SENIOR SECRETARY

ABOUT US

The Port of Long Beach, one of the world's busiest seaports, is an international gateway for the reliable, efficient, and sustainable movement of goods and is a leader in environmental stewardship. Guided by its bold new 2050 vision and a plan to double current container volumes to 20 million twenty-foot equivalent units (TEUs) by 2050, the Port of Long Beach is strategically modernizing the Port’s infrastructure with $3.2 billion in capital investments over the next decade. Credited with moving approximately $300 billion in trade, the Port serves as a critical hub for international commerce and is a major transportation center. East Asian trade accounts for the bulk of Long Beach shipments. Port-related international trade has a wide-ranging economic impact, supporting millions of jobs that benefit the region and the country.

THE TEAM

The Survey Division, one of the six unique divisions of the Engineering Bureau, provides support for terminal development, redevelopment, operations, as well as ship navigation, by documenting the use and configuration of the Port’s above water and submerged lands and existing features.

THE ROLE

Under general supervision, the Senior Secretary performs a wide variety of secretarial, administrative and general office work for the Director and Assistant Director of Survey. They serve as a central point of liaison for the Survey Division. Involved with high-level contacts and exposure to sensitive information necessitating considerable use of tact, diplomacy, discretion and judgment.

HOW YOU GET TO CONTRIBUTE

Provide secretarial and administrative support to the Director of Survey, Assistant Director of Survey, and Survey Division staff. Manage and maintain the Director’s calendar, prioritize meeting requests, and help ensure the Director’s time is used efficiently. Serve as the main point of contact for the Director’s meetings and activities, including scheduling and confirming appointments, conferences, and presentations. Coordinate and arrange meetings with external parties such as City department staff, consultants, contractors, project stakeholders, and others as directed. Coordinate Right of Way Committee meetings by scheduling presentations with Project Managers, preparing agendas, and writing meeting notes. Process direct payment requests, purchase orders, sub-requisitions, cash vouchers, travel expenses, and other reimbursements. Assist staff with registering for trainings and conferences, and arrange travel and prepare expense reports for the Director. Compose and prepare letters and other correspondence as directed by the Director. Proofread and edit Board and Information Only Memorandums and verify all supporting documentation is attached. Retrieve, stamp, open, and distribute mail. Organize, maintain, and update division files, documents, and records. Review content of the Survey 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.

EDUCATION, KNOWLEDGE & EXPERIENCE

Required Experience and Qualifications High school diploma or equivalency is required. Two years or more of college is a plus. Requires at least five years of progressively responsible secretarial/clerical experience. Requires prior experience working for the head of a division, department, or executive. Experience working in an engineering organization would be a plus. Prior Port or City experience a plus. Technical Skills Needed 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 to meet the requirements of the position. Ability to file in alphabetical, chronological and numerical order required. Professional Knowledge and Characteristics 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. Experience working in an engineering organization is desirable. Knowledge of port, maritime, construction, engineering or shipping terminology a plus.

DESIRABLES

Experience using of Granicus Legistar and PortDocs or have the ability to learn and use the software quickly and efficiently.

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.

THE BENEFITS

The Port of Long Beach has established salary range of $27.00 - $36.56 (Hourly) (placement depends on qualifications). An attractive package of benefits is included with the opportunity to work in one of the most diverse and dynamic areas of the United States: Retirement – CalPERS 2% @ 62, coordinated with Social Security. Current member contributions are 8.00% for CalPERS and 6.2% for Social Security, paid by the employee. 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. Vacation can be used after six months of service. An employee’s vacation accrual may be adjusted upon hire to provide credit for previous full-time employment at a public service agency. Credit for public service shall only be given for completed years of service as a full-time permanent employee. Public Service credit shall not apply to any other benefits. Sick Leave – Accrued at 8 hours per month. Accruals may be converted upon retirement into cash credit toward health and/or dental insurance premiums or retirement service credits. 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. Funds can be used from your 529 savings plan to send your grandkids, kids, or even yourself to any accredited public or private U.S. college or university – or two-year technical or vocational institution. 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. 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. The Port 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 Port 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 or Individuals most qualified for the position will be invited to participate in the selection process. Interviews are tentatively scheduled for the week of October 19, 206 (in person). Candidates should ensure availability. The successful candidate will be appointed shortly thereafter. References will be completed for finalist candidates; an employment offer is contingent on conducting a comprehensive background check. The Port reserves the right to extend the closing date without notice in order to accept additional applications. Those individuals determined to be most qualified for the position will be invited to participate in the selection process. If you require accommodation because of a disability in order to participate in any phase of the application/selection process, please contact View phone number on click.appcast.io or email View email address on click.appcast.io. #J-18808-Ljbffr City of Long Beach