SECRETARY at City of Long Beach

THE DEPARTMENT

The mission of the Department of Public Works is “to maintain and enhance the City’s infrastructure and environment for the benefit of the public.” The Department’s core services are focused on providing for and maintaining safe and efficient infrastructure for the community, providing for sustainable environmental protection including water quality and waste collection and diversion, and safely and efficiently designing, constructing, delivering, protecting and maintaining services for public facilities and public rights-of-way. The Department has six bureaus: Business Operations, Engineering, Environmental Services, Project Management, Public Service, and Transportation Project Management. The Department has over 580 budgeted positions with an annual operating budget of $250 million and an annual capital improvement program budget of $150 million. Additional information on the Department can be found at www.longbeach.gov/pw.

THE POSITION

The Department of Public Works has an immediate opening for an unclassified Secretary in the Business Operations Bureau. This position reports to the Business Operations Bureau Manager and plays a key role in support of a busy and vibrant organization. The successful candidate will be a highly organized professional individual with excellent office skills that performs a wide variety of responsible secretarial, clerical and general office work for a department head.

EXAMPLES OF DUTIES

Duties of the position may include, but are not limited to:

• Provides support to the Business Operations Bureau Manager for scheduling appointments and meetings
• Answers phone calls on the general Bureau telephone number, directing callers to the appropriate information source
• Maintains calendars and address book for the Bureau and Bureau Manager
• Maintains files, documentation and correspondence for Bureau Manager projects
• Takes, types, and distributes minutes of meetings
• Coordinates requests from the City Council, City Manager's Office, Director's Office, or other partners and clients
• Assists with Council letter scheduling and document transmittals
• Assists with job interview candidate document processing, may conduct reference checks
• Represents the Bureau at various community functions
• Compiles information and data for use in preparing various records and reports
• Interprets departmental policies, procedures, and operations to the public or City personnel
• May supervise clerical personnel
• Orders office supplies for Bureau Administration
• Completes travel request forms and schedules transportation, hotel and other reservations needed for attendance at Bureau-related conferences
• Performs other related duties as required

REQUIREMENTS TO FILE

MINIMUM QUALIFICATIONS

• Education equivalent to graduation from high school
• Five (5) years of progressively responsible secretarial/clerical experience
• A valid Class C Driver License

DESIREABLE QUALIFICATIONS

• Three (3) years of progressively responsible experience providing direct administrative support to an executive or manager
• Currently certified as a California Notary Public or have an interest in the California Notary Public appointment

SUCCESSFUL CANDIDATES WILL DEMONSTRATE

• Exceptional verbal, written and customer service skills including the ability to maintain confidentiality
• Excellent planning, interpersonal, and time management skills
• Flexible and adaptable with respect to changing priorities
• Strong attention to detail
• Ability to work well with all levels of City government, residents and businesses
• Skilled in spelling, grammar, punctuation, and English language skills
• Experienced in a wide range of software, including Word, Excel, PowerPoint, social media, and Outlook

SELECTION PROCEDURE

This recruitment will close at 11:59 p.m. on July 1, 2024. To be considered, applicants must submit a cover letter and resume in PDF format. Applications will be reviewed for depth and breadth of experience, and for level and relatedness of education. The most qualified candidates will be invited to participate in further selection procedures.

Applicants who do not meet the minimum requirements, including submission of all required attachments, will not be considered.

The City of Long Beach is an Equal Opportunity Employer. We value and encourage diversity in our workforce. The City of Long Beach is committed to creating a workplace where every employee is valued for who they are. Having our workforce reflect the diversity of our community at various levels of the organization is a continuous goal embraced by our departments, management staff, and policymakers. To support efforts of fairness and diversity, City Leadership is committed to incorporating equity and inclusion into our work by supporting staff and community partners. We are committed to promoting transparency by publishing updated demographic information for employees, including workforce diversity data and pay by race and gender.

The City of Long Beach will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You are not required to disclose your criminal history or participate in a background check until you receive a conditional job offer. If the City of Long Beach has concerns about a conviction that is directly related to the job after making a conditional job offer and conducting a background check, you will have the opportunity to explain the circumstances surrounding the conviction, provide evidence to mitigate concerns, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting https://calcivilrights.ca.gov/fair-chance-act.

The City of Long Beach intends to provide reasonable accommodations in accordance with the Americans with Disabilities Act of 1990. If special accommodation is desired, or if you would like to request this information in an alternative format, please call (562) 570-6314.

In support of the City’s Language Access Policy, bilingual skills (Spanish, Khmer and/or Tagalog) are desirable for positions interacting with the public.

For technical support with your governmentjobs.com application, please contact (855) 524-5627.