Suez-Na Records Management/Office Assistant Intern in El Segundo, California
- About SUEZ*
We are at the dawn of the resource revolution. In a world facing high demographic growth, runaway urbanization and the shortage of natural resources, securing, optimizing and renewing resources is essential to our future. SUEZ (Paris: SEV, Brussels: SEVB) supplies drinking water to 92 million people, delivers wastewater treatment services to 65 million, recovers 16 million tons of waste each year and produces 7 terawatt hours of local and renewable energy. With 82,500 employees, SUEZ, which is present on all five continents, is a key player in the sustainable management of resources. SUEZ generated total revenues of $16.5 billion in 2016.
This is an Intern position and the individual is expected to review current records management practices and create flow diagrams to map out present practices. This is a project-oriented assignment, responsible for organizing the facility’s filing system with a focus on document and records control. The individual will be responsible for gathering the existing silo data located on various computer files and/or shared drives, sitting in file cabinets, on bookshelves, and in storage bins at the Edward C. Little Water Recycling Facility, and assembling the information into a centralized Document Management System. The Individual will create and develop (with the assistance of United Water’s corporate support) an electronic record and information tracking system for various types of files ranging from standard invoices, vendor files, to technical files including engineering blue prints/drawings, technical specifications, operational data, etc. Individual will ensure documentation is properly indexed according to document management system guidelines, and is properly linked to the system for successful access, retrieval and elimination of duplication of efforts. Individual will maintain the system in an appropriate computer software medium, and write Cataloging Policy and/or SOP with the assistance of United Water’s corporate support. Individual must interface and coordinate movement of files with all department managers and in some cases with the client and possess effective communication skills. Performs additional duties as assigned and reasonably related to the position.
Under the direct supervision of the Human Resource Manager, performs work responsibilities.
The Intern work arrangement varies in conjunction with their school program, not to exceed 1,000 hours annually, and must be approved by the manager.
Must be enrolled in an accredited college degree program, or Certificate program, majoring in Business, Office Administration, Library Science, or related degree program required.
o Must possess a valid CA Driver’s license
o High School Diploma or equivalent is required.
o Preferred Junior or Senior in college
/Special Skills/Abilities Needed/*/:/
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.
/Nature & Scope-Principal Areas of Responsibilities:/*
Reponsible for identifying all plant/facility documents and records to be controlled.
Coordinates with all department managers to acquire files/records needed for indexing and to discuss and map out current records management practices.
Organizes all 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.
Assures documentation is properly indexed according to document management system guidelines.
Will be responsible for utilizing United Water’s Iron Mountain Records Retention Guide to assign appropriate records rentention instructions to documents and records.
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.
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 use hands, fingers, and handle, or feel. The employee is regularly required to talk and hear in moderate noise levels. The employee is frequently required to stand, walk, sit, and reach with hands and arms. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to focus at a computer terminal for long periods of time.
- 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.
The employee is occasionally exposed to wet and/or humid conditions, outside weather conditions and vibrations. The noise level in the work environment is usually moderate.
/Work Experience Needed/*/:/
Previous internships or work experience relating to Document/Records Management preferred.
El Segundo, California, United States
Records Management/Office Assistant Intern
El Segundo, California, United States