Logo
City of Long Beach

SENIOR SECRETARY

City of Long Beach, CA, United States

Save Job

City of Long Beach SENIOR SECRETARY in Long Beach , California

SENIOR SECRETARY

Salary: $55,668.00 - $75,368.00 Annually

Location: City of Long Beach, CA

Job Type: Unclassified - Full-Time, Permanent

Job Number: UNCL25-015

Department: Harbor - (UC)

Division: HARBOR-EXEC-HUMAN RESOURCES

Opening Date: 03/24/2025

Closing Date: 4/8/2025 11:59 PM Pacific

DESCRIPTION

THE PORT OF LONG BEACH IS SEEKING A SENIOR SECRETARY (This is an at-will position)

THE ROLE

The Port of Long Beach Human Resources Division is seeking a Senior Secretary to keep the division organized and running smoothly. Under general supervision, the Senior Secretary performs a wide variety of administrative and general office work for the Director and Assistant Director of Human Resources. The Senior Secretary serves as the liaison with other Port divisions/stakeholders, and is responsible for highly sensitive and confidential information. To be successful, a candidate must have excellent organization skills, attention to detail, both written and verbal communication, time-management, and customer service skills.

EXAMPLES OF DUTIES

HOW YOU GET TO CONTRIBUTE

  1. Maintain Microsoft Outlook calendars for HR Division leadership.
  2. Maintain HR records, employee files and confidential documents.
  3. Answer, screen and direct email correspondence and phone calls.
  4. Prioritize correspondence along with appropriate background materials for review.
  5. Compose, edit, and proofread final drafts for a variety of documents.
  6. Arrange travel for HR personnel.
  7. Make authorized business-related purchases.
  8. Maintain accurate records of financial transactions.
  9. Handle logistical and organizational tasks related to the Annual Statement of Economic Interests.
  10. Handle general employee inquiries about HR policies and procedures.
  11. Maintain confidentiality of sensitive employee data.
  12. Schedule use of conference and training rooms.
  13. Provide backup support for other HR Division clerical and administration staff.
  14. Organize, maintain and update confidential and specialized files.
  15. Create, maintain and update filing and tracking systems.
  16. May assist with the recruitment process.
  17. May assist with the on-boarding of staff and contractors.
  18. Perform other administrative duties as required.

REQUIREMENTS TO FILE

This full-time position requires regular in-office attendance at 415 W. Ocean Blvd., Long Beach, CA 90802. The selected party is required to be on-site, Monday thru Friday, 8:00 – 5:00 PM.

MINIMUM REQUIREMENTS

  1. High school diploma or GED is required; Associate’s or Bachelor’s Degree preferred.
  2. Three years or more of recent experience in an office or administrative support role is required.
  3. Prior experience as an assistant working for the head of a division/department desired.
  4. Proficiency in computer and word processing programs.
  5. Professionalism and ability to exercise independent judgment.
  6. Ability to prioritize and manage time effectively.
  7. Attention to detail in document preparation.
  8. Speed and accuracy in typing (minimum of 40 words per minute).
  9. Strong organization skills.
  10. Both written and verbal communication skills.
  11. Ability to work independently.
  12. Basic knowledge of operating office equipment.

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.

SELECTION PROCEDURE

The final filing date for this recruitment is Tuesday, April 8, 2025, at 11:59 PM PST. To be considered for this opportunity, you must submit a cover letter and a resume reflecting the scope of current/most recent organizations and responsibilities. Incomplete submissions will not be considered.

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
  • Paid Vacation, Personal Holidays and Sick Leave
  • Credit Union Membership
  • Free Bus Transportation (Long Beach Transit)
  • Free Employee Parking

Employer: City of Long Beach

Department: Harbor - (UC)

Address: 415 W. Ocean Blvd, Long Beach, California, 90802

Phone: (562) 283-7500

Website: City of Long Beach Careers

#J-18808-Ljbffr