Office Coordinator (Secretary)

City of Long Beach•Long Beach, CA

About The Position

The Community Development Department has an immediate opening for a full-time, unclassified Secretary (Office Coordinator) supporting the Planning Bureau. The position reports directly to the Bureau Manager. The department has approximately 200 employees and includes the Administrative & Financial Services, Building & Safety, Code Enforcement, Housing & Neighborhood Services, and Planning Bureaus. Its goal is to build a dynamic, safe, and sustainable city that honors its past and embraces the future. The Office Coordinator provides a broad range of clerical and administrative support to the Planning Bureau, including substantial scheduling support for the Planning Manager and coordination of Planning Commission meetings. The position also supports public hearings and community meetings, prepares and proofreads documents, provides customer service, coordinates records and public-records requests, and assists with office operations and employee onboarding and offboarding.

Requirements

Education equivalent to graduation from high school.
Five years of full-time-equivalent, progressively responsible secretarial or clerical experience.
A valid driver’s license or the ability to arrange necessary and timely transportation for field travel.

Nice To Haves

Experience working for a public-sector agency.
A Notary Public license or the ability to obtain one.
Experience scheduling meetings and appointments and coordinating logistics for events and public hearings.
Experience supervising clerical staff or working in a team environment to ensure successful public hearings and meetings.
Ability to courteously interact with the public in person, by telephone, or by email.
Excellent written, proofreading, and oral communication skills.
Ability to maintain a positive office environment and effective working relationships at all organizational levels.
Ability to handle confidential matters.
Ability to prioritize varied tasks and assignments with different deadlines and complete them on time.
Strong scheduling and calendaring skills.
Ability to produce professional work on time while managing multiple priorities and working effectively in a fast-paced environment.
Advanced clerical and organizational skills and strong attention to detail.
Proficiency with Microsoft 365 applications, Adobe Acrobat Pro, and online meeting applications.
Ability to learn new software programs and applicable local, state, and federal laws.
Ability to work independently and exercise sound judgment.

Responsibilities

Provide clerical support to the Planning Bureau and high-volume scheduling support to the Planning Manager.
Provide clerical support to the Planning Commission, including setting up meetings and facilitating public comment during meetings held twice monthly on Thursday evenings.
Schedule and coordinate Planning Commission meetings.
Prepare public notices, agendas, meeting packets, and communications to the Planning Commission in collaboration with the City Clerk’s office and planning staff.
Provide administrative support and review and coordinate staff reports and Council letters in alignment with the City’s Style Guide.
Proofread staff reports, letters, formal memoranda, and other correspondence.
Guide and collaborate with other clerical support staff to help ensure successful public hearings for other hearing bodies supported by the Bureau, including City Council, Cultural Heritage Commission, and Zoning Administrator hearings.
Coordinate procedures with other clerical support staff in the Community Development Department.
Schedule meetings, appointments, and other assignments related to the Planning function.
Serve as a backup for the Executive Assistant in the Director’s office.
Provide customer service by telephone and computer.
Draft spending memoranda for food orders, outreach events, travel, and conferences.
Support large public and community meetings by preparing materials, setting up displays, and assisting with logistics.
Prepare conference rooms for Bureau Manager and staff meetings.
Work with the Department’s Communications Team to post notices online and update Planning Bureau website content.
Support onboarding of new Planning Bureau employees and offboarding of departing employees.
Process Technology Service Requests.
Support management of Planning Bureau files and records.
Oversee Public Records Act requests.
Order office supplies, collect and distribute mail, and process invoices.
Perform other duties as assigned.