Historical Archives College Intern

City of Gilroy Gilroy, CA, California
archives intern supplemental communication archival volunteer intern engagement historian gamification transcription team management
March 16, 2022
City of Gilroy
Gilroy, CA, California

Job Details
Historical Archives College Intern

This listing closes on 4/10/2022 at 11:59 PM Pacific Time (US & Canada); Tijuana.


$0.00 Annually


CA 95020, CA

Job Type



City Administration

Job Number

FY 21/22 -00037

Closing date and time

4/10/2022 at 11:59 PM Pacific Time (US & Canada); Tijuana

  • Description

  • Benefits

  • Questions

The City of Gilroy is seeking a graduate-level 2022 summer college intern to work in the area of Communications and Engagement in the Administration Department

The intern will participate and work with the City Clerk’s office and the City Historian to research gamification for the transcription of historical documents to assist in developing the City Historian webpage.
This exciting opportunity will be supervised and work under the direction of the Communication and Engagement Manager, researching, preparing, and implementing an archival program for the City’s hard-copy photographs and slides

Implementation will include sorting, dating, and digitizing for the ease of accessibility for future generations.

Gilroy’s small Communication and Engagement team is dedicated to bridging the gap between the decisions of local government and the community through providing timely, engaging, and important information, and when deemed important, consulting with and receiving feedback from the community

Our team uses various tools such as Express Emails, News Flashes, and Social Media to inform residents about City services, initiatives, and programs. 

Internships can start as early as May 1, 2022 and end as late as September 30, 2022.
This unpaid volunteer internship is offered at 15 hours per week with flexible scheduling

Summer Interns may request a schedule of their choice during standard work hours as described below

The office start and end date of the internship will be determined at the time of hire

Work hours are generally Monday – Friday between 8:00am – 5:00pm.


  • Be passionate about History, and interested in digital recordkeeping, record preservation best practices, and archival practices. 
  • Be self-motivated with a firm grasp on archival preservation. 
  • Possess excellent interpersonal, oral and written communication skills. 
  • Have strong computer skills with proficiency with Microsoft Office including Word, Excel, and Outlook. 
  • Exercise good project management skills.  
  • Have experience developing webpage content. 
  • Have some experience with electronic records management systems such as Laserfiche is helpful. 
  • Be able to multi-task, take direction and take initiative with assigned projects.

Examples of Duties / Knowledge & Skills


  • Work with City Historian and City Clerk staff to identify records and document of historical significance. 
  • Implement and prepare an archival program for City’s hard-copy photographs and slides. 
  • Research gamification for the transcription of historical documents. 
  • Assistance in website development. 
  • Other duties assigned.

Minimum qualifications & Requirements


  • College majors in Records Management, Archive Science, History, or a related area of study may apply for this internship and should be one of the following: 
  •          - A current college student entering, or currently enrolled in a Master’s program. 
  • Must pass a background check, including a Department of Just criminal record check for employment. 
  • Prefer non-tobacco user. 

Supplemental information

If you are interested in pursuing this exciting career opportunity please attach and submit the following required items with your NEOGOV application:

  • A completed City of Gilroy online application including supplemental responses.
  • A detailed cover letter expressing your interest in the position with the City of Gilroy is preferred. 
  • A detailed resume that highlights your related skills and experience is preferred. 
  • College Transcripts
City Application Form – Candidates must complete the NEOGOV City of Gilroy application form for this position and submit online

Please prepare attachments prior to completion of the NEOGOV application as incomplete applications will not be accepted.
Apply Online: Go to https://www.governmentjobs.com/careers/cityofgilroy

You can apply online by clicking on the job title you are interested in and clicking on the "Apply" link

After viewing the Job Description, click the 'Apply' tab

If this is the first time you are applying using our online job application, you will need to create an account and select a Username and Password

After your account has been established, you can import your resume from LinkedIn, upload it from a saved document on your computer, or manually enter your personal information

This application will be saved and used to apply for future job openings.

Recruitment Schedule – Key Dates*

  • Application Closing Date:  April 10, 2022
  • Interview: April 18, 2022
  • Finalist Interview: TBD
(*Note: The examination process/schedule may be changed as needed by the City.)

Only complete application packets will be reviewed

Only the most qualified applicants with the most relevant experience and education will be invited to continue in the selection process

In addition, final candidates for the position are required to pass an employment background check, State of California Department of Justice criminal records check, medical evaluation, and drug screen, given at the City's expense, prior to appointment

If special accommodations are necessary at any stage of the selection process, please contact the Human Resources Department right away 408-846-0228.
 Attention: Communication regarding your status in this recruitment process will be conducted via e-mail

Be sure to include an e-mail address on the employment application

Applicants are responsible for notifying Human Resources of any changes to an e-mail address and/or other contact information. THE CITY OF GILROY IS AN EQUAL OPPORTUNITY EMPLOYER

Other Information
Part-time employees are non-benefited, at-will positions

Part-time employees are enrolled in the PARS retirement system with the City making an employer contribution and the employee contribution (6.2%) being deducted from your payroll check

The PARS retirement system is in lieu of participating in social security

You will, however, participate in the Medicare portion of social security as that is a required program. 

Work Hours
Part-Time employees must have availability to work the designated work schedule for the position and must be available to work additional or less hours as needed

The maximum work hours are 25 hours per week and may not exceed 108 hours per month.

All City employees are paid monthly, on the first business day of each month for the prior calendar month via direct deposit.

Special Note
All recreation employees will attend a once-a-year, week-long training session which usually occurs during the second week of June.


The supplemental information that you provide will be evaluated along with your completed application

This includes the required documents (i.e

cover letter, resume, or certifications) and responses to the supplemental questions below

Some questions may include multiple parts (i.e., (a), (b), (c), (d), etc.)

Please make sure to address each part of the question in your answers

Responses to the supplemental questions that indicate, "see resume" are considered incomplete

The information you provide will be used to further identify those applicants who are best qualified to continue in the selection process for this position

Note: Failure to provide all of the required documents will result in the application being rejected as incomplete

Please refer to the "Application Process" section of the job announcement for required documents

By checking the 'Yes' response below, I indicate that I have read these instructions under "Application Process" for submitting a complete application and have attached all the required documents

I understand that written responses to the supplemental questions along with attachments as noted in the job announcement are required in order to evaluate my qualifications for this position and for my application to be considered complete.

  • Yes

  • No


Please indicate your highest level of education.

  • Masters degree or higher in a related field

  • Masters degree or higher in a non-related field

  • Bachelors degree in a related field

  • Bachelors degree in a non-related field

  • Associates degree in a related field

  • Associates degree in a non-related field

  • High School Diploma or GED

  • No High School Diploma or GED


Please select the option that best describes your experience in archiving historical documents.

  • 6 years or more

  • 5 years or more

  • 4 years or more

  • 3 years or more

  • 2 years or more

  • 1 year or more



Please describe your interests as it relates to this position and what you hope to gain from this internship opportunity.


What are your career goals after completion of your degree program?


Please describe any direct work experience that you possess that is related to the work of this internship and any classes you have completed that will assist you if you are selected for this internship.


Please describe any knowledge or experience you have in developing digital archives and transcription gamification for historical records.


Please answer the following regarding your availability:

Are you available to volunteer at least 15 hours per week between the months of May to September?

With your school schedule in mind, please list the first date and last date you are available to volunteer for this internship.


Please list three work or school-related references with contact information. (Note: references will not be contacted without candidate's authorization and this step is not completed until after the interview process.)

* Required Question

City of Gilroy




7351 Rosanna Street

Gilroy, California, 95020

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