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Job Description
DESCRIPTION
The Team...
The Harbor Department is seeking three (3) Senior Secretaries to fill open positions in the following areas:- Government Relations
- Security
- Engineering Operations
The Role...
Under general supervision, the Senior 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, Commission and Executive Offices. This role is responsible for highly sensitive and confidential information.
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!
GOVERNMENT RELATIONS
The Government Relations Division provides strategic government relations outreach on behalf of the Port of Long Beach to elected officials, legislative staff, agency leaders and appointed officials at the local, state, and federal levels. In addition, the Government Relations Division provides legislative analysis and advocacy services for the Port in an effort to promote the Port's initiatives and programs, as well as advocate for funding needs.
SECURITY
The Security Division is responsible for providing a safe and secure environment for port operations, visitors, and the community, as well as ensuring the efficient movement of commerce upon which the nation depends. The Security Division is a close knit-team that functions in a dynamic, fast-paced environment and routinely collaborates with every other division in the Port, and a broad range of state, local, and federal partner agencies.
ENGINEERING OPERATIONS
Engineering Operations oversees the overall operational activities of the Engineering Services Bureau, which consists of six divisions working together to proactively design, build, and maintain state of the art infrastructure and assets to support safe, reliable, and efficient goods movement in an environmentally and fiscally responsible way. This position reports to the Senior Director (Chief Harbor Engineer).
To learn more about the Port of Long Beach, visit our website at www.polb.com .
EXAMPLES OF DUTIES
How you get to contribute...- Provide secretarial and administrative support to the Director or Senior Director, Assistant Director, and Division staff members.
- Proofread and edit all Division correspondence and route in EDRMS.
- Route, review and submit Board Memorandums via EDRMS and Legistar and ensure all supporting documentation is attached on a biweekly basis before the required deadlines.
- Review, route for signature and submit Information Only and Board Update Memorandums to the Commission Office before the required deadlines, as needed.
- Maintain the Director's calendar: coordinate, schedule, arrange and confirm meetings, appointments, conferences, and hearings and screen requests for appointments; arrange catering and other support as needed.
- 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.
- May arrange travel and process expense and travel reimbursements.
- Schedule and organize special events.
- Answer, screen and direct telephone calls and take messages.
- Organize and maintain electronic and hard copy files.
- Acts as backup for other clerical and administrative duties as required.
- Assists staff with project-related clerical needs, such as copying and scanning.
- Process staff travel requests, coordinate staff travel arrangements, and process staff travel reimbursements.
- Perform other duties as required.
- Manage invoices and reimbursements for staff, including coordinating travel.
- Manage delegation visits, including specialized tours, and needed accommodations including catering and logistics.
- Finalize and issue official correspondence.
- Manage protocol with delegations, elected officials, and other dignitaries.
REQUIREMENTS TO FILE
What we’re looking for...- High school diploma or equivalent is required.
- Three years of work experience in a responsible secretarial or clerical support role required.
- Prior experience working for the head of a division, department, or executive is 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 to review invoices, calculate/verify prices and resolve discrepancies.
- Ability to file in chronological, alphabetical, and numerical order.
- 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 and employ tact, diplomacy and discretion in dealing with sensitive and confidential situations.
- Ability to stay focused and remain on task while handling frequent interruptions.
- Two (2) or more years of college experience is desirable but not required.
- Prior Port or City experience is a plus.
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 in a team environment as well as the ability to work independently.
- 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.
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 Thursday, November 7, 2024 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 diploma or unofficial transcript) with your application in PDF format. Incomplete application packets and those without the required attachments 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: 11/7/2024 11:59 PM Pacific - Government Relations
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ABOUT THE COMPANY
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City of Long Beach
Show moreGreat weather, award winning parks, exciting and entertaining downtown, diverse communities, and affordable housing are some of the reasons the City of Long Beach is a great place to work. See for yourself by visiting our guide to visitors and residents pages.
The City of Long Beach employs over 5,300 employees and has over 500 job positions. Positions range from entry level to professional, high skilled. Positions are classified or unclassified. Given the number of positions, employees have a variety of career paths to choose from. In addition, the City provides career guidance, mentoring and career ladders for planning a career with the City.
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