Job Opening Title:
Federal Grant Records Intern
Name of Employer:
Community Development Dept., City of Cambridge
Job Site Location (City, State) :
Cambridge, MA
Application Deadline:
Minimum Degree Requirement:
Bachelors
Years of experience required:
Salary Range:
$18.41 per hour
Job Opening URL:
https://www2.cambridgema.gov/viewjoblisting.cfm?Job_ID=2923
Job Description (if URL to posting not available). Include instructions for how to apply.:
Department: Community Development Department
Job Title: Federal Grant Records Intern
Job Code: X202
Civil Service Position: Non Civil Service position
Union Affiliation: None
Hours Per Week: 16 to 19 hours/week, Hours are flexible but must be within regular City of Cambridge business hours.
AGENCY DESCRIPTION:
The Community Development Department (CDD) is the planning agency for the City of Cambridge. CDD undertakes a wide range of activities, encompassing community planning, public space planning, affordable housing development and preservation, economic development, transportation planning, and sustainability. The Department takes an interdisciplinary approach to manage and guide physical change in a manner consistent with the City’s priorities, engaging and collaborating with the public, community partners and other government agencies to make Cambridge a desirable place to live and work. The collection, analysis, and use of a wide variety of data is crucial to CDD’s mission.
ABOUT THE ROLE:
Under the direction of the Federal Grants Manager, the Federal Grant Records Intern will provide efficient and effective oversight of all Grant information and records; using existing resources, Intern will have flexibility to develop creative and innovative systems.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Make federal grants records easy to access by standardizing filing classification schemes, including labelling, developing a registry/inventory of the records, and updating and digitizing existing paper files.
Research regulatory requirements and recommend effective records retention and disposition schedules; maintain records as approved by the Federal Grants Manager.
Create instructions that align with the life cycle of information and records created by the federal grant programs.
Coordinate with Federal Grants Manager to develop organized filing systems and databases for files/documents that can easily be traced, disposed of, and appropriately preserved if records have permanent value.
Work with Federal Grants Manager to retire inactive physical records and ensure appropriate disposal of no longer needed records.
Perform other duties as assigned by the Federal Grants Manager.
Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
MINIMUM REQUIREMENTS:
Bachelor’s and/or master’s coursework in grants management, government, operations/document management, and/or library science or related field.
Knowledge of records management and/or document management methodologies.
Ability to create, innovate, and develop new filing systems; knowledge of filing systems; attention to detail and patience to file correctly.
Experience using Microsoft Office including Excel, PowerPoint, Outlook, Word, SharePoint, Teams, and/or Smartsheet.
Ability to work independently in an organized, efficient manner and juggle multiple projects.
Ability to research and learn new technical skills independently.
Excellent oral and written communication skills.
The City of Cambridge’s workforce, like the community it serves, is diverse; applicants must have the ability to work and interact effectively with individuals and groups with a variety of identities, cultures, backgrounds, and ideologies.
PHYSICAL DEMANDS: Ability to access, input, and retrieve information from a computer. Ability to read and analyze large quantities of information. Must have sufficient mobility to get back and forth from office.
WORK ENVIRONMENT: Work is conducted primarily in an office environment with fluorescent lighting, air conditioning, computers, and other standard office equipment, but may also involve meetings in other offices or facilities.
RATE: $18.41 per hour. Sick leave eligible; otherwise, this is not a benefited position. (rate is effective 3/1/23)
APPLICATION PROCEDURE:
Internal applicants submit a job bidding form and 2 copies of both your resume and cover letter. External applicants submit both your resume and cover letter via email to: employment@cambridgema.gov or to the Personnel Dept, Room 309, City Hall, 795 Massachusetts Avenue, Cambridge MA 02139. Fax 617-349-4312. Work samples will be requested at the time of an interview. Resume and cover letter requested by 09/27/22. Position will remain open until filled.
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