ADMINISTRATIVE INTERN PART-TIME

About the Department

The current vacancy is in our Community Development Department; however, a list will be established to fill future vacancies in other departments. Under general supervision, Administrative Interns work independently and perform a variety of administrative duties and analytical work in support of departmental functions, and performs other related duties as required. This position works a flexible schedule up to 20 hours per week. 

When assigned to the Community Development Department, the Administrative Intern will perform general office functions including, but not limited to the following:

• Provide information and assistance to customers, contractors, and staff at the public counter, via phone calls and through e-mail communication by answering questions regarding zoning, development standard and process, and other planning related inquiries
• Inputs and tracks permit applications using a permit tracking system
• Conducts research for land use, zoning, advanced planning, urban design, population trends, transportation, housing, economic, and environmental issues
• Assists with creating and modifying planning forms and composing a variety of documents
• Provides administrative support to professional planners on basic current and long-range planning projects, coordination with project applicants, preparation and posting of legal notices, support at public meetings and outreach, and conducting background research
• Performs administrative duties including typing, filing, copying documents, record keeping, mail processing, scheduling, calendar maintenance, meeting setup, and prepares forms and provides graphic displays, photographs or other exhibits as needed
• Performs other duties as assigned

Minimum Qualifications

EDUCATION AND EXPERIENCE

Graduation from high school or equivalent and college course work in Public Administration, Political Science, Marketing, or a related field.

Applicants that are a junior or senior in college, or graduate student majoring in Urban and Regional Planning, Architecture, Geography, Public Administration, or a related degree is highly desirable. 

Competency in computer processing and spreadsheets (Microsoft Word and Excel) and geographic information systems (GIS) is highly desirable. To assist candidates with determining level of competency, the following scale should be used:

Microsoft Word

• Beginner: Opening, saving, and printing documents; basic text entry and formatting (fonts, alignment); utilizing basic icons; and simple page setup.
• Intermediate: Applying styles for consistency, creating tables, managing page layouts (margins, orientation), inserting graphics and images, using Mail Merge, and using the navigation pane.
• Advanced: Tracking changes and comments, creating custom templates, setting up table of contents/captions/cross-references, using field codes, managing master documents, and using document protection.

Microsoft Excel

• Beginner: Using autosum, creating simple formulas (SUM, AVERAGE), cell formatting, basic charting, and navigating workbooks.
• Intermediate: VLOOKUP, XLOOKUP, IF statements, PivotTables, conditional formatting, and data validation.
• Advanced: VBA (macros) Power Query, complex nested formulas, array formulas, and dynamic dashboards.

Knowledge of - 

• Basic principles and practices of urban planning and development
• Zoning practices
• City maps and their uses
• Laws and ordinances relating to land use and the General Plan
• Applicable federal, state, and local laws, codes, regulations, and municipal code 
• Current literature, information sources, and research techniques in the field of urban planning
• English usage, spelling, grammar and punctuation
• Customer service dynamics
• Business letter writing and basic report preparation
• Record keeping and reporting procedures
• General office computer skills
• Permitting software system
• Geographical Information Systems (GIS)

LICENSE/CERTIFICATE
Possession of or ability to obtain a Class C California driver's license and a satisfactory driving record are required at the time of appointment and as a condition of employment.
  
In accordance with California Government Code Section 3100, City of Monterey Park employees, in the event of a disaster, are considered disaster service workers and may be asked to protect the health, safety, lives, and property of the people of the State.
 
PHYSICAL EFFORT
The physical and mental effort 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.
 
Physical Demands: Position requires prolonged sitting, standing, walking, reaching, twisting, turning, climbing, kneeling, bending, squatting, and stooping in the performance of daily activities.  The position requires finger dexterity, grasping, repetitive hand movement, and fine coordination to operate computer hardware and standard office equipment and reach with hands and arms above and below shoulder level.  The employee occasionally lifts, pulls, and carries records and documents typically weighing up to 25 pounds.  Additionally, sensory demands include the ability to talk and hear.   The position requires near and far vision and ability to adjust focus in reading written materials and work-related documents.  Acute hearing is required when providing phone and personal service.
  
Mental Demands: While performing the duties of this class, the employee must be able to use written and oral communication skills; read, analyze, and interpret data, materials, and documents; prepare and evaluate reports; use math and mathematical reasoning; learn and apply new information or new skills; and interact with City staff, community members and the public.
  
Work Environment: The employee works in an office environment with controlled temperature settings.  The employee may need to be in outside elements at different project sites and other related job duties.

Other Qualifications

New hire candidates must show proof of full Covid vaccinations prior to being hired. Limited exemptions may apply.

Provides municipal services and public safety to the community.