EXECUTIVE SECRETARY - HARBOR

DESCRIPTION

THE PORT OF LONG BEACH IS SEEKING AN EXECUTIVE SECRETARY

(This is an at-will position)

Salary Range: $75,750 - $106,051

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 Executive Offices of the Port of Long Beach provide leadership, policy direction, resources, and support to staff in all Port divisions so they can perform their specific job responsibilities as effectively as possible in support of the mission and strategic goals of the Port.

THE ROLE

Under general supervision, the Executive Secretary provides high-level executive support to the Managing Directors and/or executive staff, playing a key role in coordinating sensitive and complex matters that require discretion, diplomacy, and sound judgment. This role serves the Planning, Environmental Affairs, and Engineering Services Bureaus, which are responsible for eight divisions overseeing the strategic planning, environmental stewardship, development, and maintenance of critical port infrastructure. As such, the Executive Secretary supports a fast-paced, dynamic Leadership team that manages projects representing over half of the port’s annual budget. This position offers an exciting opportunity to be at the heart of critical initiatives, contributing to the growth and sustainability of port operations while engaging with a diverse range of stakeholders and decision-makers.

EXAMPLES OF DUTIES

HOW YOU GET TO CONTRIBUTE:

• Provides executive secretarial and administrative support to assigned executive staff.
• Maintains calendars; coordinates, schedules, arranges, and confirms meetings, appointments, conferences, and hearings; screens requests for appointments to ensure efficient and prudent utilization of executive availability.
• Arranges domestic and foreign travel; create itinerary and expense reports.
• Answers, screens, and directs telephone calls and takes messages.
• Acts as a timekeeper by completing timecards electronically on a weekly basis.
• Composes routine correspondence. Reviews, edits, and processes complex correspondence and reports for Managing Directors and for Harbor Commission and City Council agendas and meetings.
• Retrieves, distributes, and opens mail.
• Provides backup support for other executive administration staff.
• Organizes, maintains, and updates electronic files, documents, and records; creates, maintains, and updates filing and tracking systems.
• Uses shorthand skills to take diction and prepare correspondence for signature.
• Organizes, maintains, and updates electronic files, documents, and records; creates, maintains, and updates electronic files, documents records; creates maintains, and updates filing and tracking systems. This includes the creation of PDFs using multiple sources of material, indexed for ease of use (examples include PDFs that include proposed division annual budget documents for bureaus for which Managing Directors oversee or that include Harbor Commission or City Council agendas and corresponding staff reports).
• Keep executives and other staff informed regularly on the status of open issues.
• Plans, organizes, and makes arrangements for special events and meetings.
• Provides guidance for division secretaries within bureaus for which Managing Directors oversee.
• Performs other secretarial and administrative duties as required.

REQUIREMENTS TO FILE

MINIMUM REQUIREMENTS

• 5 years or more of progressively responsible direct executive secretarial experience
• A high school diploma or equivalency is required; Two or more years of college is preferred.

PROFESSIONAL EXPERIENCE

• Prior experience as an Executive Assistant working for a similar or larger-sized company or organization, with similar responsibilities, is required.
• Prior experience working for the head of a division/department.
• Highly proficient in computer and word processing skills (proficient in Adobe, MS Word, Excel, PowerPoint, and Outlook).
• Professionalism and ability to exercise good judgment in handling confidential matters.
• Excellent verbal, and written communication. Exceptional interpersonal skills, with the ability to work effectively in a team environment.
• Excellent proofreading skills.
• Detail oriented.
• Competent organizational skills and ability to multi-task and prioritize tasks efficiently and effectively.
• Ability to work and think independently, without significant direction or oversight.
• Basic knowledge of operating office equipment and machinery is required.
• Basic knowledge of customer service to employees and management is required.
• A general understanding of maritime terminology is a plus.
• Knowledge of how state and local government interacts with the Board of Harbor Commissioners is a plus.
• A general understanding of the Brown Act would be a plus.
• A general understanding of the Harbor Commission or City Council meeting processes would be a plus.
• Ability to adapt and use new software programs.

SELECTION PROCEDURE

The final filing date for this recruitment is Wednesday, January 22, 2024 @ 11:59 pm PDT.

To be considered for this opportunity, please submit a cover letter and resume in PDF format. Incomplete applications (without a cover letter and resume) will not be considered. Individuals deemed best qualified for the position will be invited to participate in the selection process, which may include a work-related assessment and video interview, to further evaluate candidate qualifications.

The panel interview is scheduled for Thursday, January 30, 2024 (in-person). Candidates should ensure availability on the interview date. The successful candidate will be appointed shortly thereafter. References will be completed for finalist candidates; an employment offer is contingent on conducting a comprehensive background check.

The Port reserves the right to extend the closing date without notice in order to accept additional applications. Those individuals determined to be most qualified for the position will be invited to participate in the selection process. If you require accommodation because of a disability in order to participate in any phase of the application/selection process, please contact (562) 283-7500 or email Careers@polb.com .

The Port 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 Port 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 or https://www.longbeach.gov/hr/about-us/talent-acquisition/the-fair-chance-act/ .

THE BENEFITS:

The Port of Long Beach has established an annual salary range of $75,750 - $106,051 (placement depends on qualifications). An attractive package of executive-level benefits is included with the opportunity to work in one of the most diverse and dynamic areas of the United States:

• Auto Allowance - $300.00 per month
• Executive Leave - 40 hours per year.
• Retirement - CalPERS 2% @ 62, coordinated with social security. Current member contribution is 8.00% for CalPERS, and 6.2% for social security, paid by the employee.
• Pay for Performance - Pay for Performance is awarded based on employee performance as demonstrated through achievement of individual goals, demonstration of required competencies, and available budget funds.
• Deferred Compensation - The City matches a percentage of base salary for qualified members contributing to the 457(b) plan.
• Group Health Insurance - Medical and dental options (HMO and PPO). Free vision coverage.
• Life Insurance - City-paid life insurance policy of $20,000 plus executive insurance benefit equal to three times annual salary up to a maximum of $500,000.
• Disability Insurance - City-paid short- and long-term disability insurance.
• Vacation - Vacation is accrued at the equivalent of two weeks on an annual basis. Vacation can be used after six months of service. An employee’s vacation accrual may be adjusted upon hire to provide credit for previous full-time employment at a public service agency. Credit for public service shall only be given for completed years of service as a full-time permanent employee. Public Service credit shall not apply to any other benefits.
• Sick Leave - Accrued at 8 hours per month. Accruals may be converted upon retirement to cash credit toward health and /or dental insurance premiums or retirement service credits.
• Paid Parental Leave - After six (6) months of City employment, the City pays up to 30 consecutive days (160 hours) for eligible employees to take paid time to bond with the child upon birth, adoption, or foster placement of a child, up to the age of 17.
• Holidays - 11 scheduled holidays per calendar year and four (4) personal holidays.
• Education Reimbursement - Tuition reimbursement allows employees to obtain additional education or training.
• Annual Physical - Eligible to receive an annual physical examination at the city's expense through the city-provided program.
• Public Student Loan Forgiveness - As the Harbor Department of the City of Long Beach, a governmental agency, the Port of Long Beach is a qualifying employer for the Public Student Loan Forgiveness (PSLF) program.
• 529 college savings plan - The ScholarShare529 plan is an account that allows employees to invest specifically for future education expenses through the Long Beach City Employees Federal Credit Union. Funds can be used from your 529 savings plan to send your grandkids, kids, or even yourself to any accredited public or private U.S. college or university - or two-year technical or vocational institution.

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. www.polb.com

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:

Retirement:California Public Employees' Retirement System (PERS) defined benefit retirement plan, which is coordinated with Social Security. The benefit is 2.5% or 2.7% (depending on hire date) @55 for "Classic" members and 2% @62 for new members as defined by PEPRA, subject to the compensation limitations set by PERS. Both the City and the employee contributes toward CalPERS retirement contributions. The city also participates in Social Security.

Health and Dental Insurance:The City offers the choice of HMO and PPO plans. The city pays major portion of the premium for employee and dependents depending on the health/ dental plan selected.

Life Insurance:City-paid term life insurance policy equal to three (3) times annual salary to a maximum of $500,000.

Disability Insurance:City-paid short-term and long-term disability insurance.

Management Physical:Annual City-paid physical examination.

Vacation:Twelve (12) vacation days after the first year of service; 15 days after four years, six months of service; 20 days after 19 years, six months of service.

Executive Leave:Forty (40) hours Executive Leave per year. The City Manager has discretion to grant an additional 40 hours each year.

Sick Leave: One day earned per month; unlimited accumulation; conversion upon retirement to cash credit toward health and/or dental insurance premiums, or to pension credits.

Holidays:Eleven (11) designated holidays per year, plus four personal holidays to be used at the employee's discretion.

Transportation Allowance:Monthly allowance is allocated by classifications below;

• Department Head $650.00
• Deputy Director/Manager/Director (Harbor/Utilities) $550.00
• Division Officer/Superintendent/ Chief of Staff / Administrator / Principal DCA $450.00
• Assistant to Executive / Executive Assistant / Executive Secretary/ Executive Support Staff $300.00

Deferred Compensation Plan:Optional for employee contribution to a supplementary retirement savings program available through Mission Square Retirement formerly ICMA-RC Retirement Corporation).

• Classic CalPERS Members: The City will contribute a maximum of up to two percent (2%) of base salary* for all qualified Classic CalPERS members.
• Public Employees’ Pension Reform Act (PEPRA) CalPERS Members: Effective the second full pay period following City Council adoption, the City contribution will increase from two percent (2%) to three percent (3%) of base salary* for all qualified PEPRA CalPERS members.

Flexible Spending Account (FSA):Optional election for employees to reduce taxable income for payment of allowable childcare or medical expenses.

Flexible/Hybrid Work Schedule:Available (subject to City Manager approval).

Paid Parental Leave: The City provides one hundred and sixty (160) hours of Paid Parental Leave at 100% of salary, for the birth, adoption or foster placement of a child, regardless of the gender, marital status or sexual orientation of the parent.

Closing Date/Time: 1/22/2025 11:59 PM Pacific

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• City of Long Beach

• 5625707057

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