Records Assistance Internship
Internship Title: Records Assistance Internship
Department Name: Development Services
Expected Fill Date: September 2026
Preferred Education Level (Currently enrolled in): Undergraduate College
Number of Internships Available: 1
In-person
Hours: Any day of the week between 7 a.m. and 4 p.m. No weekend work will be conducted.
Date Posted: 8/3/26
Internship duration: One Year
Internship description: This internship will support a Records Assistance (RA) project to organize, document, archive, and/or shred approximately 2,000 paper records previously tracked in PTS, which will be retired in FY 2027. As part of this transition, the intern will help review, categorize, and shred documents and enter the related information into a new spreadsheet so staff can continue to locate in the I drive, assist with covering reception. This role does not replace any City employee. The intern’s duties are limited to assisting with this specific project and do not replace permanent staff
responsibilities.
The intern will assist the Records Assistance Team with tasks that support the organization, documentation, and long-term preservation of the department’s paper records. These responsibilities are connected to a one-time project and will not replace the work of any City employee.
A. Reviewing and Organizing Paper Files
The intern will work with Records Assistance staff to examine paper files stored in our Mission Valley location. The intern will help identify the types of documents in each file and ensure that the files and applications are unstapled and ready for shredding, in accordance with the department’s standard filing and record retention practices. Tasks will primarily include lifting boxes up to 25 lbs. and data entry and shredding.
B. Label and Prepare New Files: After each file has been reviewed, the intern will assist with creating clear and accurate labels that describe the content. The intern will also help prepare the files for long-term storage so they can be easily located, retrieved, or disposed of in the future according to approved record retention timelines.
C. Check in Customers, update Spreadsheet while supporting RA. Assisting with customers, using the spreadsheet created in Microsoft Excel to record information about each customer’s appointment. These efforts will ensure staff can continue to assist customers with updated forms while expired documents are destroyed as we go digital with this task; data entry will be required.
1. Develop proficiency in organizing and filing microfiche records
By the end of Month 3, the intern will have learned to review, categorize, and shred at least 50% of the assigned physical records, following all established procedures with minimal corrections.
2. Build strong Excel and Data Entry skills
Within the first 6 months, the intern will learn to accurately enter and maintain data creating new spreadsheets. Will have learned the filing system and how to greet the public. The goal is to have the intern demonstrate consistent accuracy (99% or higher) in data entry based on periodic quality checks.
3. Understand and apply governmental recordkeeping, filing, and customer greeting standards
By Month 9, the intern will be able to fully understand the department’s filing and storage guidelines and apply them correctly when assisting with data entry, greeting the public, shredding documents, and having knowledge of microfiche and microfilm
Interns must be currently enrolled in an academic program. Please select school name in application. Please personalize your cover letter for the application (there is the capability to post three different letters if you are applying for multiple opportunities). You will need to provide proof of enrollment in an academic program if selected. To expedite the process you may attach proof in your application. Please allow for 6-8 weeks for the City of San Diego intern on-boarding process from posting date. If you have not received a response 8 weeks after your application, please contact PBLAIR@SANDIEGO.GOV.
