SECRETARY

Job Description

DESCRIPTION

The Department of Financial Management’s Fleet Services Bureau is seeking a highly organized, detail-oriented Secretary to provide administrative support, coordinate daily office operations, and serve as a central point of contact for staff, City departments, and external stakeholders. This position is located at the Fleet Services Bureau, 2600 Temple Avenue, Long Beach, CA.

THE COMMUNITY

Ideally located on the Pacific Ocean south of Los Angeles, adjacent to Orange County, the City of Long Beach, California (population 470,000) is frequently described as a series of strong, diverse interwoven smaller communities within a large city. Enjoying an ideal Southern California climate, Long Beach is home to an abundance of cultural and recreational options. The Long Beach Convention Center, Aquarium of the Pacific, Queen Mary, and the annual Acura Grand Prix of Long Beach, plus a wide variety of other attractions (two historic ranchos, three marinas, and five golf courses), serve to draw 6.5 million visitors a year. The City is also home to California State University, Long Beach and Long Beach City College. Cal State Long Beach is the second largest university in the state and was recently ranked the No. 3 best-value public college in the nation. Serving the K-12 student population, the Long Beach Unified School District consistently ranks among the Top 10 urban school districts in the country. Covering approximately 50 square miles, Long Beach is supported by a wide mix of industries with education, health and social services, manufacturing, retail trade, and professional services comprising the highest representation. Long Beach was named by America’s Promise Alliance as one of the 100 Best Communities for Young People two years in a row. While it offers all the amenities of a large metropolis, many say Long Beach offers the added benefit of having maintained a strong sense of community and cohesiveness despite its growth. Long Beach is the seventh largest city in California and has been referred to as the "most diverse city" in the country by USA Today. A superb climate, quality schools, a vibrant downtown, and a wide variety of neighborhoods help make Long Beach one of the most livable communities in the country.

CITY GOVERNMENT

Long Beach, a charter city formed in 1897, is governed by nine City Council members elected by district and a city-wide elected Mayor. Other elected officials include the City Attorney, City Auditor, and City Prosecutor. The elected officials are elected to staggered four-year terms. The City Council appoints the City Manager, City Clerk, and Director of Police Oversight. The City Manager is responsible for the efficient administration of all City departments, excluding those under direction of a separately elected official, Board, or Commission. Long Beach is one of only three cities in California with its own Health Department and one of the very few municipalities with its own Utilities (Water and Gas) and Energy Resources Departments. The City is supported by a FY 2026 total budget of $3.7 billion with a General Fund budget of $772 million. More than 6,000 full- and part-time employees support municipal operations with the majority being represented by eleven recognized employee associations. To learn more about the City of Long Beach, go to: www.longbeach.gov.

THE DEPARTMENT

The Department of Financial Management, with 257 authorized permanent positions, oversees the City’s financial and fleet services operations (each constituting about half of the department’s employees) and serves as a financial adviser to the City Manager and City Council. The Department is organized into the following bureaus: Administration, City Controller/Accounting, Budget Management, Business Services, Commercial Services, Fleet Services, and City Treasurer. The Department’s mission is to help the City Manager, Mayor and City Council keep the City financially strong, and to provide high quality fleet operations. The Department has an informal/relaxed personable work environment, but one expecting high productivity, dedication with integrity, and the best interests of the City always in mind.

THE POSITION

The Secretary position is a key administrative support role responsible for coordinating daily office operations and ensuring the efficient functioning of the Fleet Services Bureau. Reporting to the Bureau Manager, this position serves as a central point of contact for staff, management, City departments, and external stakeholders. The Secretary is responsible for managing calendars, scheduling meetings and appointments, coordinating travel and training arrangements, preparing correspondence and reports, maintaining records and files, and supporting a wide range of administrative functions.

As an integral member of the Fleet Services Bureau team, the Secretary provides high-level organizational and clerical support while exercising sound judgment, professionalism, and discretion in handling sensitive and confidential information. This position is responsible for preparing meeting materials, recording and distributing meeting minutes, coordinating requests from the City Council, City Manager's Office, and other clients, and maintaining Bureau resources including desk manuals, flyers, and administrative records. Additionally, the position assists with processing purchase orders, invoices, contracts, and other administrative transactions required to support Bureau operations.

The successful candidate will be highly organized, detail-oriented, and customer-focused, with the ability to manage multiple priorities in a fast-paced environment. The position requires strong communication and interpersonal skills, the ability to work effectively with employees at all levels of the organization, and proficiency in a variety of office technology and software applications. The Secretary may also provide guidance and oversight to clerical staff and represent the Bureau at community meetings and events as needed. Through effective coordination, communication, and administrative support, this position plays a critical role in helping the Bureau achieve its operational goals and deliver high-quality service to internal and external customers.

A valid driver’s license, or the ability to arrange necessary and timely transportation for field travel, may be required for some assignments.

IDEAL CANDIDATE

The ideal candidate will be a highly organized, customer-focused professional with exceptional communication and administrative skills. They will possess the ability to manage multiple priorities, maintain confidentiality, and provide responsive support to Bureau leadership, staff, and stakeholders. The successful candidate will be proactive, detail-oriented, and adaptable, with strong judgment and the ability to work independently while supporting a collaborative team environment.

EXAMPLES OF DUTIES

• Receives and screens phone calls, mail, visitors, and other inquiries; schedules appointments and meetings;
• Maintains calendars and coordinates travel, training, and meeting arrangements;
• Prepares, types, and distributes correspondence, reports, records, meeting minutes, and other documents, including confidential materials;
• Composes routine correspondence and compiles information for reports and records;
• Maintains Bureau files, records, manuals, and other administrative materials;
• Coordinates requests from the City Council, City Manager's Office, City departments, and the public;
• Processes purchase orders, invoices, contracts, and related documents;
• May represent the Bureau at meetings and community functions;
• May supervise other clerical personnel;
• 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, which may include prior work experience outside of the City of Long Beach.

DESIREABLE QUALIFICATIONS

• Associate's degree (or 60 units of college level coursework) in Business, Public Administration, or related field.
• Experience in the public sector (e.g., government agency)
• Proficiency in the use of computers including email, internet, and office productivity software (e.g., Microsoft Office).

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 PM on Monday, November 23, 2026. To be considered, applicants must complete the online application and submit a cover letter, resume, and proof of education 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. For questions regarding this recruitment, please contact (562) 570-7008.

The City 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 characteristics protected by applicable federal, state, or local law. We value diversity in our workforce and are committed to creating a workplace where every employee is respected and included. We strive to reflect the diversity of our community at all levels of the organization, promote fair and equitable employment practices, advance equity, and inclusion through our work with staff and community partners, and promote transparency by publishing workforce demographic information, including diversity and pay data 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 is committed to maintaining fairness and transparency in our hiring practices. We believe in providing equal opportunities to all applicants and ensuring that every applicant is evaluated based on their qualifications and merit. If you believe that you have been unjustly disqualified based on minimum qualifications for an unclassified job opportunity, you have the right to appeal the decision. Find out more about the Unclassified Applicant Appeal Process by visiting Applicant Appeal Process (longbeach.gov) .

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) 570-7008.

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.

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: 11/23/2026 11:59 PM Pacific