OFFICE COORDINATOR (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 April 21st at 11:59PM PST.

The City of Long Beach requires all employees to be vaccinated against COVID-19 prior to their first day of employment unless a medical or religious accommodation is approved by the City of Long Beach’s Human Resources Department for the duration of the vaccine mandate.

The Community Development Department has an immediate opening for a full-time unclassified Secretary ( Office Coordinator ) . The position will support the Planning Bureau and will report directly to the Bureau Manager. The Community Development Department has approximately 200 employees and includes the Administrative & Financial Services, Building & Safety, Code Enforcement, Housing & Neighborhood Services, and Planning Bureaus. The departments goal is to build a dynamic, safe, and sustainable city that honors its past and embraces the future.

EXAMPLES OF DUTIES

• Provides clerical support to the Planning Bureau and directly supports the Planning Manager;
  

• Serve as back-up for the Executive Assistant in the Director’s office
  

• Serves as clerical support to the Planning Commission, including setting up meetings, and running public comment during the Planning Commission meetings (which take place twice per month on Thursday evenings)
  

• Conducts clerical support tasks for the public hearings that take place at Planning Commission meetings, including preparing public hearing notices, preparing and posting meeting agendas and meeting minutes
  

• Coordinates procedures with other clerical support in the Community Development Department
  

• Schedules meetings, appointments and other various assignments related to the Planning function
  

• Supervision of other support clerical staff (Clerk Typist III, II, I); including to ensure successful public hearings for other hearing bodies supported by the Bureau (Planning Commission, Cultural Heritage Commission, Zoning Administrator, Site Plan Review Committee)
  

• Schedules and coordinates Planning Commission meetings
  

• Prepares public notices, agendas, meeting packets and communications to the Planning Commission in collaboration with the City Clerk’s office
  

• Provides administrative support, review and coordination of staff reports and Council letters in alignment with the City’ style guide
  

• Proofreads staff reports, letters. TFFs and other correspondence
  

• Draft spending memos for food orders, outreach events, travel and conferences
  

• Provides customer service over the phone and via computer
  

• Provides support, including preparation of materials, setting up displays and assisting with logistics for large public and community meetings
  

• Prepare conference rooms for Bureau Manager and staff meetings
  

• Works with the Department’s Communications Team to post notices online and update website content for the Planning Bureau
  

• Facilitates onboarding of new Planning Bureau employees and offboarding of exiting employees
  

• Processes Technology Service Requests
  

• Supports management of Planning Bureau’s files and records
  

• Oversees Public Records Act requests
  

• Orders office supplies, collects and distributes mail, processes invoices
  

• Performs other duties as assigned
  

REQUIREMENTS TO FILE

MINIMUM QUALIFICATIONS

• Education equivalent to graduation from high school
• Five (5) years of full time equivalent secretarial/clerical experience
• A valid driver’s license, or the ability to arrange necessary and timely transportation for field travel

DESIREABLE QUALIFICATIONS

• Experience working for a public sector agency
  

• Licensed as a Notary public or ability to obtain a notary public license
  

• Experience in scheduling meetings, appointments, and coordinating logistics for events and public hearings
  

• Experience in supervising clerical staff or working in a team environment to ensure successful execution of public hearings and meetings
  

THE IDEAL CANDIDATE

• Ability to courteously interact with the public in person, on the telephone, or via email
  

• Ability to work in a fast-paced environment
  

• Ability to prioritize and handle a variety of tasks and assignments, while ensuring timely completion;
  

• Ability to handle multiple tasks with different deadlines;
  

• Ability to learn new software programs
  

• Ability to learn relevant local, state, and federal laws as they apply them
  

• Strong attention to detail
  

• Excellent written, proofreading and oral communication skills
  

• Advanced clerical and organizational skills
  

• Proficient in use of technology, including Microsoft 365 applications, Adobe Acrobat Pro, and online meeting applications
  

• Ability to consistently produce a professional work product on time while managing multiple priorities; Ability to handle confidential matters
  

• Ability to maintain a positive work/office environment and maintain effective working relationships at all levels of the organization
  

• Ability to work independently and exercise sound judgment in carrying out responsibilities
  

SELECTION PROCEDURE

This recruitment will close at 11:59 PM Pacific Time on April 21st, 2025 or until 100 applications have been received, whichever occurs first. 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.

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) 570-6913 .

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: 4/21/2025 11:59 PM Pacific

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• City of Long Beach

• 5625707057

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