Summer Intern - City Clerk's Office

VIEW OUR JOB ANNOUNCEMENT HERE!

The City Clerk’s Office is seeking a motivated, detail-oriented intern with an interest in public administration, records management, or information systems to support a focused project to organize and modernize the City’s Laserfiche records repository.

The ideal candidate is a self-starter who is comfortable working with digital records and metadata, has strong organizational and analytical skills, and is interested in learning how city governments manage official records and ensure transparency and compliance. This internship offers hands-on experience with records management best practices, Laserfiche system organization, document indexing, metadata standards, and digital archiving within a municipal environment.

The intern will assist with reviewing and improving file structures, identifying and resolving duplicate or outdated records, updating metadata and naming conventions, and documenting recommended standards and workflows. The position also provides exposure to the role of the City Clerk’s Office in public records access, policy management, and local government operations.

This internship is ideal for students pursuing coursework in Public Administration, Information Management, Library Science, Business Administration, Computer Science, or related fields who are seeking meaningful project-based experience rather than general clerical work.

General Purpose:
Under general supervision provides a variety of routine to difficult management support and program orientated tasks to various City Departments.  Performs a variety of project assignments and general office work typical of an intern/trainee position; may be assigned to any one of the City’s operating departments including: City Manager’s Office, Administrative Services, Community Development, Public Works, Police Services, or Parks and Community Services Department.
 
Distinguishing Characteristics:
The Intern is a single class position, fully competent to perform a variety of support and project-oriented tasks and duties.  Incumbents are required to have achieved at least Senior standing in a four-year degree program or enrolled in a graduate degree program.  This class is characterized by the availability of supervision and non-routine circumstances.  Specific duties will vary with the organizational unit to which assigned.  
 
Supervision Received and Exercised:
This position receives direction from management personnel, and may receive technical and functional supervision from other administrative, professional or technical personnel.The following duties are normal for this classification.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.
 

• Examine; provide technical information, report on, and document data in accordance with assigned department. 
• Organize, produce, and maintain records and process forms including reports specific to the organizational unit. 
• Independently prepare and update a variety of report and special projects relating to the activities of the assigned Department. 
• Provide professional-level support to Department as required. 
• Conduct field surveys and inventory studies for various City programs.
• Prepare written reports and related correspondence on assigned projects.
• Read plans, maps, ordinances, laws and related documents.
• Assume multiple projects of varying degrees of complexity.
• Build and maintain positive working relationships with co-workers, other City employees, and the public using principles of good customer service.
• May receive and screen visitors and telephone calls providing factual information regarding City activities and functions.
• Perform miscellaneous office and administrative duties as required.
• Perform other duties as assigned.

Training and Experience:
Any combination equivalent to education and experience is likely to provide the required knowledge and abilities.  A typical way to obtain the knowledge and abilities would be:
 
Education:  Have achieved at least Senior status in a four-year degree program or enrolled in a graduate program.  Academic course work should be related to city government such as: public administration, planning, civil engineering, business, criminal justice, recreation, or a related field.
 
Experience:   Experience or course work in city government, public administration and/or general office practices is desirable but not required.

Knowledge of: 

• Basic principles and fundamentals related to local government operating functions such as City Manager’s Office, Administrative Services, Community Development, Public Works, Police Services, or Parks and Community Services Department.
• Modern office practices, methods, procedures and computer equipment.
• Basic research and analysis methods.
• Basic business data processing principles and the use of personal computers and word processing software. 

 
Ability to:

• Communicate tactfully and effectively with the public.
• Complete assignments in a timely manner.
• Communicate clearly and concisely, both orally and in writing.
• Prioritize work and coordinate several activities.
• Establish and maintain cooperative-working relationships with those contacted in the course of work.
• Compose routine correspondence.
• Operate a vehicle in the course of work.
• Research and compile technical and financial information.
• Type accurately at a speed necessary for successful job performance.

Physical Standards:
The physical standards described are representative of those that must be met by employees to successfully perform the essential functions of this class.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 
An employee is regularly required to sit at desk and in meetings for long periods of time; talk or hear, in person, in meetings and by telephone; use hands and fingers to handle, feel, or operate standard office equipment; and reach with hands and arms.  Intermittently, twist to reach equipment surrounding desk; walk to observe department activities; bend and squat to perform file searches; perform simple grasping and fine manipulation; use telephone and write or use a keyboard to communicate through written means; operate an automobile to attend various meetings and workshops.  While performing duties, the employee is regularly required to use written and oral communication skills; know laws, regulations and codes; remember personnel rules, legal and code requirements; and explain and interpret codes, policies and procedures; interact with City Management, other governmental officials, contractors, vendors, employees and the public.

Salary : $25 - $30