Senior Secretary

City of Long Beach•Long Beach, CA

1d•Onsite

About The Position

The Port of Long Beach is seeking a Senior Secretary for the Engineering Design Division. This is an at-will position with a salary range of $27.00 - $36.56 per hour. The Port of Long Beach is a major international gateway for trade and is undergoing significant infrastructure modernization. The Engineering Design Division provides essential technical engineering expertise to support the Port's infrastructure and assets. The Senior Secretary will perform a variety of secretarial and administrative duties, acting as a central point of liaison for the division, and will interact with high-level contacts, requiring tact, diplomacy, discretion, and judgment.

Requirements

High school diploma or equivalency is required.
Requires at least five years of progressively responsible secretarial/clerical experience.
Requires prior experience working for the head of a division, department, or executive.
Must have a very high level of proficiency in the use of MS Office, specifically including Word and Excel, and Outlook.
Must be able to utilize advanced features of this software suite.
Using a keyboard, must type accurately at a minimum net speed of 40 words per minute.
Ability to file in alphabetical, chronological, and numerical order required.
Requires knowledge of principles and practices of sound business communication; correct English usage, including spelling, grammar, and punctuation is essential.
Requires a general secretarial and administrative background.
Knowledge of operating office equipment and machinery required.
Knowledge of customer service to employees and management required.

Nice To Haves

Two years or more of college is a plus.
Experience working in an engineering organization would be a plus.
Prior Port or City experience a plus.
Experience using Granicus Legistar and PortDocs or have the ability to learn and use the software quickly and efficiently.
Knowledge of port, maritime, construction, engineering, or shipping terminology a plus.

Responsibilities

Provide secretarial and administrative support to the Director of Engineering Design, Assistant Director of Engineering, and Division Staff.
Coordinate and maintain the calendar for the Director of Engineering Design to ensure efficient time utilization.
Serve as the central point of contact to coordinate the Director’s meetings and activities.
Schedule, arrange, and confirm meetings, appointments, conferences, and presentations, and screen requests for appointments.
Coordinate and arrange meetings with external parties such as City department staff, consultants, contractors, project stakeholders, or others as directed.
Prioritize requests (physical and digital) along with appropriate background materials for review, reply, and disposition.
Retrieve, stamp, open, and distribute mail.
Organize, maintain, and update files, documents, and records.
Create and/or process purchase orders, sub-requisitions, cash vouchers, expense, and travel reimbursements.
Arrange travel for the Director and create expense reports.
Compose and prepare letters and other correspondence as directed by the Director.
Proofread and edit Board and Information Only Memorandums and verify supporting documentation is attached.
Review content of the Engineering Design Division's intranet sites and update information regularly.
Plan, organize, and make arrangements for special events and meetings.
Perform other secretarial and administrative duties as required.

Benefits

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.