ADMINISTRATIVE INTERN- ECONOMIC DEVELOPMENT DIVISION

ESSENTIAL FUNCTION STATEMENTS--Essential duties and responsibilities may include, but are not limited to, the following:

1. Assist with various Economic Development duties and responsibilities such as coordinating Grand Openings, Ribbon Cuttings and Ground breakings. 
2. Assist with business outreach and discussing various events and opportunities with the business community. 
3. Assist with developing various social media posts and marketing materials. 
4. Assists in performing research and analysis on administrative, fiscal and operational matters as directed; gather, complies and organizes data, prepares reports to summarize findings.
5. Follows-up on a variety of matters concerning citizen inquiries and provides technical and administrative assistance to resolve complaints, or refers to appropriate authority.
6. Operates a commuter to key data, perform file maintenance and generate computer reports; may initiate or prepare correspondence in the performance of assigned tasks.
7. May provide assistance with GIS, Social Media and Computer technical support.
8. Participates in updating, designing, and maintaining the City’s Website, as well as managing the City’s social media pages.
9. Creates flyers, graphics, videos, and photographs during special events.
10. Assist and participate in the day to day assigned work of professional employees.
11. Provides administrative and/or technical staff support to an assigned City department, committee, or special project.
12. Attends departmental staff meetings, prepares comments of observations regarding the various aspects of the program.
13. Assists in budget preparation, analysis and administration, as directed; performs audits and/or maintains records of account activity; prepares projections of services volumes and related costs.
14. Assists in the preparation and/or revision of manuals, written reports, proposals, procedures, and memoranda.
15. Assists in developing and making presentations; participates in community and outreach events; and reviews and summarizes publications and documents. 
16. Performs related duties and responsibilities as required.

QUALIFICATIONS

Knowledge of:

• Basic principles, practices, and methods of public administration and Economic Development.
• Statistical and research methodology.
• Survey techniques.
• Effective public relations techniques. 
• Record keeping, report preparation, and filing systems, principles, procedures, and methods. 
• Methods of preparing and processing various records, forms and other documents specific to assigned function or program. 
• Various forms of social media and publication including photography, videography, website design and editing (for positions assigned to Communications/Public Information). 
• Standard office management and clerical practices and procedures. 
• Modern office practices, methods, and computer equipment and applications related to the work. 
• English usage, grammar, spelling, vocabulary, and punctuation. 
• Techniques for effectively representing the City in contacts with those encountered in the course of work.
• Methods and techniques of preparing technical and administrative reports, and general business correspondence. 
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
• City and mandated safety rules, regulations, and protocols.

Ability to:

• Read, understand, and interpret information, data, documents, and records pertaining to the assigned department's services, processes, and programs. 
• Respond to and effectively prioritize multiple telephone calls and other requests for service. 
  • Interpret and apply administrative and departmental policies and procedures. 
  • Use applicable office terminology, forms, documents, and procedures in the course of work. 
  • Maintain confidentiality. 
  • Meet critical deadlines. 
  • Understand and follow verbal and written instructions. 
  • Type accurately at speeds necessary for successful job performance. 
• Compose correspondence and reports independently or from brief instructions.
• Perform responsible clerical support work with accuracy, speed, and minimal supervision. 
• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities. 
• Schedule and coordinate projects; set priorities; adapt to changing priorities; meet critical time deadlines. 
• Perform basic mathematical calculations quickly and accurately. 
• Work independently and as part of a team. 
• Make sound decisions within established guidelines. 
• Maintain a variety of filing, record keeping, data bases, and tracking systems. 
• Use English effectively to communicate in person, over the telephone, and in writing. 
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines. 
• Demonstrate an awareness and appreciation of the cultural diversity of the community. 
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
• Be proficient in photography, videography, website design and editing, graphic design and social media captioning (for positions assigned to Communications/Public Information).
• Communicate clearly and concisely, both orally and in writing.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
• Ensure adherence to safe work practices and procedures.
• Operate a vehicle observing legal and defensive driving practices.

Experience and Training Guidelines

Any combination of experience and training that would likely provide the required knowledge and abilities to perform the essential functions is qualifying. A typical way to obtain the knowledge and abilities would be:

 Experience and Training:

Graduation from high school or satisfactory equivalent, and two (2) years of administrative experience AND enrollment at an accredited junior college or university with course work in Public Administration, Business Administration, Political Science, Social Science, Sociology, Computer Science, Environmental Science, Law, Accounting, Finance, Public Policy, Geography, Geographic Information Systems, Information Technology, Planning, Communications, or a related field. 

OR

 The completion of two (2) years of college (90 quarter units or 60 semester units) with course work in Public Administration, Business Administration, Political Science, Social Science, Sociology, Computer Science, Environmental Science, Law, Accounting, Finance, Public Policy, Geography, Geographic Information Systems, Information Technology Planning, Communications, or a related field; AND current enrollment in an accredited college or university, or recent (within one year) graduation from an accredited college or university with coursework toward achieving one of the previously identified degrees.

Licenses and Certifications:

Possession of a State of California driver’s license and proof of insurance. 

 Special Requirements:

Work hours for the assignments may vary and could include early mornings, nights, weekends, and holidays as assigned by the Department Head. 

 Spanish Speaker highlight desired. 

WORKING CONDITIONS

The work environment characteristics and physical/mental demands described here 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. 

Environmental Conditions:

Employees in this class generally work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Depending on the assignment, some positions may have limited and occasional exposure to the field environment in which incumbents visit development and/or project sites, or meeting sites. 

Physical Demands:

Must possess mobility to work in a standard office setting including use of standard office equipment, including a computer; and to operate a motor vehicle to visit various City development and meeting sites. Vision is required to read printed materials and a computer screen. Hearing and speech is required to communicate in person, before groups, and over the telephone. Touch is required in order to handle documents, and use a computer. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Must be able to sit for prolonged periods of time. 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 20 pounds. 

Mental Demands: 

While performing the duties of this class, the incumbent in this class regularly uses written and oral communication skills; reads and interprets complex data, information, and documents; analyzes and solves problems; uses math, and mathe­matical reasoning; observes and interprets people, and situations; learns and applies new information; performs highly detailed work; deals with changing deadlines, constant interruptions, and multiple concurrent tasks; and interacts with City management, staff, members of the public, representatives of private and public agencies, and others encountered in the course of work. 

CAREER PROGRESSION

FROM:  Administrative Intern

TO:  Examples, but not limited to:

 Administrative Assistant I/II

 Management Analyst

 Planning Technician or Assistant Planner

 Information Technology Technician

 Human Resources Specialist 

 Accountant I