City of Covina

Administrative Intern - City Clerk/Records Management

SALARY

$16.90 - $20.54 Hourly

LOCATION

City Hall, Covina, CA

JOB TYPE

Part-Time

JOB NUMBER

2026-00030

DEPARTMENT

City Clerks/Records Management

OPENING DATE

10/26/2026

CLOSING DATE

11/8/2026 6:00 PM Pacific

MAX NUMBER OF APPLICANTS

100

SALARY

$16.90 - $20.54 Hourly

LOCATION

City Hall, Covina, CA

JOB TYPE

Part-Time

JOB NUMBER

2026-00030

DEPARTMENT

City Clerks/Records Management

OPENING DATE

10/26/2026

CLOSING DATE

11/8/2026 6:00 PM Pacific

MAX NUMBER OF APPLICANTS

100

DESCRIPTION

The City of Covina is currently accepting applications for Administrative Intern in the City Clerk/Records Management Department.

This is a part time position and work schedule is 20 hours per week between Monday through Thursday 7:00 am to 6:00 pm. There is no guarantee of hours per week.

DEFINITION:

Under immediate supervision, performs entry level professional analytical work and research; writes reports; assists in daily and ongoing activities; does other related work as required. Assignments may include areas of confidentiality. Requires strong customer service skills, technical ability, and working knowledge of the Microsoft Office Suite, and familiarity with using web-based applications.

DISTINGUISHING CHARACTERISTICS:

The Administrative Intern is a part-time, entry level, and at-will position that provides support to an assigned City department. Duration of this opportunity varies by Department needs. This position is an internship opportunity for students to learn on-the-job skills in preparation for a career in public service. Incumbents must be willing to learn, demonstrating adaptability, innovation, and cooperation. Strong communication and interpersonal skills are necessary characteristics.

The Administrative Intern will provide support in the City Clerk/Records Management Department. Incumbent may perform a variety of clerical duties including data entry, filing, copying and scanning documents; and assisting City employees and the public with City Clerk/Records Management related inquiries. This position will have contact with customers and must have the ability to communicate clearly and concisely orally and in writing.

SUPERVISION RECEIVED/EXERCISED:

Receives immediate supervision from higher level professional and management staff. Incumbents in this class do not exercise supervision.

ESSENTIAL FUNCTIONS

(include but are not limited to the following)

Performs clerical support to an assigned area, including typing filing, copying, and faxing
Performs research and conducts surveys; completes special projects
Performs analysis and review of administrative systems and procedures
Gathers and interprets data
Writes reports; develops and recommends policy plans and procedures
Appraises the efficiency of various operating systems
Performs public relations tasks
Answers the telephone and provides information within the area of assignment
Directs the public to the appropriate department; responds to public inquiries in a courteous manner
Prepare a variety of documents and forms, including general correspondence, reports, agenda packets, and memorandum; under direction, reviews correspondence and complaints from citizens and provides information in response to such requests; provides proper documents and resource references as required
Schedules meetings and appointments; maintains a calendar
Assists other employees and members of the public
Establishes positive working relationships with representatives of community organizations, state/ local agencies, City management and staff, and the public
Performs other duties as assigned

PHYSICAL, MENTAL AND ENVIRONMENTAL WORKING CONDITIONS:

Physical

Position requires prolonged sitting, standing, walking, kneeling, squatting, and stooping in the performance of daily activities. The position also requires repetitive hand movement and fine coordination in preparing reports using a computer keyboard. Additionally, the position requires both near and far vision in reading written reports and work-related documents. Acute hearing is required when providing phone and personal service. The need to lift, drag and push files, paper and documents weighing up to 25 pounds is also required.

Mental

Operations require almost continuous attention. Incumbents are required to use written and oral communication skills, read and interpret data, information and documents; analyze and solve problems; use math and mathematical reasoning; observe and interpret situations; learn and apply new information or new skills; perform detailed work on multiple, concurrent tasks; work under deadlines with constant interruptions; and interact with City management, staff, the public and others encountered in the course of work.

Environmental

Work is performed in a standard office setting. Environment is generally indoors and clean, with limited exposure to dust, fumes, odors or noise.

Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.

MINIMUM QUALIFICATIONS

MINIMUM QUALIFICATIONS

(The following are minimal qualifications necessary for entry into the classification.)

Current enrollment in or graduate of an accredited college or university master or bachelors' degree program in public or business administration, economics, or a related field. Upper division standing, course work in public administration and statistics, knowledge of computers, word processing, spreadsheets, data base, and desktop publishing software, and knowledge of municipal government and the current challenges facing municipal government are highly desirable.

Licenses or Special Conditions:

Possession of, or the ability to obtain, a valid class C California driver's license.

KNOWLEDGE/ABILITIES/SKILLS

(The following are a representative sample of the KAS's necessary to perform essential duties of the position.)

Working knowledge of modern principles, methods, and problems in public administration; knowledge of legislative analysis, budgeting, policy and report preparation; ability to prepare and present accurate and concise written and oral reports; ability to analyze major and minor administrative problems, and to consider alternative actions and recommend effective procedures for improvement; ability to communicate effectively both orally and in writing; ability to establish and maintain good working relationships with the public and other employees.

ADDITIONAL INFORMATION

IMPORTANT APPLICATION INFORMATION AND INSTRUCTIONS

APPLY IMMEDIATELY!

Applications will be accepted until 6:0 0 pm on Sunday, November 8, 2026 o r upon receipt of 100 applications, whichever occurs first. Applicants are encouraged to apply early. This recruitment may close at any time without notice when 100 completed applications have been received.

The selection process may consist of, but not limited to application evaluation, skills assessment and/or oral interview.

Candidates must be specific and complete in describing their qualifications for this position. Failure to state all pertinent information may lead to elimination from consideration. Stating "See Resume" is not an acceptable substitute for a complete application.

The successful candidate will be required to undergo a reference / background check (to include a conviction record and LIVE scan) and pass a post-offer pre-employment medical examination (which will include a drug/alcohol screening).

The City of Covina utilizes E-Verify and new employees must provide documentation to establish both identity and work authorization.

Communications regarding your application and/or status will be sent to the email address listed on your application. Please check your email regularly throughout the recruitment process as you will not receive communication by any other method.

The City of Covina is an Equal Opportunity Employer

The City of Covina provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, the City of Covina complies with applicable state and local laws governing nondiscrimination in employment in every location in which the City has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

The City of Covina expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of the City of Covina's employees to perform their job duties may result in discipline up to and including discharge.

THE CITY OF COVINA RESERVES THE RIGHT TO MODIFY OR REVOKE, WITHOUT NOTICE, ANY OR ALL OF THE PROVISIONS OF THIS BULLETIN PRIOR TO THE TIME OF APPOINTMENT, AND TO WAIVE ANY NON SUBSTANTIVE JOB REQUIREMENT AND MAKE SUBJECTIVE DECISIONS INTERPRETING AND ASSESSING THE SKILLS AND QUALIFICATIONS OF ANY CANDIDATE, INCLUDING THE DETERMINATION THAT NONE OF THE CANDIDATES, EVEN THOSE WHO MEET THE MINIMUM QUALIFICATIONS, ARE APPROPRIATE FOR THE POSITION.

EmployerCity of Covina

Address

125 East College Street

Covina, California, 91723

Phone (626) 384-5555

Websitehttp://www.covinaca.gov/hr

EmployerCity of CovinaPhone (626) 384-5555 Websitehttp://www.covinaca.gov/hrAddress

125 East College Street

Covina, California, 91723

Administrative Intern - City Clerk/Records Management Supplemental Questionnaire* QUESTION 1

Instructions: Please carefully read these instructions: Your responses to the supplemental questions below will be used to determine whether you meet the minimum and/or desirable qualifications for the position. You are required to answer ALL of the supplemental questions as truthfully and accurately as possible. Your responses to these questions are subject to verification and may be assessed in subsequent examination parts. Any sign of deliberate misinformation or intentional exaggeration will result in disqualification from this examination process.

Please indicate "Yes" to reflect that you have read and understand this information.

Yes

QUESTION 2

Driver's License: Do you possess, or have the ability to obtain a valid California Class C Driver's License?

Yes

QUESTION 3

Education: Are you currently enrolled in, or a graduate of of an accredited college or university Bachelor's or Master's Degree program in public or business administration, economics, or a related field?

Yes

QUESTION 4

Education: Field of Study:

QUESTION 5

Brief Summary: Briefly describe (in 2 paragraphs or less) why you are interested in an internship opportunity with the City of Covina, and how does this opportunity align with your career goals.

QUESTION 6Experience: Do you have experience working in public sector (i.e. municipal, federal, state and/or local government, and/or special district)?

Yes

QUESTION 7

Acknowledgment: I understand that I cannot update my application once I have submitted it. Therefore, I have fully completed ALL sections and provided full descriptions of my duties and responsibilities for each employer listed in my work experience, and have fully supported ALL of my responses to the Supplemental Questionnaire with the materials found in my application.

I understand.

QUESTION 8Recruitment Communication: Please be advised that the City of Covina"s primary means of communication regarding recruitment status is via email. Have you provided a valid email address that you can access regularly?

PLEASE NOTE: Make sure you check your JUNK folder for email messages that may be incorrectly flagged as SPAM.

I understand

Required Question