the criteria outlined in the job announcement. Applicants whose qualifications best meet or exceed the requirements and needs of the City, will be invited to participate further in the selection process. Copies of the required certifications must be submitted with the application. Possession of the minimum qualifications does not ensure continuing in the recruitment process. The selection process may include a panel interview and other testing processes designed to predict successful job performance. It is the applicant's responsibility to notify Human Resources of any changes to their contact information.

EQUAL OPPORTUNITY EMPLOYER:
The City of Rosemead is an Equal Opportunity Employer. It is the policy of the City of Rosemead to provide employment opportunity for all qualified persons.  All applicants will be considered without regard to race, religion, sex (including gender, gender identity, gender expression and pregnancy), national origin, ancestry, disability, medical condition, genetic characteristics or information, marital status, age, sexual orientation (including homosexuality, bisexuality, or heterosexuality), military and veteran status.

REASONABLE ACCOMMODATION:
The City of Rosemead is committed to providing reasonable accommodation to applicants as required by the Americans with Disabilities Act (ADA) and Fair Employment and Housing Act (FEHA). Individuals with qualified disabilities who need reasonable accommodation during the selection process must specify the accommodations needed, in writing, at the time when the employment application is submitted.

LEGAL RIGHT TO WORK IN THE UNITED STATES:
The Immigration Reform and Control Act of 1986 requires all new hire employees to submit verification of the legal right to work in the United States within three (3) business days beginning with the first day of work. The City is legally prohibited from employing anyone who cannot provide such verification or documentation.

EMERGENCY DISASTER WORKER:
City of Rosemead employees are registered as an Emergency Disaster Worker. In the event of a declared emergency, City employees shall initially remain at work, or if recalled, shall report to work after completing critical personal and family emergency responsibilities.

PROVISIONS:
The provisions of this job announcement do not constitute a contract, expressed or implied, and any provision contained in this job announcement may be modified or revoked without notice.

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