Management Intern (Full-Time, Limited Term)

The City of South Pasadena is committed to cultivating a workplace built on Collaboration, Accountability, Courage, Ownership, Professionalism, and Service Excellence. These values guide how we serve our community, support one another, and approach our work each day. We seek candidates who embrace these principles and demonstrate them through their actions, decision-making, and interactions with colleagues, residents, and community partners.

Under direct supervision, performs a variety of professional, administrative, analytical, and technical assignments for the department. Assists with research, program administration, coordination, scheduling, communications, constituent services, administrative functions, and special projects while gaining practical experience in local government administration.

This is a temporary, full-time internship designed for undergraduate, recent graduates, or graduate students interested in public administration, political science, public policy, communications, or a related field. The incumbent performs progressively responsible administrative and analytical assignments under close to general supervision and receives mentorship in municipal government operations.

The following duties are representative and are not intended to be all-inclusive.

• Provides administrative support to the City Department.
• Assists the supervisor with a variety of administrative, operational, and special projects.
• Conducts research, gathers data, prepares reports, presentations, correspondence, and memoranda.
• Assists with the preparation, organization, and maintenance of confidential and administrative files and records.
• Coordinates and schedules meetings, conferences, and appointments.
• Coordinates travel arrangements, conference registrations, lodging, and related logistics.
• Assists with preparing conference materials, itineraries, reimbursement documentation, and travel packets.
• Reviews proposed legislation, analyzes legislative issues, and prepares summaries and briefing materials for City Council Members and executive management.
• Researches best practices, municipal policies, and state and federal legislation affecting local government operations.
• Develops talking points, background materials, speeches, presentations, and informational summaries for Council Members attending community events, meetings, and public appearances.
• Assists with drafting correspondence, proclamations, certificates, resolutions, agenda reports, and other official documents.
• Assists in coordinating City events, community meetings, and intergovernmental activities.
• Responds to inquiries from the public, elected officials, governmental agencies, and community organizations in a courteous and professional manner.
• Assists with records management, document preparation, and maintaining administrative databases.
• Performs data collection, analysis, and prepares statistical reports using spreadsheet and database software.
• Assists with budget preparation, purchasing, contract administration, grant research, and project tracking as assigned.
• Coordinates departmental projects and follows up to ensure assignments and deadlines are met.
• Assists with posting public notices and maintaining compliance with applicable public meeting requirements.
• Supports departmental communications, website updates, and social media content as assigned.
• Performs related duties and special assignments as required.

Current enrollment in an accredited college or university with major coursework in Public Administration, Political Science, Public Policy, Business Administration, Communications, or a closely related field. Junior, senior, recent graduates, as well as graduate-level standing is highly desirable. Previous office or administrative experience is preferred.

Knowledge of:

• Principles and practices of public administration and municipal government.
• Modern office practices, procedures, and equipment.
• Administrative research methods and report preparation.
• Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Teams.
• Basic principles of project management and records management.
• Customer service principles and effective public communication.
• Business English, grammar, spelling, punctuation, and report writing.

• Conduct research and analyze administrative and legislative information.
• Prepare clear, concise reports, correspondence, presentations, and recommendations.
• Interpret and apply policies, procedures, and applicable laws.
• Coordinate multiple projects and meet established deadlines.
• Exercise sound judgment and maintain confidentiality.
• Communicate effectively, both orally and in writing.
• Establish and maintain effective working relationships with City officials, Council Members, employees, outside agencies, and the public.
• Organize work independently while managing competing priorities.
• Learn municipal operations, City Council procedures, and executive office functions.
• Provide exceptional customer service while representing the City in a professional manner.

The work environment described here is representative of those an employee encounters while performing the essential functions of this job. Incumbents in this classification work in an open-office environment and have direct contact with the public. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Employee spends the majority of their time in an office environment. While performing the duties of this job indoors, the work environment is generally in a temperature-controlled office. Noise levels in the work environment are usually moderate.

Employee is regularly required to sit at a desk for long periods of time; talk or listen, 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 the desk; walk, bend, and squat to perform file searches; perform simple grasping and fine manipulation; use a telephone; and write or use a keyboard to communicate through written means.

Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and the ability to adjust focus.

• Possession of a valid Class "C" California driver's license and a satisfactory driving record.

The City of South Pasadena is an Equal Opportunity Employer. We value and encourage diversity in our workforce. The City of South Pasadena intends to provide reasonable accommodations in accordance with the Americans with Disabilities Act of 1990. If a special accommodation is desired, or if you would like to request this information in an alternative format, please call (626) 403-7239 or email [email protected]. The City of South Pasadena is committed to creating a workplace where every employee is valued for who they are. Having our workforce reflect the diversity of our community at various levels of the organization is a continuous goal embraced by our departments, management staff, and policymakers. To support efforts of fairness and diversity, City Leadership is committed to incorporating equity and inclusion into our work.

The City of South Pasadena is committed to providing fair opportunities to all applicants, including those with a criminal history. Pursuant to the California Fair Chance Act, we will consider qualified applicants with a criminal history. You are not required to disclose your criminal history or participate in a background check until you receive a conditional job offer. If the City of South Pasadena has concerns about a conviction that is directly related to the job after making a conditional job offer and conducting a background check, you will have the opportunity to explain the circumstances surrounding the conviction, provide evidence to mitigate concerns, or challenge the accuracy of the background report. For more information about the Fair Chance Act, please visit https://calcivilrights.ca.gov/fair-chance-act.

ABOUT THE CITY

The City of South Pasadena (population 26,047) is a charming community located only eight miles from downtown Los Angeles on the west side of the San Gabriel Valley. South Pasadena is known for its beautiful tree-lined streets, stunning homes, unique small businesses, top-quality schools and a strong commitment to community. South Pasadena is also a full-service city with its own fire, police and water departments.

Occupying 3.44 square miles of flatlands and hillsides, South Pasadena’s unique character makes it one of California’s most desirable locations. The City has a rich history of intact late 19th and early 20th Century neighborhoods and residences, giving it a strong claim as one of the oldest and most historic sites in the San Gabriel Valley. One of the first suburbs of Los Angeles, South Pasadena maintains small-town quality, with charming residential streetscapes, and a historic commercial core, making it one of Hollywood’s favorite suburban filming locations, featured in numerous television and big screen productions.

South Pasadena is frequently recognized as a family and environmentally friendly community. The City enjoys quiet, attractive, walkable neighborhoods and a low crime rate. There are numerous active community organizations in South Pasadena, including the Oneonta Club, WISPPA, South Pasadena Arts Council, AYSO, Little League, Boy Scouts, Girl Scouts, Women’s Club, Chamber of Commerce, South Pasadena Preservation Foundation, Holy Family Church, St. James Church, South Pasadena Tournament of Roses Association, South Pasadena Chinese-American Club, Vecinos and many others. Boasting over 100 acres of parks and playgrounds and more than 21,000 trees, the City’s picturesque environment invites residents and visitors to enjoy numerous opportunities for outdoor recreation. South Pasadena offers an 18 hole, Par-3 golf course, tennis, racquet and pickleball facilities, horse stables and a dog park all in its picturesque Arroyo Seco area.

Small, proud and independent, the City of South Pasadena has preserved its status as a unique community for over a hundred years.

NOTE: The provisions in this job flyer do not constitute an expressed or implied contract; and any provisions contained in this flyer may be modified or revoked without notice.