EXECUTIVE SECRETARY

DESCRIPTION

Please note this recruitment will be accepting a limited number of applications for the position. Once the maximum number of submissions of 100 has been met, the job posting will be closed and no further applications will be accepted. We encourage candidates to apply as soon as possible.

If the maximum number of submissions has not been met, the job bulletin will remain open until the closing date of November 7th at 11:59PM PST.

DESCRIPTION
The City Manager's Office is recruiting for a full-time unclassified Executive Secretary position who will provide clerical support to various programs within the City Manager’s Office. The position is a hybrid position, providing support in-office and via telework.

Reporting to, and under the general direction of, two Deputy City Managers, the Executive Secretary will provide administrative and operational support to various programs within the City Manager’s Office.

• Office of Climate Action & Sustainability: This office oversees the Climate Action and Climate Resilient and Sustainable City Commission and provides policies and programs that advance environmental stewardship and work to advance sustainability and climate resiliency for the Long Beach community.
• Office of Ethics and Transparency: This office oversees the Ethics Commission and the City’s process to respond to public records requests, in an effort to enhance public trust and empower informed action through transparent decision-making and robust oversight.
• Grants Office Support: This office provides citywide coordination for grant seeking, grant writing, grant administration, and coordinating grant management activities to help secure grant funding that addresses a variety of City needs and that supports the City’s 2030 Strategic Vision.
• Olympics Support: The City Manager’s Office is responsible for coordinating and overseeing the citywide planning for the 2028 Olympic and Paralympic Games. This position will provide administrative support through scheduling of meetings and coordinating document approvals and agreements.
• City Manager’s Office Administration: This position provides support and backup for other administrative staff in the City Manager’s office, including helping answer main phonelines, scheduling support for other staff, and coordinating uploads of City memoranda and documents.

EXAMPLES OF DUTIES

The work includes both self-directed independent tasks that feed into larger collaborative processes and team-oriented tasks as a part of working groups. These duties include:

• Provides overall administrative support for two Deputy City Managers, maintaining calendars and address books, schedules and assists with preparation for meetings, travel, and appointments, and helps set up and break down for in-person meetings
• Types forms, memos, correspondence, prepares agendas and minutes, and tracks action items and sends reminders
• Establishes and maintains shared electronic files, Teams channel information and announcements
• Develops content, facilitates approval processes, and uploads digital files and memoranda to the City’s intranet and internet websites
• Supports the review process for City Council items and presentations at City Council meetings
• Helps coordinate Proclamations and presentation requests from departments for City Council meetings
• Assists with meeting logistics, correspondence, and annual compliance tasks for multiple Commissions and Committees
• Fields customer service inquiries from the public and employees via telephone, email, and in-person
• Supports the City Manager’s Office administrative team with preparing and managing correspondence, reports, and documents
• Supports City Manager executive assistants for office coverage/backup
• Operates office machines and technology equipment, trouble-shooting issues and setting up connectivity
• Manages time off requests and uploads timesheets
• Prepares and processes payment reimbursements and travel requests
• Performs other related duties, as required.

REQUIREMENTS TO FILE

MINIMUM QUALIFICATIONS

• Education equivalent to graduation from high school
• Five (5) years of progressively responsible secretarial/clerical experience

ADDITIONAL REQUIREMENTS

• Advanced knowledge of Microsoft Teams tools and routine use of Teams functions (SharePoint, OneDrive, mLists, Planner, Miro, Chat, etc.)
• Fluency in one of the three major City languages (Spanish, Khmer, Tagalog) is desirable

THE IDEAL CANDIDATE

• Ability to anticipate needs, identify issues and solutions, and recommend effective courses of action within areas of responsibility
• Ability to independently prioritize a heavy workload and establish methods to handle multiple assignments and projects and successfully meet deadlines
• Ability to handle confidential matters; exercise discretion and independent judgement
• Ability to work consultatively with employees at all levels of the organization and establish and maintain effective working relationships with all those
• Knowledge of office administrative practices and procedures, experience navigating bureaucracy, and has strong customer service and administrative skills
• Excellent written, oral, and interpersonal communication skills, using tact and diplomacy in dealing with sensitive and complex issues, situations and people
• A flexible and creative approach to their work and can thrive in a fast-paced and constantly-shifting environment
• A helper who provides a strong backbone of support and models behavior according to team values
• Serves as a trusted team member, supporting Deputy City Managers through strong communication, managing up and anticipating needs, and building trust and credibility
• Derives joy from supporting an organized, responsive and human-centered organization so that those they work for may support their staff, the City organization, and the Long Beach community

SELECTION PROCEDURE

This recruitment will close at 11:59 PM Pacific Time on November 7th, 2024 or until 100 applications have been received, whichever occurs first. To be considered, please submit an online application, including a cover letter and resume in PDF format. Applications that fail to include all necessary documents will be considered incomplete and will not be taken into consideration.

Applications will be reviewed for depth and breadth of experience, and for level and relatedness of education. The most qualified candidates will be invited to participate in further selection procedures. The selected candidate may be required to go through a background check and a physical examination prior to appointment. Applicants who do not meet the minimum requirements, including submission of all required attachments, will not be considered. For questions regarding this recruitment, please call (562) 570-6913.

The City of Long Beach is an Equal Opportunity Employer. We value and encourage diversity in our workforce. The City of Long Beach is committed to creating a workplace where every employee is valued for who they are. Having our workforce reflect the diversity of our community at various levels of the organization is a continuous goal embraced by our departments, management staff, and policymakers. To support efforts of fairness and diversity, City Leadership is committed to incorporating equity and inclusion into our work by supporting staff and community partners. We are committed to promoting transparency by publishing updated demographic information for employees, including workforce diversity data and pay by race and gender.

The City 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 City 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 https://calcivilrights.ca.gov/fair-chance-act

The City of Long Beach is committed to maintaining fairness and transparency in our hiring practices. We believe in providing equal opportunities to all applicants and ensuring that every applicant is evaluated based on their qualifications and merit. If you believe that you have been unjustly disqualified based on minimum qualifications for an unclassified job opportunity, you have the right to appeal the decision. Find out more about the Applicant Appeal Process by visiting Applicant Appeal Process (longbeach.gov) .

The City of Long Beach intends to provide reasonable accommodations in accordance with the Americans with Disabilities Act of 1990. If a special accommodation is desired, or if you would like to request this information in an alternative format, please call (562) 570-6913 .

For technical support with your governmentjobs.com application, please contact (855) 524-5627.

Employee Benefits

The City of Long Beach offers its employees opportunities to grow personally and professionally.As a permanent employee, you are eligible to receive fringe benefits that include:

• Medical and Dental Insurance

• Life Insurance

• Retirement Plan (P.E.R.S.)

• Paid Vacation, Personal Holidays and Sick Leave

• Deferred Compensation

• Credit Union Membership

• Free Bus Transportation (Long Beach Transit)

• Flexible Spending Accounts

• Free Employee Parking
• Paid Parental Leave*
*Paid Parental Leave - after six (6) months of City employment; up to 30 calendar days (160 hours/192 hours for sworn platoon) of PPL, taken in full-day increments, in connection with the birth, adoption, or foster placement of a child, up to the age of seventeen (17).

Closing Date/Time: 11/7/2024 11:59 PM Pacific

• 

• City of Long Beach

• 5625707057

Show more