Administrative Intern

GAIN REAL-WORLD EXPERIENCE
Are you a current college student looking to gain hands-on experience in local government? As an Administrative Intern with the City of Upland, you’ll have the opportunity to learn how municipal government operates while gaining valuable professional skills in a real-world setting.

BUILD YOUR SKILLS
In this role, you’ll support day-to-day administrative operations through data entry, recordkeeping, filing, research, and preparing a variety of documents and reports. You’ll work alongside experienced City staff while developing your communication, organization, customer service, and administrative skills.

START YOUR CAREER IN PUBLIC SERVICE
This is more than an internship—it’s an opportunity to explore a career in local government, contribute to your community, and build experience that can help you stand out in your future career. If you’re organized, motivated, eager to learn, and interested in public service, we’d love to have you join Team Upland!

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so qualified employees can perform the essential functions of the job. 

• Performs a variety of office administrative duties to support operations, including word processing, data entry, record-keeping, and filing.
• Maintains and updates accurate and detailed records, verifies accuracy of information, and researches and resolves discrepancies; retrieves information from computer systems and databases.
• Screens calls, visitors, and incoming mail; assists public at front counter and directs public to appropriate locations and/or staff; responds to complaints and requests for information. 
• Types, formats, and proofreads a variety of routine reports, letters, documents, contracts, flyers, brochures, and memoranda; checks drafts for punctuation, spelling, and grammar; suggests corrections.
• Compiles information and data for administrative and basic statistical reports; assembles reports, manuals, articles, announcements, and other informational materials.
• Gathers, assembles, updates, and distributes a variety of department or City specific information, forms, records, and data.
• Performs other duties as assigned.

Knowledge of: 

• Operations and services of assigned department or program.
• City-wide and departmental policies and procedures related to assigned areas of responsibility.
• General office business, administrative, and clerical practices.
• Methods and techniques of compiling information and data.
• Methods and techniques of preparing routine office and business correspondence.
• Basic public agency administration. 
• Business arithmetic. 
• Principles and procedures of recordkeeping. 
• City and mandated safety rules, regulations, and protocols. 
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed. 

Ability to: 

• Respond to and effectively prioritize multiple phone calls and other requests for service.
• Compose routine correspondence from brief instructions.
• Receive, open, review, sort, date stamp, and distribute mail. 
• Prepare and type a variety of documents and forms such as correspondence, letters, and reports, using correct punctuation and grammar. 
• Make accurate arithmetic computations.
• Organize, maintain, and update office database and records systems.
• File materials alphabetically, chronologically, and numerically.
• Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
• Establish and maintain a variety of filing, recordkeeping, and tracking systems. 
• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed. 
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax. 
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.  

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 10 pounds.