At Jacobs, we challenge what is currently accepted, so we can shape innovative and lasting solutions for tomorrow. Through the delivery of our operations and maintenance services, you’ll make it simpler and more seamless for our municipal clients to operate safely and efficiently, empowering communities to focus on what matters most to them - people. Jacobs is searching for a dynamic Administrative Intern to join our team in El Segundo, CA. In this role, you'll be responsible for assisting in the review and documentation of administrative procedures (e.g. the existing records management processes at the Edward C. Little Water Recycling Facility). With guidance, you’ll utilize an electronic tracking system for documents, including invoices, vendor records, and technical materials (e.g., engineering drawings and operational data). You’ll ensure accurate indexing for efficient document retrieval, minimize duplication, and assist in creating clear documentation such as cataloging policies or standard operating procedures. Effective communication with internal departments and occasional interaction with clients is required. Principal Areas of Responsibility • Responsible for filing plant/facility documents and records control in adherence with corporate standards • Coordinates with all department managers to acquire files/records needed to be archived • Organizes internal documents and/or files ranging from vendor files, invoices, to technical engineering drawings and specifications in a centralized system where each item can be found and retrieved easily without duplication of efforts • Assure documentation is properly indexed according to document management system guidelines • Responsible for assigning appropriate records retention instructions to documents and records per client/Jacobs standards • Responsible for complying with the rules and regulations set forth by Federal, Local, and State government regarding document management and maintenance • Immediately bring to management’s attention any suspected nonconformance regarding all facility procedures and/or legal requirements • Responsible for collecting and accurate data entry of financial information into a record management system • May assist the administrative coordinator with invoice matching of receipt information and photocopying • Other duties may be assigned Bring your team-focus, adaptability, and commitment to excellence, and we’ll help you grow what drives you - and deliver the world’s most challenging Operations Management projects, together. **The position requires the selected candidate to work between 16-20 hours per week (not to exceed 1,000 hours annually) during the calendar year. #ourjacobs #bia #omfs #challengeaccepted • In pursuit of an Associate's, Bachelor’s, Master’s degree, or Certificate program, majoring in Business, Office Administration, Library Science, or related degree program required • Knowledge of computer software, MS Office Suite and electronic document systems required • Knowledgeable with maintaining computer records • Ability to create and develop a records management system • Resourceful and possess the ability to analyze documentation using sound judgment • Strong attention to detail, organized, great communicator, and follow directives well • Must be proficient with computers • Must possess a valid CA Driver’s license with no major infractions Ideally, You’ll Also Have • High School Diploma or equivalent • Junior or Senior in college preferred • Previous internships or work experience related to Document/Records Management is preferred. Working Conditions & Physical Requirements The work area can involve a working environment indoors, as well as outdoors, which could cause exposure to outdoor elements; proper environmental attire will be required. Some areas can have loud noise, active machinery, high pressure fluid systems, electrical equipment, confined spaces, heights and depths, fumes, airborne particles, noxious gases, pathogens and various chemicals. Safety is of the utmost importance. The use of appropriate safety equipment will be mandatory in these areas to prevent hazardous contact. Must be able to sit, stand, stoop, twist and bend at the waist, turn, kneel, squat, raise arms above shoulder height, grasp, reach, perform repetitive hand movements and fine coordination when preparing reports and using a computer keyboard, have vision sufficient to read computer screens, printed documents and operate office equipment, have hearing in the normal range with or without correction. In an 8-hour time period must be able to transport self across the facility, ascend and descend stair steps, lift objects up to 50 pounds from floor level to waist height, wear and use appropriate safety equipment. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk and/or hear. The employee is frequently required to stand for extended periods; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb stairs or ladders or balance; stoop, kneel, crouch, or crawl and taste or smell. The employee must periodically lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and distance vision as well as the ability to distinguish color and shades. Technical dexterity is required in performing chemical and instrumental analytical procedures. Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly exposed to outside weather conditions. The noise level in the work environment is usually moderate. The employee may be exposed to odors, silica, dust, fumes, smoke, gases, greases, oils, electrical energy, solvents and vibrations. The employee may work on slippery/uneven surfaces, around machinery with moving parts, moving objects/vehicles, and ladder/scaffolding, below ground and may be exposed to water and other liquid materials. The employee will be expected to follow the H&S Manual guidelines and wear the appropriate PPE as instructed. Jacobs is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, religion, creed, color, national origin, ancestry, sex (including pregnancy, childbirth, breastfeeding, or medical conditions related to pregnancy, childbirth, or breastfeeding), age, medical condition, marital or domestic partner status, sexual orientation, gender, gender identity, gender expression and transgender status, mental disability or physical disability, genetic information, military or veteran status, citizenship, low-income status or any other status or characteristic protected by applicable law. Learn more about your rights under Federal EEO laws and supplemental language.