Job Abstract

How you get to contribute...

• Provide secretarial and administrative support to the Director, Assistant Director, and Division staff members.
• Proofread and edit all Division correspondence and route in the electric document and records management system (EDRMS).
• Route, review, and submit Board Memorandums via Legistar and ensure all supporting documentation is attached on a biweekly basis before the required deadlines.
• Review, route for signature, and submit Information Only and Board Update Memorandums to the Commission Office before the required deadlines, as needed.
• Maintain the Director's calendar: coordinate, schedule, arrange, and confirm meetings, appointments, conferences and hearings, and screen requests for appointments.
• Review and process invoices for contracts including review of billing information, contract expiration dates, city licenses, and contract amounts.
• Prepare, track, review, and process invoices, direct payments, imprest cash vouchers, and purchase orders in Munis.
• Schedule and organize special events, and arrange catering and other support as needed.
• Answer, screen, and direct telephone calls and take messages.
• Organize and maintain electronic and hard copy files.
• Act as backup for other clerical and administrative duties as required.
• Assist staff with project-related clerical needs, such as copying and scanning.
• Process staff travel requests, coordinate travel arrangements for Director and staff, and process travel reimbursements.
• Perform other duties as required.

• High school diploma or equivalent is required.
• Three years of work experience in a responsible secretarial or clerical support role required.
• Prior experience working for the head of a division/department required.

• Ability to effectively use MS Office, including Word, Excel, Outlook, and other related applications.
• Must have excellent proofreading and editing skills and be detail-oriented.
• Mathematical skills are required to review invoices, calculate/verify prices, and resolve discrepancies.
• Ability to file in chronological, alphabetical, and numerical order.

• Must be able to adapt and use new software programs, as applicable.
• Must have high-level organizational and planning skills so that workflow is managed efficiently and accurately; must be able to set priorities, take initiative, and exercise sound independent judgment within areas of responsibility by regulations, policies, procedures, and Director's preferences.
• Ability to gather information, identify and research resources, and find solutions.
• Must be able to arrange transportation to perform work-related duties, including going to meetings and work-related events.
• Must be able to handle confidential department and employee information with complete discretion; tact, diplomacy, and discretion in dealing with sensitive and confidential situations is essential.
• Ability to stay focused and remain on task while handling continuous interruptions.

• Two (2) or more years of college experience is desirable but not required.
• Prior Port or City experience is a plus.
• Experience working in an asset management system such as VueWorks is desirable.

• Strong interpersonal skills, with the ability to work effectively in a team environment as well as the ability to work independently.
• Excellent oral and written skills, and an ability to effectively communicate ideas in a clear, concise, and professional manner.
• Motivated to take on new tasks and learn new processes as necessary.

How do we start the conversation?

The job posting will close on June 20, 2024 at 11:59 p.m. PDT. Individuals determined to be most qualified will be invited to participate in the selection process.

The Port reserves the right to extend the closing date without notice in order to accept additional applications.

To be considered for this opportunity, please submit a cover letter, resume and proof of diploma or equivalent (copy of diploma or unofficial transcript) * with your application in PDF format. Incomplete applications without the required attachments will not be considered.

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