SENIOR SECRETARY

Job Description:

SENIOR SECRETARY

Description

DESCRIPTION

The Role...

The Harbor Department is seeking to fill a Senior Secretary position in the Environmental Planning Division. Under general supervision, theSenior Secretary provides a wide variety of secretarial, administrative, and general office work for the Director and the Division. The Senior Secretary serves as a central point of liaison with other Port divisions, Commissions, and Executive Offices. This role is responsible for highly sensitive and confidential information.

The Team...
The Environmental Planning Division is responsible for creating and managing programs related to environmental compliance and enhancement. Guided by our award-winning Green Port Policy, it is dedicated to reducing harmful air emissions from port-related operations, improving water quality in the harbor, protecting marine wildlife and implementing environmentally sustainable practices throughout the Port. It is divided into five sections: Air Quality, Water Quality, Remediation, Sustainability, and CEQA/NEPA.

EXAMPLES OF DUTIES

How you get to contribute...

• Provide secretarial and administrative support to the Director, Assistant Director, and Division staff members.
• Maintain the Director's calendar. Coordinate, schedule, arrange and confirm meetings, appointments, conferences, and hearings with internal and external candidates, including high level representatives of regulatory agencies; screen requests for appointments.
• Schedule and organize special events, catering requests and boat tours.
• Route, review and submit Board Memorandums via EDRMS and Legistar and ensure all supporting documentation is attached on a biweekly basis before required deadlines.
• Review, route for signature and submit Information Only and Board Update Memorandums to the Commission Office before required deadlines, as needed.
• Initiate, proofread and edit Division correspondence and route in EDRMS. Lead special mailing efforts and maintain Division master mailing list.
• Review and process invoices for contracts including review of billing information, contract expiration dates, city licenses and contract amounts.
• Prepare, track, review and process invoices, direct payments, imprest cash vouchers and purchase orders in Munis.
• Coordinate staff travel arrangements. Process staff travel requests and travel reimbursements.
• Prepare presentations and other supporting materials for meetings.
• Answer, screen and direct telephone calls and take messages.
• Organize and maintain electronic and hard copy files.
• Analyze administrative needs and implement new processes.
• Assist staff with project-related clerical needs, such as copying and scanning.
• Act as backup for other clerical and administrative duties as required.
• Perform other duties as required.

REQUIREMENTS TO FILE

What we’re looking for...

• Three years of work experience in a responsible secretarial or clerical support role required.
• High school diploma or equivalent is required.
  
• Prior experience directly supporting an executive, division head, or equivalent in a fast-paced environment.

Technical Skills Required...

• Ability to effectively use MS Office, including Word, Excel, Outlook, and other related applications.
• Must have excellent proofreading and editing skills and be detail-oriented.
• Mathematical skills are required to review invoices, calculate/verify prices, and resolve discrepancies.
• Ability to file in chronological, alphabetical, and numerical order.

Additional Requirements...

• Must be able to adapt and use new software programs, as applicable.
• Must have high-level organizational and planning skills so that workflow is managed efficiently and accurately; must be able to set priorities, take initiative, and exercise sound independent judgment within areas of responsibility in accordance with regulations, policies, procedures, and Director's preferences.
• Ability to gather information, identify and research resources, and find solutions.
• Must be able to arrange transportation to perform work-related duties, including going to meetings and work-related events.
• Must be able to handle confidential department and employee information with complete discretion; tact, diplomacy, and discretion in dealing with sensitive and confidential situations is essential.
• Ability to stay focused and remain on task while handling frequent interruptions.

Desirables...

• Two (2) or more years of college experience is desirable but not required.
• Prior Port or City experience is a plus.

How to stand out...
To REALLY catch our attention, your profile and experience will demonstrate the following professional attributes and strengths:

• Strong interpersonal skills, with the ability to work effectively both independently and in a team environment.
• Excellent oral and written skills, and an ability to effectively communicate ideas in a clear, concise, and professional manner.
• Motivated to take on new tasks and learn new processes as necessary.

Why we want to hear from YOU...
The Port of Long Beach is committed to creating an inclusive, equitable and diverse work environment, with the ultimate goal of making BELONGING a norm. We hire amazing, qualified teammates from a wide variety of backgrounds and experiences. We recognize that embracing our differences and establishing an environment that encourages a diversity of viewpoints and perspectives, makes us a stronger, more effective organization. We invite all of our teammates to bring their whole selves to work. We are huge advocates of LIFE/WORK BLEND - where LIFE leads the pack! Our teammates arrive daily with the ethos to collaborate, foster intellectual curiosity and provide unparalleled service. If you share these values and our enthusiasm, your next career opportunity is with THE PORT OF CHOICE!

To learn more about the Port of Long Beach, visit our website at www.polb.com .

Special Note:
This is an "at-will" position. The appointed candidate will serve at the discretion of the Port of Long Beach and can be terminated at any time. In such an event, the candidate has no right to any appeal or grievance procedure under any rule or regulation of the City of Long Beach.

SELECTION PROCEDURE

How do we start the conversation?

APPLICATION & RECRUITMENT SCHEDULE

The job posting will close on January 9, 2025, at 11:59 p.m. PST. Individuals determined to be most qualified will be invited to participate in the selection process.

The Port reserves the right to extend the closing date without notice in order to accept additional applications.

To be considered for this opportunity, please submit a cover letter, resume and proof of diploma or equivalent (copy of GED, diploma, or unofficial transcript) with your application in PDF format. Incomplete applications or applications that do not meet the minimum requirements will not be considered.

Fair Chance Act

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 Port of Long Beach is an Equal Opportunity Employer

We do not discriminate based on race, religion, color, national origin, sexual orientation, gender, gender identity, gender expression, age, status as an individual with a disability or other applicable legally protected characteristics.

www.polb.com

Employee Benefits

The City of Long Beach offers its employees opportunities to grow personally and professionally.As a permanent employee, you are eligible to receive fringe benefits that include:

• Medical and Dental Insurance

• Life Insurance

• Retirement Plan (P.E.R.S.)

• Paid Vacation, Personal Holidays and Sick Leave

• Deferred Compensation

• Credit Union Membership

• Free Bus Transportation (Long Beach Transit)

• Flexible Spending Accounts

• Free Employee Parking
• Paid Parental Leave*
*Paid Parental Leave - after six (6) months of City employment; up to 30 calendar days (160 hours/192 hours for sworn platoon) of PPL, taken in full-day increments, in connection with the birth, adoption, or foster placement of a child, up to the age of seventeen (17).

Closing Date/Time: 1/9/2025 11:59 PM Pacific

Salary:

$26.67 - $36.11 Hourly