DESCRIPTIONThe Fire Department has an immediate opening for a full-time unclassified Secretary in its Fire Prevention Bureau. This position reports directly to the Deputy Chief of Fire Prevention and plays a key role in supporting a fast-paced environment.
THE DEPARTMENT
LBFD has over 550 full-time employees assigned to four bureaus: Administration Bureau, Fire Prevention Bureau, Operations Bureau, and the Support Services Bureau. The mission of the Long Beach Fire Department is to protect lives, property, and the environment and improve the quality of life and safety of the community. This is accomplished by maintaining a Citywide presence to effectively respond to fire, medical, beach, and waterway emergencies and providing effective fire prevention and education services.
EXAMPLES OF DUTIES- Provides secretarial support for the Deputy Chief of Fire Prevention;
- Develops, implements and administers departmental office systems and procedures;
- Establishes office procedures, policies and operations. Interprets and communicates policies and processes;
- Manage Deputy Chief’s calendar, schedule meetings, and arrange meeting facilities;
- Answer and route phone calls, mail and e-mail messages;
- Compose, type, edit, and proof Bureau correspondence (i.e., letters, memoranda, etc.);
- Maintain calendars and address books for the Bureau;
- Assign and maintain building/office keys and Knox Box keys issued to staff;
- Process Knox Box Requests: Online approvals/denials, and paper applications received;
- Maintain and monitor city vehicles assigned to Fire Prevention staff;
- Maintain and monitor Fire Department staff members’ hours worked for Special Events (i.e., filming, trade shows, etc.) and prepare and submit billing for hours worked to the Special Events office;
- Assists with candidate job interviews and document processing;
- Sort and distribute Bureau mail;
- Sort and distribute Bureau payroll checks to staff;
- Order business cards and name plates for staff as needed;
- Prepare and process Travel Requests and travel reimbursements;
- Process time sheets on a weekly basis;
- Process invoices and general reimbursements for Bureau;
- Oversee and supervise clerical staff assigned to Bureau;
- Oversee and maintain front lobby desk coverage;
- Maintain master calendar for vacation and time off for Bureau;
- Process SPARK service requests for computer and phone issues, new hires, etc.;
- Work independently, exercise sound judgment, and manage multiple assignments within a fast-paced work environment;
- Take on new tasks and learn new processes as necessary;
- Provides backup support to the Executive Assistant
- Performs other related duties, as required.
SUCCESSFUL CANDIDATE WILL DEMONSTRATE- Ability to work well with all levels of City government and with the public;
- Flexible and adaptable with respect to changing priorities;
- Ability to work independently with minimal supervision and exercise sound judgement in carrying out responsibilities;
- Ability to manage multiple tasks, meet deadlines and prioritize assignments to ensure timely completion;
- Strong attention to detail;
- Ability to initiate workflow to maintain smooth office operations;
- Ability to proofread correspondence and other documents to correct errors in grammar, spelling, and punctuation;
- Advanced administrative, organizational and time management skills including ability to handle confidential matters with discretion and consistently produce a professional work product;
- Ability to build positive and professional relationships in the department and City organization;
REQUIREMENTS TO FILEEDUCATION- High School Diploma or equivalent
EXPERIENCE - Five (5) years of paid, full-time equivalent, progressively responsible secretarial/ clerical experience
DESIRABLE QUALIFICATIONS- Proficiency in the use of Microsoft Office Suite (word, Excel, Teams, and Outlook);
- Familiarity with internal scheduling, financial and procurement systems including: Telestaff, MUNIS, and LB Buys.
- Possession of a valid California Driver’s license.
SELECTION PROCEDURE This recruitment will close at 11:59 PM Pacific Time on Friday, September 27, 2024, or until 100 applications have been received, whichever occurs first. To be considered, please submit an online application, including a cover letter, resume, and proof of education (if qualifying with a degree) in PDF format. Applications that fail to include all necessary documents will be considered incomplete and will not be taken into consideration.
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. The selected candidate may be required to go through a background check and a physical examination prior to appointment. Applicants who do not meet the minimum requirements, including submission of all required attachments, will not be considered. For questions regarding this recruitment, please call (562) 570-6927.
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 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
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 a special accommodation is desired, or if you would like to request this information in an alternative format, please call (562) 570-6927.
For technical support with your governmentjobs.com application, please contact (855) 524-5627.
Employee BenefitsThe 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:
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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: 9/27/2024 11:59 PM Pacific
