City of Long Beach is hiring: SENIOR SECRETARY in Long Beach

THE PORT OF LONG BEACH IS SEEKING A SENIOR SECRETARY

(This is an at-will position)

Salary Range: $26.67 - $36.11 (Hourly)

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.

ABOUT US

The Port of Long Beach is a global leader in green port initiatives and top-notch customer service, moving cargo with reliability, speed, and efficiency. With its deep-water channels, rail access, and ongoing investment in state-of-the-art facilities, the Port remains the preferred gateway for Asia-Pacific trade and an exemplary model for its environmental innovations and initiatives.

HOW YOU GET TO CONTRIBUTE

• Maintain Microsoft Outlook calendars for HR Division leadership to include coordination, scheduling, arrangement, and confirmation of meetings, appointments, and conferences.
• Maintain HR records, employee files, and confidential documents.
• Answer, screen, and direct email correspondence and phone calls to include taking accurate and complete messages.
• Prioritize correspondence along with appropriate background materials for review, reply, and disposition.
• Compose, edit, and proofread final drafts for a variety of documents to include general correspondence, confidential matters, board memos, statistical reports, letters, memoranda, records, and schedules- all independently and under limited direction.
• Arrange travel for HR personnel to include creation of itinerary and expense reports.
• Make authorized business-related purchases within approved limits for legitimate, work-related purposes that are compliant with organizational guidelines.
• Maintain accurate records of financial transactions to include receipts, invoices, and purchase details; and ensure transactions are recorded promptly and correctly in the Port’s finance management system for payment, future audits, or reviews.
• Handle logistical, administrative, and organizational tasks related to the Annual Statement of Economic Interests (Form 700) to ensure timely, complete, and compliant filings by Harbor Department employees.
• Handle general employee inquiries about HR policies and procedures.
• Maintain confidentiality by ensuring sensitive employee data is properly secured and handled.
• Receive, distribute, and open mail.
• Schedule use of conference and training rooms.
• Provide backup support for other HR Division clerical and administration staff, to include invoicing and payroll.
• Organize, maintain, and update confidential and specialized files, documents, and records.
• Create, maintain, and update physical and electronic filing and tracking systems used to track data, forms, and various division projects.
• May assist with the recruitment process, including posting job ads, scheduling interviews, and maintaining candidate records.
• May communicate with job candidates orally and in writing about interview details and follow-up information.
• May assist with the onboarding of staff and contractors, including preparing welcome packets for new hires and collecting necessary documentation.
• Perform other administrative duties as required.

LOCATION

This full-time position requires regular in-office attendance at 415 W. Ocean Blvd., Long Beach, CA 90802.

MINIMUM REQUIREMENTS

• High school diploma or GED is required; an Associate’s or Bachelor’s Degree preferred.
• Three years or more of recent experience in an office or administrative support role is required.

PROFESSIONAL EXPERIENCE

• Prior experience as an assistant working for the head of a division/department is desired.
• Proficiency in computer and word processing programs (Adobe Acrobat, MS Teams, Word, Excel, PowerPoint, and Outlook), and the ability to adapt and learn new software programs is essential.
• Professionalism and ability to exercise independent judgment in handling confidential matters are of high priority.
• Ability to prioritize and manage time effectively in a fast-paced environment is essential.
• Attention to detail in document preparation, scheduling, filing, and data entry is critical.
• Speed and accuracy in typing (minimum of 40 words per minute) are necessary to be successful.
• Strong organization skills are key to managing multiple time-sensitive tasks, schedules, and documents simultaneously.
• Both written and verbal communication skills are key to interacting with colleagues, customers, and senior leadership.
• Ability to work and think independently, without significant direction or oversight, is key.
• Basic knowledge of operating office equipment and machinery is required.

THE BENEFITS

The Port of Long Beach has established an hourly range of $26.67 to $36.11 (placement depends on qualifications).

• Retirement – CalPERS 2% @ 62, coordinated with Social Security.
• Group Health Insurance – Medical and dental options (HMO and PPO). Free vision coverage.
• Vacation – Vacation is accrued at the equivalent of two weeks on an annual basis.
• Sick Leave – Accrued at 8 hours per month.
• Paid Parental Leave – After six (6) months of City employment, the City pays up to 30 consecutive days (160 hours) for eligible employees to take paid time to bond with the child upon birth, adoption, or foster placement of a child, up to the age of 17.
• Holidays – 11 scheduled holidays per calendar year and four (4) personal holidays.
• Education Reimbursement – Tuition reimbursement allows employees to obtain additional education or training.
• Public Student Loan Forgiveness – As the Harbor Department of the City of Long Beach, a governmental agency, the Port of Long Beach is a qualifying employer for the Public Student Loan Forgiveness (PSLF) program.
• 529 college savings plan – The ScholarShare529 plan is an account that allows employees to invest specifically for future education expenses through the Long Beach City Employees Federal Credit Union.

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.