Intern (Records Management)
Salary:
$16.
00 - $21.
00 HourlyLocation :
Chino CA 91708, CAJob Type:
Part-Time TemporaryJob Number:
007 23 24 20000133DivisionDepartment:
Records ManagementOpening Date:
07/20/2023Closing Date:
8/3/2023 11:
59 PM PacificTHE POSITION:
Are you interested in performing a variety of technical and administrative duties in support of the Records Management program? Do you have a knack for managing a full array of professional records management duties, ensuring accuracy and compliance? If so, the Inland Empire Utilities Agency is seeking a skilled and detail-oriented Intern to join our Records Management Unit.
At the Inland Empire Utilities Agency, we value and develop our Interns.
We recognize that our interns play a vital role in our organization and our goal is to provide our interns with real world experience that aids in their personal and professional development.
Our internships offer many benefits such as:
Valuable hands-on work experience Career development in their field of interest Professional and personal development Competitive compensation Flexible schedule At the Inland Empire Utilities Agency safety is critical.
The Agency is a regional wastewater treatment agency and wholesale distributor of imported water serving approximately 935,000 people over 242 square miles in western San Bernardino County.
Over 300 personnel contribute to the success of the Agency.
The Agency owns and/or operates, and maintains 5 water recycling facilities, 160 miles of sewer collection system, a potable water facility, 19 supply water well sites, 4 sewage lift stations, a recycled water distribution and storage system, 19 groundwater recharge sites, a 400,000-square foot indoor composting facility, and a 66,000 square foot Headquarters building.
There are one (1) internship opportunity in the Records Management Unit.
This recruitment is being conducted to fill one (1) vacancy and will establish an eligibility list which may be used to fill future vacancies as they occur during the active status of the eligibility list.
FLSA:
Non-Exempt Internships are limited to 25 hours week and 960 hours per fiscal year.
(July 1st to June 30th)Note:
Internship are not meant to be short term, for example, limited to summer, winter and/or spring breaks.
Individuals interested in short term internships will not be considered.
Work schedule is estimated to be approximately 20 to 25 hours a week;Office Hours are Monday through Thursday from 7 a.
m.
to 5:
30 p.
mThe successful candidate will perform a variety of technical and administrative duties in support of the Records Management program.
Must be a responsible, analytical and detailed oriented individual with excellent communication (written/oral) skills.
Great time management skills with the ability to work on multiple projects simultaneously and ability to work with all levels of Agency staff.
Additionally, must be willing to learn, and be flexible and assist with ad hoc projects as required in a fast paced and changing environment.
Advanced computer skills in Word, Excel, Access and Publisher are critical.
Intern staff work flexible hours as established by his/her respective supervisor.
While the Agency is flexible and will strive to work around an intern's schedule, an intern's work hours will vary and be mutually agreeable between the intern and his/her supervisor.
EXAMPLES OF
Essential Functions:
May include, but are not limited to the following:
Perform the full array of duties assigned including professional records management work.
Receive, scan and upload documents into the Agency's Electronic Records Management System (ERMS).
Participate in the summarization and indexing of a wide variety of documents for electronic and hard copy storage.
Perform quality control checks on documents uploaded by others.
May conduct records research, retrieval of documents and assist with Public Records RequestData input of taxonomies, spreadsheets, databases.
Assist with training and production of training materials.
Perform other related duties as required.
QUALIFICATION GUIDELINES:
EXPERIENCE AND EDUCATION:
Graduation from high school or G.
E.
D.
equivalent.
Graduation or current enrollment in undergraduate or graduate studies in an accredited college or university with course work in public administration, business administration, organizational administration or closely related field.
While no prior work experience is required, preference will be given to individuals with prior related professional work experience.
LICENSES AND CERTIFICATES:
A valid California Class C driver's license.
KNOWLEDGE OF:
Principles, practices, methods and techniques of records management; local, state and federal laws relating to retention requirements for a wide variety of documents; procedures, techniques and methods of document preservation; computer applications and database applications used in records management, word processing and standard computerized business programs; imaging processes, equipment and quality standards; the general functions of a municipal water/wastewater utility and associated record keeping requirements; information storage and retrieval systems; standard office practices and equipment; correct English usage, including spelling, grammar and punctuation; business mathematics; fundamentals of supervision; effective safety practices and procedures.
ABILITY TO:
Operate a personal computer and other standard office equipment; analyze records management problems, reach sound conclusions and recommend improved procedures and facilities; organize work, set priorities and provide advice and support to meet records management needs; exercise sound judgment within established guidelines; maintain information and generate reports utilizing computer equipment; code, file and retrieve a wide variety of materials/documents under a comprehensive records management system; prepare clear and accurate reports and other written correspondence; read and interpret documents such as operating instruction, journals, governmental regulation, federal and state laws, training materials, etc.
; establish and maintain effective working relationships with department managers, staff, vendors, members of the public and others encountered in the course of work.
SELECTION PROCESS:
All employment applications will be reviewed for accuracy, completion, relevant experience, education, training and other job-related qualifications.
Applicants with the strongest background relating to the responsibilities of this position will be invited to participate in the testing process which may include one or more of the following:
written test, oral interview, performance/practical examination.
The successful candidate will be required to pass a background/reference check and pre-employment physical examination including a drug screen (for safety sensitive position) at no cost to the candidate.
Please visit our website at www.
ieua.
org and select the Human Resources Department for additional information regarding the Agency, the hiring process and benefit information.
Any applicant requiring reasonable accommodation during the selection process due to a qualified disability must inform the Human Resources Office at (909) 993-1645 or email protected at least 72 hours in advance of the need for accommodation.
THE PROVISIONS OF THIS ANNOUNCEMENT DO NOT CONSTITUTE A CONTRACT, EXPRESSED OR IMPLIED, AND ANY PROVISION CONTAINED IN THIS BULLETIN MAY BE MODIFIED OR REVOKED WITHOUT NOTICE.
The Agency's success is obtained by creating a positive and diverse work environment which recognizes individual differences and experiences.
Interns are not eligible for Agency benefits.
01 I understand that I must thoroughly complete the Education (including high school information regardless of any additional higher education), Employment History (including contact information and reason for leaving), Certificates & Licenses, and Supplemental Questions sections of my application, as applicable.
This includes a detailed description of all work experience for at least the last ten years, if applicable.
I also understand that I may not submit resumes in lieu of filling out the application or answering the Supplemental Questions.
Yes No 02 I understand that failure to provide sufficient information may result in my application being rejected.
I also understand that I may not submit resumes in lieu of filling out the application or answering the Supplemental Questions.
Yes No 03 Do you possess a valid California Driver's License? Yes No 04 Check the type of driver's license you possess.
Note:
For out-of-state applicants, a valid driver's license is required and a valid California Class C driver's license must be obtained within ten (10) days of appointment (CA Vehicle Code 12505c).
Class C Class B Class A Out of State I have no driver's license, California or otherwise 05 Which option below best describes your highest level of education? (NOTE:
You will be required to verify your education level if you continue in the selection process.
) Some high school High school or G.
E.
D.
Some college Associate degree Bachelor's degree Master's degree Doctorate degree None 06 If you answered Associate's degree or higher for your education please enter your major here:
(If you do not have an Associate's degree or higher, state not applicable.
) 07 Tell us the reason you are interested in this internship and if selected, what you expect to gain from the experience.
08 How many years of experience do you have performing records management related duties? None Training only, or less than one year full-time work experience More than 1 year, but less than 3 years full-time work experience More than 3 years, but less than 4 years full-time work experience 4 or more years full-time work experience 09 This position requires a high level of experience using a personal computer.
Describe your overall computer skills and include the software (and version) you have used and briefly give an example of projects and/or responsibilities using these applications.
10 Which one of the following best describes your proficiency level with Microsoft Word? (To qualify for the Intermediate level, you must also be able to perform the functions at the Basic level; to qualify for the Advanced level, you must also be able to perform thefunctions at Basic and Intermediate levels.
) No Experience I do not have enough skills to meet the definition of the Basic level below BASIC:
Create, save, preview and print a basic document; edit selected text; changefont appearance; highlight text; format paragraphs with tabs, borders, shading andstyles; page setup, use auto correct.
INTERMEDIATE:
Insert graphic objects and visual effects to a document; add tables toa document or convert tables to text; add watermarks, borders, headers and footers; usethe word look up (thesaurus, dictionary); customize tables and charts; modify pictures indocument; create customized graphic elements; use templates; Insert content usingquick parts; control text flow; perform mail merge function; insert cover pages and tableof contents; track changes and comments; add hyperlinks.
ADVANCED:
uses macros for tasks; insert bookmarks, footnotes and endnotes; cross-referencesand citations; link documents to excel worksheets; send document toPowerPoint; merge documents; redaction function; hide text; add digital signature,restrict access and use passwords; create, protect and automate forms.
11 Which one of the following best describes your proficiency level with Microsoft Outlook? (To qualify for the Intermediate level, you must also be able to perform the functions at the Basic level; to qualify for the Advanced level, you must also be able to perform thefunctions at Basic and Intermediate levels.
) No Experience I do not have enough skills to meet the definition of the Basic level below BASIC:
Compose email messages; send and respond to messages; organize email intofolders; create contact information; schedule appointments; schedule meetings, managetasks and notes.
INTERMEDIATE:
Set calendar options; sort, find and filter messages; create distributionlists; share and delegate folder access; customize toolbar, menu bar, quick access toolbar and the To-Do bar; customize message options; assign, reply and track tasks; createpublic folders and send and post information.
ADVANCED:
Personalize with stationary and themes; create signatures; configure emailsecurity settings; group items and create search folders; apply conditional formatting;manage data files; create mail merge using contacts; archive messages.
12 Which one of the following best describes your proficiency level with Microsoft Excel? (To qualify for the Intermediate level, you must also be able to perform the functions at the Basic level; to qualify for the Advanced level, you must also be able to perform thefunctions at Basic and Intermediate levels.
) No Experience I do not have enough skills to meet the definition of the basic level below.
BASIC:
Create basic worksheets; create basic formulas; use basic functions; modifyand format a worksheet; print workbooks.
INTERMEDIATE:
Use advanced formulas; organize tables and worksheets; create andmodify charts; analyze data using Pivot tables and Pivot Charts; insert and modify graphicobjects in a worksheet.
ADVANCED:
Create and edit macros; conditional formatting; apply data validationcriteria; able to protect, share and merge files; trace cells and troubleshoot formula errors; uses data list outline; consolidate data and link workbooks; export and import textfiles and XML data.
13 Please indicate your work availability Monday-Thursday from 7:
00 AM to 5:
30 PM.
14 I understand that communications to me regarding this recruitment will be communicated by email, and that I will need to monitor my inbox/spam/junk email folder regularly to ensure that I do not miss any relevant communication.
Yes No 15 I hereby understand and declare that the statements on this supplemental questionnaire are true and complete to the best of my knowledge.
As applicable, I hereby authorize the Agency and/or designees to contact the references listed to verify the information I have supplied.
I hereby release from liability all persons and organizations furnishing such information.
I understand that the Agency reserves the right to validate information received on the supplemental questionnaire and that I will be subject to disqualification and/or termination if any statement in this supplemental questionnaire is found to be untrue or determined to be misleading.
Yes No Required Question Recommended Skills Administration Attention To Detail Audio Equipments Automation Business Administration Business Mathematics Estimated Salary: $20 to $28 per hour based on qualifications.
$16.
00 - $21.
00 HourlyLocation :
Chino CA 91708, CAJob Type:
Part-Time TemporaryJob Number:
007 23 24 20000133DivisionDepartment:
Records ManagementOpening Date:
07/20/2023Closing Date:
8/3/2023 11:
59 PM PacificTHE POSITION:
Are you interested in performing a variety of technical and administrative duties in support of the Records Management program? Do you have a knack for managing a full array of professional records management duties, ensuring accuracy and compliance? If so, the Inland Empire Utilities Agency is seeking a skilled and detail-oriented Intern to join our Records Management Unit.
At the Inland Empire Utilities Agency, we value and develop our Interns.
We recognize that our interns play a vital role in our organization and our goal is to provide our interns with real world experience that aids in their personal and professional development.
Our internships offer many benefits such as:
Valuable hands-on work experience Career development in their field of interest Professional and personal development Competitive compensation Flexible schedule At the Inland Empire Utilities Agency safety is critical.
The Agency is a regional wastewater treatment agency and wholesale distributor of imported water serving approximately 935,000 people over 242 square miles in western San Bernardino County.
Over 300 personnel contribute to the success of the Agency.
The Agency owns and/or operates, and maintains 5 water recycling facilities, 160 miles of sewer collection system, a potable water facility, 19 supply water well sites, 4 sewage lift stations, a recycled water distribution and storage system, 19 groundwater recharge sites, a 400,000-square foot indoor composting facility, and a 66,000 square foot Headquarters building.
There are one (1) internship opportunity in the Records Management Unit.
This recruitment is being conducted to fill one (1) vacancy and will establish an eligibility list which may be used to fill future vacancies as they occur during the active status of the eligibility list.
FLSA:
Non-Exempt Internships are limited to 25 hours week and 960 hours per fiscal year.
(July 1st to June 30th)Note:
Internship are not meant to be short term, for example, limited to summer, winter and/or spring breaks.
Individuals interested in short term internships will not be considered.
Work schedule is estimated to be approximately 20 to 25 hours a week;Office Hours are Monday through Thursday from 7 a.
m.
to 5:
30 p.
mThe successful candidate will perform a variety of technical and administrative duties in support of the Records Management program.
Must be a responsible, analytical and detailed oriented individual with excellent communication (written/oral) skills.
Great time management skills with the ability to work on multiple projects simultaneously and ability to work with all levels of Agency staff.
Additionally, must be willing to learn, and be flexible and assist with ad hoc projects as required in a fast paced and changing environment.
Advanced computer skills in Word, Excel, Access and Publisher are critical.
Intern staff work flexible hours as established by his/her respective supervisor.
While the Agency is flexible and will strive to work around an intern's schedule, an intern's work hours will vary and be mutually agreeable between the intern and his/her supervisor.
EXAMPLES OF
Essential Functions:
May include, but are not limited to the following:
Perform the full array of duties assigned including professional records management work.
Receive, scan and upload documents into the Agency's Electronic Records Management System (ERMS).
Participate in the summarization and indexing of a wide variety of documents for electronic and hard copy storage.
Perform quality control checks on documents uploaded by others.
May conduct records research, retrieval of documents and assist with Public Records RequestData input of taxonomies, spreadsheets, databases.
Assist with training and production of training materials.
Perform other related duties as required.
QUALIFICATION GUIDELINES:
EXPERIENCE AND EDUCATION:
Graduation from high school or G.
E.
D.
equivalent.
Graduation or current enrollment in undergraduate or graduate studies in an accredited college or university with course work in public administration, business administration, organizational administration or closely related field.
While no prior work experience is required, preference will be given to individuals with prior related professional work experience.
LICENSES AND CERTIFICATES:
A valid California Class C driver's license.
KNOWLEDGE OF:
Principles, practices, methods and techniques of records management; local, state and federal laws relating to retention requirements for a wide variety of documents; procedures, techniques and methods of document preservation; computer applications and database applications used in records management, word processing and standard computerized business programs; imaging processes, equipment and quality standards; the general functions of a municipal water/wastewater utility and associated record keeping requirements; information storage and retrieval systems; standard office practices and equipment; correct English usage, including spelling, grammar and punctuation; business mathematics; fundamentals of supervision; effective safety practices and procedures.
ABILITY TO:
Operate a personal computer and other standard office equipment; analyze records management problems, reach sound conclusions and recommend improved procedures and facilities; organize work, set priorities and provide advice and support to meet records management needs; exercise sound judgment within established guidelines; maintain information and generate reports utilizing computer equipment; code, file and retrieve a wide variety of materials/documents under a comprehensive records management system; prepare clear and accurate reports and other written correspondence; read and interpret documents such as operating instruction, journals, governmental regulation, federal and state laws, training materials, etc.
; establish and maintain effective working relationships with department managers, staff, vendors, members of the public and others encountered in the course of work.
SELECTION PROCESS:
All employment applications will be reviewed for accuracy, completion, relevant experience, education, training and other job-related qualifications.
Applicants with the strongest background relating to the responsibilities of this position will be invited to participate in the testing process which may include one or more of the following:
written test, oral interview, performance/practical examination.
The successful candidate will be required to pass a background/reference check and pre-employment physical examination including a drug screen (for safety sensitive position) at no cost to the candidate.
Please visit our website at www.
ieua.
org and select the Human Resources Department for additional information regarding the Agency, the hiring process and benefit information.
Any applicant requiring reasonable accommodation during the selection process due to a qualified disability must inform the Human Resources Office at (909) 993-1645 or email protected at least 72 hours in advance of the need for accommodation.
THE PROVISIONS OF THIS ANNOUNCEMENT DO NOT CONSTITUTE A CONTRACT, EXPRESSED OR IMPLIED, AND ANY PROVISION CONTAINED IN THIS BULLETIN MAY BE MODIFIED OR REVOKED WITHOUT NOTICE.
The Agency's success is obtained by creating a positive and diverse work environment which recognizes individual differences and experiences.
Interns are not eligible for Agency benefits.
01 I understand that I must thoroughly complete the Education (including high school information regardless of any additional higher education), Employment History (including contact information and reason for leaving), Certificates & Licenses, and Supplemental Questions sections of my application, as applicable.
This includes a detailed description of all work experience for at least the last ten years, if applicable.
I also understand that I may not submit resumes in lieu of filling out the application or answering the Supplemental Questions.
Yes No 02 I understand that failure to provide sufficient information may result in my application being rejected.
I also understand that I may not submit resumes in lieu of filling out the application or answering the Supplemental Questions.
Yes No 03 Do you possess a valid California Driver's License? Yes No 04 Check the type of driver's license you possess.
Note:
For out-of-state applicants, a valid driver's license is required and a valid California Class C driver's license must be obtained within ten (10) days of appointment (CA Vehicle Code 12505c).
Class C Class B Class A Out of State I have no driver's license, California or otherwise 05 Which option below best describes your highest level of education? (NOTE:
You will be required to verify your education level if you continue in the selection process.
) Some high school High school or G.
E.
D.
Some college Associate degree Bachelor's degree Master's degree Doctorate degree None 06 If you answered Associate's degree or higher for your education please enter your major here:
(If you do not have an Associate's degree or higher, state not applicable.
) 07 Tell us the reason you are interested in this internship and if selected, what you expect to gain from the experience.
08 How many years of experience do you have performing records management related duties? None Training only, or less than one year full-time work experience More than 1 year, but less than 3 years full-time work experience More than 3 years, but less than 4 years full-time work experience 4 or more years full-time work experience 09 This position requires a high level of experience using a personal computer.
Describe your overall computer skills and include the software (and version) you have used and briefly give an example of projects and/or responsibilities using these applications.
10 Which one of the following best describes your proficiency level with Microsoft Word? (To qualify for the Intermediate level, you must also be able to perform the functions at the Basic level; to qualify for the Advanced level, you must also be able to perform thefunctions at Basic and Intermediate levels.
) No Experience I do not have enough skills to meet the definition of the Basic level below BASIC:
Create, save, preview and print a basic document; edit selected text; changefont appearance; highlight text; format paragraphs with tabs, borders, shading andstyles; page setup, use auto correct.
INTERMEDIATE:
Insert graphic objects and visual effects to a document; add tables toa document or convert tables to text; add watermarks, borders, headers and footers; usethe word look up (thesaurus, dictionary); customize tables and charts; modify pictures indocument; create customized graphic elements; use templates; Insert content usingquick parts; control text flow; perform mail merge function; insert cover pages and tableof contents; track changes and comments; add hyperlinks.
ADVANCED:
uses macros for tasks; insert bookmarks, footnotes and endnotes; cross-referencesand citations; link documents to excel worksheets; send document toPowerPoint; merge documents; redaction function; hide text; add digital signature,restrict access and use passwords; create, protect and automate forms.
11 Which one of the following best describes your proficiency level with Microsoft Outlook? (To qualify for the Intermediate level, you must also be able to perform the functions at the Basic level; to qualify for the Advanced level, you must also be able to perform thefunctions at Basic and Intermediate levels.
) No Experience I do not have enough skills to meet the definition of the Basic level below BASIC:
Compose email messages; send and respond to messages; organize email intofolders; create contact information; schedule appointments; schedule meetings, managetasks and notes.
INTERMEDIATE:
Set calendar options; sort, find and filter messages; create distributionlists; share and delegate folder access; customize toolbar, menu bar, quick access toolbar and the To-Do bar; customize message options; assign, reply and track tasks; createpublic folders and send and post information.
ADVANCED:
Personalize with stationary and themes; create signatures; configure emailsecurity settings; group items and create search folders; apply conditional formatting;manage data files; create mail merge using contacts; archive messages.
12 Which one of the following best describes your proficiency level with Microsoft Excel? (To qualify for the Intermediate level, you must also be able to perform the functions at the Basic level; to qualify for the Advanced level, you must also be able to perform thefunctions at Basic and Intermediate levels.
) No Experience I do not have enough skills to meet the definition of the basic level below.
BASIC:
Create basic worksheets; create basic formulas; use basic functions; modifyand format a worksheet; print workbooks.
INTERMEDIATE:
Use advanced formulas; organize tables and worksheets; create andmodify charts; analyze data using Pivot tables and Pivot Charts; insert and modify graphicobjects in a worksheet.
ADVANCED:
Create and edit macros; conditional formatting; apply data validationcriteria; able to protect, share and merge files; trace cells and troubleshoot formula errors; uses data list outline; consolidate data and link workbooks; export and import textfiles and XML data.
13 Please indicate your work availability Monday-Thursday from 7:
00 AM to 5:
30 PM.
14 I understand that communications to me regarding this recruitment will be communicated by email, and that I will need to monitor my inbox/spam/junk email folder regularly to ensure that I do not miss any relevant communication.
Yes No 15 I hereby understand and declare that the statements on this supplemental questionnaire are true and complete to the best of my knowledge.
As applicable, I hereby authorize the Agency and/or designees to contact the references listed to verify the information I have supplied.
I hereby release from liability all persons and organizations furnishing such information.
I understand that the Agency reserves the right to validate information received on the supplemental questionnaire and that I will be subject to disqualification and/or termination if any statement in this supplemental questionnaire is found to be untrue or determined to be misleading.
Yes No Required Question Recommended Skills Administration Attention To Detail Audio Equipments Automation Business Administration Business Mathematics Estimated Salary: $20 to $28 per hour based on qualifications.
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