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 Thursday, October 31 at 11:59PM PST.

The Department of Technology & Innovation Department (TID) has an immediate opening for an unclassified Secretary position. This position reports to the Director and plays a key role in support of a busy and vibrant organization. The successful candidate will be a highly organized professional individual with excellent office skills that performs a wide variety of responsible secretarial, clerical and general office work for department leadership. This position requires the individual to be fully onsite.

THE DEPARTMENT


The Technology & Innovation Department (TID) plans and develops the technology infrastructure for the City and provides a centralized resource for technology deployment and support throughout the City. The Department integrates people, processes, and technology to increase the efficiency and effectiveness of City services through the work of its 197 FTEs while operating on a FY 2024 annual operating budget of nearly $73 million and multi-year capital projects budget of $101 million. TID is organized into five bureaus: Business Operations, Digital Services, Enterprise Information Services, Infrastructure Services, and Technology Engagement & Support. The Department also manages LBTV, a production studio that develops custom programming and distributes City multimedia content via its broadcast TV station and social media platforms. Additional information about the department is available at www.longbeach.gov/ti .

EXAMPLES OF DUTIES

• Assisting the Executive Assistant with administrative support for the department, including managing calendars, scheduling meetings, and coordinating appointments;
• Answering phone calls and responding to inquiries, redirecting calls as necessary and taking messages;
• Assisting with the processing of travel requests and reimbursements for department staff, ensuring compliance with travel policies and procedures;
• Preparing and distributing correspondence, reports, and other documents as needed;
• Maintaining electronic and physical filing systems, ensuring documents are organized and easily accessible;
• Assisting with the coordination and logistics of departmental events and meetings;
• Providing support for meetings, including preparing agendas, taking minutes, and distributing meeting materials; ordering office supplies and maintaining inventory levels to ensure adequate supply;
• Assisting with special projects and initiatives as assigned by the Executive Assistant or department leadership; and providing backup and coverage for the Executive Assistant's duties during absences or as needed; and
• Performs other related duties, as required.

SUCCESSFUL CANDIDATE WILL DEMONSTRATE

• Ability to provide administrative support for the department.
• Flexible and adaptable with respect to changing priorities;
• Ability to work independently with minimal supervision and exercise sound judgement in carrying out responsibilities;
• Ability to manage multiple tasks, meet deadlines and prioritize assignments to ensure timely completion;
• Strong attention to detail;
• Ability to initiate workflow to maintain smooth office operations;
• Ability to proofread correspondence and other documents to correct errors in grammar, spelling, and punctuation;
• Advanced administrative, organizational and time management skills including ability to handle confidential matters with discretion and consistently produce a professional work product;
• Ability to build positive and professional relationships in the department and City organization;

REQUIREMENTS TO FILE

EDUCATION

• High School Diploma or equivalent

EXPERIENCE

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

DESIRABLE QUALIFICATIONS

• Class C Drivers License
• Proficiency in the use of Microsoft Office Suite (word, Excel, Teams, and Outlook);
• Possession of a valid California Driver’s license.

SELECTION PROCEDURE

This recruitment will close at 11:59 PM Pacific Time on Thursday, October 31, 2024, or until 100 applications have been received, whichever occurs first. To be considered, please submit an online application, including a cover letter, resume, and proof of education (if qualifying with a degree) 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) 570-6927.

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: 10/31/2024 11:59 PM Pacific

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• City of Long Beach

• 5625707057

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