SENIOR SECRETARY

Job Description:

SENIOR SECRETARY

Description

DESCRIPTION

THE PORT OF LONG BEACH IS SEEKING A SENIOR SECRETARY IN THE FINANCE DIVISION.

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. Credited with moving approximately $200 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 entire country.

THE TEAM

The Port of Long Beach's Finance team is a dynamic group dedicated to ensuring the financial health and sustainability of one of the busiest ports in the nation. Committed to transparency and efficiency, this team manages a diverse portfolio that includes accounting, budgeting, financial planning and analysis, grants management, and risk management. With a focus on innovative financial solutions, they support the Port's mission by optimizing resources, driving investment opportunities, and enhancing overall operational effectiveness. Collaborating closely with other departments, the Finance team plays a crucial role in shaping the future of the Port while fostering economic growth in the region.

THE ROLE

Under general supervision, the Senior Secretary performs a wide variety of secretarial and general office work for both the Director and Assistant Director of Finance, and supports the Finance division overall. The Senior Secretary serves as a central point of liaison with other Port divisions, Commissions, and Executive Offices. This role is responsible for highly sensitive and confidential information.

EXAMPLES OF DUTIES

How you get to contribute:

• Provide secretarial and administrative support for the Finance team.
• Coordinate regular correspondence and effective communication with the board office, including drafting memos.
• Maintain regular correspondence with external stakeholders.
• Maintain the Director and Assistant Director of Finance calendars: coordinates, schedules, arranges, and confirms meetings, appointments, and conferences; screens requests for appointments.
• Act as Division Timekeeper to electronically verify employee timecards on a weekly basis.
• Coordinates meetings between the Director of Finance and other directors, managers and staff and provides requested information.
• Answer, screen, and direct telephone calls and take messages.
• Create purchase orders and sub-requisitions.
• Organize, maintain, and update electronic files, documents, and records; create, maintain, and update filing and tracking systems.
• Prioritize correspondence along with appropriate background materials for the Director of Finance's review, reply, and disposition.
• Edit and print various types of correspondence, memos, or reports.
• Distributes electronic publications, finalized correspondence, and board memos to employees.
• Make all travel arrangements and process travel expense reports for reimbursement.
• Provides prompt responses to inquiries from customers on a wide range of subjects.
• Performs other secretarial and administrative duties as required.

REQUIREMENTS TO FILE

What we’re looking for...

• Three years of work experience in a responsible secretarial or clerical support role required.
• High school diploma or equivalent is required.
  
• Prior experience directly supporting an executive, division head, or equivalent in a fast-paced environment.

Technical Skills 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.

Additional Requirements...

• 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 in accordance with 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 frequent interruptions.

Desirables...

• Experience and familiarity with both Munis and Legistar is desirable.
• Two (2) or more years of college experience is desirable but not required.
• Prior Port or City experience is a plus.

How to stand out...
To REALLY catch our attention, your profile and experience will demonstrate the following professional attributes and strengths:

• Strong interpersonal skills, with the ability to work effectively both independently and in a team environment.
• 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.

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.

SELECTION PROCEDURE

How do we start the conversation?

APPLICATION & RECRUITMENT SCHEDULE

The job posting will close on Wednesday, February 26, 2025 , at 11:59 p.m. PST.

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 GED, diploma, or unofficial transcript) with your applicationin PDF format . Incomplete applications or applications that do not meet the minimum requirements will not be considered.

All application packets will be evaluated to determine the most qualified applicants. Those determined to be most qualified will be invited to participate in the selection process. Interviews will consist of a video interview via Sparkhire, with the most qualified moving forward to an in-person interview, which is tentatively scheduled for Wednesday, March 12, 2025. The successful candidate will be appointed shortly thereafter.

Fair Chance Act

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 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.

To learn more about the Port of Long Beach, visit our website at www.polb.com .

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: 2/26/2025 11:59 PM Pacific

Salary:

$26.67 - $36.11 Hourly