Job Abstract

The Fire Department is seeking a dynamic, team-oriented individual to serve as its next Administration Bureau Secretary. The selected candidate will be part of a dynamic team that supports critical front-line community focused fire services. This position will report directly to the Chief of Administrative Operations. The bureau oversees, manages, and facilitates all financial, personnel, facility, and employee safety operations. This position will also serve as the point of contact for facility issues impacting the LBFD Headquarters facility. This demanding position requires an energetic, organized, flexible, detailed, and team-oriented individual who responds well in a fast-paced environment and has exceptional customer service skills.

THE DEPARTMENT

LBFD has over 550 full-time employees assigned to four bureaus: Administration Bureau, Fire Prevention Bureau, Operations Bureau, and the Support Services Bureau. The mission of the Long Beach Fire Department is to protect lives, property, and the environment and improve the quality of life and safety of the community. This is accomplished by maintaining a Citywide presence to effectively respond to fire, medical, beach, and waterway emergencies and providing effective fire prevention and education services.

• Provides secretarial support for the Chief of Administrative Operations;
• Compiles information and data for use in preparing various records and reports;
• Schedules meetings and appointments, assists with preparation for travel and other various assignments related to the bureau functions;
• Interprets departmental policies, procedures, and operations to the public or City personnel;
• Will serve as a departmental subject matter expert in the routing of various documents, files, and communications to other City Departments;
• Maintains the calendar, schedule, and project deadlines for the Chief of Administrative Operations and the Fire Department Administration Bureau;
• Creates and maintains flyers, desk manuals, bureau records, and other materials;
• Prepares and manages correspondence, reports, and documents, including but not limited to, tracking City Council letters, vendor contracts, Memorandums of Understanding with other City and non-City Partners;
• Transmits documents internal to the Fire Department to obtain management approval including departmental invoices, financial and personnel-related documents;
• Takes and transcribes dictation, typing a variety of letters, memoranda, reports, and schedules, including material of a confidential nature;
• Coordinates requests from the City Council, City Manager's Office, or other clients;
• Takes minutes and notes during meetings as assigned;
• Serves as the point of contact for facility needs at the Fire Department Headquarters building including coordinating the delivery of office furniture, facility repairs, space redesign, and signage;
• Processes Spark technology requests for the Administration Bureau;
• Coordinates LBFD staff schedules to ensure organized scheduling and staff attendance per subpoena notices, court orders, and employee investigations;
• Provides assistance to Fire Department personnel in connecting staff to the needed departmental or City resource;
• Provides backup support to the Executive Assistant;
• May supervise other clerical personnel;
• Performs other related duties, as required.

MINIMUM REQUIREMENTS

EDUCATION

• High School Diploma or equivalent

• Five (5) years of paid, full-time equivalent, progressively responsible secretarial/ clerical experience

• Proficiency in the use of computers including email, internet, and office productivity software (e.g., Microsoft Office)
• Experience in the public sector (e.g., government agency)

• Exceptional verbal, written, and customer service skills including the ability to maintain confidentiality;
• Excellent planning, interpersonal, and time management skills;
• Flexible and adaptable with respect to changing priorities;
• Strong attention to detail;
• Ability to work well with all levels of City government, residents and businesses;
• Proficient in spelling, grammar, punctuation, and English language skills;
• Ability to maintain the highest level of confidentiality;
• A commitment to positive customer service delivery;
• Ability to build positive and professional relationships in the department and City organization;
• Skilled in a wide range of software, including Word, Excel, PowerPoint, Outlook, Internet, Zoom, Microsoft Teams, etc;
• Ability to adapt quickly to digital technology systems such as Canva, Microsoft Teams, Sharepoint, One Drive, and Adobe Acrobat Pro to promote efficiency and innovation in the Fire Department.

This recruitment will close at 11:59 PM Pacific Time on Thursday, May 2, 2024. 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.