ADMN - City of Santa Ana

ORGANIZATION NAME: City of Santa Ana

INTERNSHIP TITLE: Administrative Intern/Senior Administrative Intern (Part-Time)

LOCATION: Santa Ana, CA

WORK SCHEDULE: To Be Determined | 19 hours per week

WAGE/SALARY: $19/hr. 

POSITION DESCRIPTION:

The City offers upper division students the opportunity to understand governmental budgeting and municipal finance.

This is a part-time internship position. The incumbent will work an average of 19 hours per week. Work schedule is to be determined. This recruitment is open until further notice and can close at any time and without notice. There are currently ten (10) vacancies in various departments: one (1) in the Planning and Building Agency, one (1) in the Community Development Agency, one (1) in the City Clerk's Office, one (1) in Parks, Recreation, and Community Services Agency, one (1) in Library Services Agency, one (1) in the Information Technology Department, one (1) in the Public Works Agency, one (1) in the City Attorney's Office, one (1) in the Police Department, and one (1) in Finance and Management Services Agency. 

TYPICAL ASSIGNMENTS:

Essential Functions Include But Are Not Limited To

CITYWIDE TYPICAL DUTIES INCLUDE:

• Conduct surveys, research, data input, and data analysis utilizing Excel, Word, and PowerPoint.
• Prepare informational material for public presentations.
• May prepare financial data reports and other related reports as requested.
• Special projects as assigned.

IF ASSIGNED TO THE PLANNING AND BUILDING AGENCY, DUTIES MAY ALSO INCLUDE:  

• Assists members of management and technical staff by performing basic administrative assignments
• Prepares a wide variety of written materials, including correspondence, reports, surveys, visual aids, procedure guides, and instructions
• Answers requests for information
• Review and revise Planning and Building webpages, electronic forms, and informational material
• Assist with record management, general office duties, and a variety of research projects
• May review minor planning applications, projects, and post site inspection notices
• Provide support for agency policies and program development
• Special projects as assigned

IF ASSIGNED TO THE CITY MANAGER'S OFFICE, DUTIES MAY ALSO INCLUDE:

• Develops, manages, and implements social media posts and content across various platforms
• Responds with courtesy and professionalism to inquiries and requests for information from members of the public throughout various social media platforms
• Assists with preparing creative materials such as monthly newsletters, media advisories and press releases, reports, social media postings and other marketing materials
• Monitors social media platforms for trending topics, ideas, feedback, and content
• Implements outreach strategies and promotional campaigns to spread awareness about city programs and resources through various platforms

IF ASSIGNED TO COMMUNITY DEVELOPMENT AGENCY, DUTIES MAY ALSO INCLUDE:

• Greet and assist walk-in customers with questions, general information, or meeting requests.
• Answer incoming calls in a professional manner and direct calls to appropriate staff
• Assist with preparing agenda packets and meeting location for Boards and Commissions
• Assist with organizing and filing of documents.

IF ASSIGNED TO CITY CLERK'S OFFICE, DUTIES MAY ALSO INCLUDE: 

• Greet and assist walk-in customers
• Answer incoming calls and requests for information
• Perform pre- and post-City Council meeting duties (set-up, clean-up, record filing, etc.)
• Utilize various software systems (Laserfiche, OneMeeting)

IF ASSIGNED TO PARKS, RECREATION, AND COMMUNITY SERVICES AGENCY, DUTIES MAY ALSO INCLUDE:

• Assist with data input from participants who enroll in City’s programming
• Handles updates to Computer software – Civic Rec
• Helps answer phones and emails to provide information to the public
• Helps handle recruitment with the Aquatics team – tracking sheets for the participants for the hiring process

IF ASSIGNED TO THE LIBRARY SERVICES AGENCY, DUTIES MAY ALSO INCLUDE:

• Assists in creating promotional digital and print graphics
• Develops, manages, and implements social media posts and content across various platforms
• Monitors social media platforms for feedback and content
• Assists with record management, general office duties, and other basic administrative assignments
• Assists with fiscal data collection and analysis using Excel 

IF ASSIGNED TO THE INFORMATION TECHNOLOGY DEPARTMENT, DUTIES MAY ALSO INCLUDE:

• Assist members of department staff with administrative assignments
• Create and maintain spreadsheets, databases, and filing systems—both digital and physical
• Assist with the development, coordination, and tracking of departmental projects and initiatives
• Help coordinate meetings, prepare agendas, take notes, and distribute meeting summaries
• Perform data entry, accounts payable processing, records management, and scanning of materials in compliance with city retention policies
• Assist with departmental budget tracking and procurement documentation
• Work with Microsoft Office applications (Excel, Word)

IF ASSIGNED TO THE PUBLIC WORKS AGENCY, DUTIES MAY ALSO INCLUDE:

• Assist members of management and technical staff by performing basic administrative assignments
• Prepares a wide variety of written materials, reports, surveys, procedure guides, and instructions
• Gathers and/or distributes information to all the divisions within the Public Works Agency
• Acts as a liaison with the Finance department
• Attends project meetings
• Assist with record management, general office duties, and a variety of research projects
• Prepares agency policy for review

IF ASSIGNED TO CITY ATTORNEY’S OFFICE, DUTIES MAY ALSO INCLUDE:

• Assists with basic administrative assignments and various clerical duties;
• Organize computer files and perform data entry;
• Preparation of case binders;
• Assist with internet research;
• Experience with MS Office (Word, Excel, PPT) and Adobe preferred

CHARACTERISTICS OF SUCCESSFUL PERFORMERS 
Candidates shall have a strong interest in local government; be at ease in dealing with the public and handling complaints from residents with tact and diplomacy; be detail-oriented, organized, have good time-management skills within a vibrant work environment and seek answers should none be obvious. Candidates must be flexible, have good verbal and written communication skills, computer skills and work well with others and with minimal supervision.

Minimum Qualifications

• Current enrollment in a college or university generally at an undergraduate level with a current GPA of 2.50 or higher.
• Strong computer skills and knowledge of software programs, such as Microsoft Word, Excel, and PowerPoint.
• Ability to work up to 19 hours per week, which may include weekends, hours may vary.
• Some positions may require possession and retention of a valid California Class C driver's license.
• Prior to appointment, interns assigned to the Police Department will be required to complete and pass a thorough police background investigation.

APPLICATION DETAILS: Click HERE to apply online.