Secretary

City of Long Beach•Long Beach, CA

About The Position

The Department of Community Development has an immediate opening for a full-time unclassified Secretary. The position supports and reports directly to the Superintendent of Building & Safety (Chief Building Official). The department has approximately 200 employees and includes the Administrative & Financial Services, Building & Safety, Code Enforcement, Housing & Neighborhood Services, and Planning Bureaus. The Secretary provides executive-level and bureau-wide administrative support to the Permit Center, Engineering and Plan Check, and Inspections divisions within the Building & Safety Bureau. The role supports daily operations by coordinating administrative activities, maintaining records, monitoring deadlines, and assisting with priorities in a high-volume regulatory environment. It requires awareness of bureau activities and emerging priorities, communication of important developments to management, and follow-through on matters requiring attention. The successful candidate is expected to be organized, self-sufficient, trustworthy, and flexible, with excellent office and interpersonal skills, sound judgment, initiative, and the ability to anticipate administrative needs. The department’s goal is to build a dynamic, safe, and sustainable city that honors its past and embraces the future.

Requirements

Education equivalent to graduation from high school.
Five years of progressively responsible secretarial or clerical experience.
A valid driver’s license, or the ability to arrange necessary and timely transportation for field travel.
Ability to communicate professionally and courteously with the public, City staff, and other stakeholders in person, by telephone, and by email.
Ability to work in a fast-paced environment.
Ability to prioritize competing assignments, manage multiple deadlines, and handle varied tasks while ensuring timely completion.
Ability to take initiative, exercise sound judgment, anticipate administrative needs, and identify matters requiring management’s attention.
Ability to quickly learn and effectively use new software programs, electronic records systems, and administrative tools.
Ability to develop a working understanding of local, state, and federal regulations related to building and safety, permitting, planning, engineering, and construction.
Strong attention to detail.
Excellent written, oral, and interpersonal communication skills, including effective communication in public settings and strong proofreading and editing abilities.
Strong administrative and organizational skills, including the ability to anticipate operational needs, coordinate activities, and support bureau priorities.
Proficiency with Microsoft 365 applications, Adobe Acrobat Pro, online meeting platforms, and electronic records and tracking systems.
Integrity and exceptional discretion in handling sensitive and confidential information, including personnel records, performance evaluations, disciplinary actions, and executive communications.
Ability to foster a positive, respectful, and inclusive work environment; build effective working relationships at all levels; and demonstrate cultural awareness, impartiality, and respect for diverse backgrounds and perspectives.
Ability to work independently, take appropriate initiative, and recognize when matters require management attention or direction.

Nice To Haves

Associate’s or Bachelor’s degree in business administration, office administration, or a related field.
Experience providing executive-level administrative support to senior management, preferably in municipal government or a similar public agency.
Experience in building and safety permitting, planning, inspections, engineering, construction, or a similar regulatory environment.
Experience preparing executive briefings, tracking assignments, coordinating interdepartmental communications, and supporting administrative procedures and process improvements.

Responsibilities

Assist the Chief Building Official with correspondence, signature items, meeting scheduling, and other assigned duties.
Track and monitor Public Records Act requests, subpoenas, and official records involving the Building & Safety Bureau, coordinating with the designated PRA liaison, records custodian, and City Attorney’s Office as appropriate.
Monitor deadlines, follow up on outstanding items, and support timely responses to records requests and subpoenas.
Receive and screen telephone calls, emails, and correspondence; respond to routine inquiries; direct technical questions to appropriate staff; and coordinate communication and follow-up with other bureaus, City departments, and administrative staff.
Prepare, proofread, format, and distribute correspondence, memoranda, reports, public notices, presentations, and other administrative documents.
Assess and route matters to appropriate staff or divisions, monitor follow-up, and elevate significant or unresolved issues to the Chief Building Official or Bureau Manager as appropriate.
Provide clerical support for interviews, meetings, public presentations, employee onboarding, and training activities, including preparing materials and maintaining related records.
Coordinate executive and Council briefings, track deadlines and outstanding action items, follow up with responsible staff, and provide status updates to the Chief Building Official or Bureau Manager.
Maintain calendars, schedules, tracking logs, records, and correspondence related to bureau activities, projects, special events, and emergency operations.
Assist with emergency preparedness activities, including coordinating drills and training, maintaining emergency contact information, and tracking assignments and follow-up actions.
Process routine administrative documents and transactions, review records for accuracy and completeness, and coordinate necessary corrections.
Prepare and update administrative procedures, standard operating procedures, and related documents under management direction, coordinating with staff to ensure information is accurate and current.
Support the permitting-system implementation, LA28 readiness, special events, emergency operations, major development activity, and cross-department assignments.
Promote customer service through clear communication, teamwork, timely follow-up, accountability, and coordination with appropriate staff to ensure inquiries and other matters receive proper attention.
Perform other related duties as required.