The Department of Parks, Recreation and Marine is a nationally recognized and award-winning organization with 1,100 full-time/part-time staff and a budget of $58 million. The Department oversees facilities and programs that reflect the needs and interests of a culturally diverse community, including: Approximately 170 parks with more than 3,200 acres devoted to open space and recreation, 27 community centers, 3 public pools, 6 miles of beaches, and 3 marinas. The purpose of the Community Engagement and Partnerships Bureau, is to create a strong focus on engagement and partnerships that supplement park/recreation programs, park planning and projects for the Long Beach community; develop new grant and revenue for programs, projects or maintenance; and manage partnership relationships, contracts and agreements.

The Department of Parks, Recreation and Marine, Community Engagement and Partnerships Bureau is seeking qualified candidates interested in applying for an unclassified permanent full-time Clerk Typist III position. The successful candidate will report directly to the Community Engagement and Partnerships Bureau Manager and provide clerical support to the Community Engagement and Park Planning Divisions.
 

Under direction, performs advanced clerical duties for the Bureau while using initiative, professionalism and judgment including:

• Manage Bureau Manager's calendar, coordinating and scheduling Bureau and Division meetings, and coordinating conference room reservations;
• Prepare meeting agendas, meeting materials, transcribe and prepare meeting minutes;
• Screen office mail, collect time cards, coordinate UPS package pickup/delivery;
• Compose written correspondence to City staff and the public, take and transcribe dictation, typing and editing a variety of letter, memoranda, reports, records and schedules, send periodic communication materials to community groups and stakeholders;
• Compile information and data for use in preparing various records and reports and meet high standards of accuracy in handling routine and non-routine assignments and information;
• Answer phones and address inquiries from the public, ensuring appropriate follow up;
• Conduct periodic inventory, order necessary office supplies, trouble shoot technology issues;
• Manage Bureau paper, warehouse and electronic files including preparing paper files for records retention, scan documents for electronic filing;
• Complete request forms, route for signature, catalogue Council and Bureau assignments, monitor, track and close out tracking items;
• Initiate purchase orders, direct payments, and impress check/cash forms in City's financial system, receive and track invoice payment, certify invoices;
• Establish, implement and administer Bureau office systems and procedures and learn and apply policies, laws, practices and methods applicable to administering assigned administrative functions;
• Assist with planning and organizing logistics for Bureau-related community events;
• Receive planning documents and construction plans, enter into tracking spreadsheet, schedule plan check meeting with Department staff;
• Prepare plan check comment memo templates, reviewcompleted memos, scan and electronically file signed memos, submit final comment memos;
• Verify and submit employee timecards

• High school diploma or equivalent;
• Must be at least 18 years of age; 
• Five years of clerical and/or administrative-related experience;
• Proficiency in the use of Microsoft Word and Excel is required; proficiency in the use of Outlook is desirable.
• Written and verbal fluency in one of the City's primary languages is preferred (Spanish, Khmer, Tagalog).

• Knowledge of office administrative practices and procedures and have strong customer service and administrative skills;
• Excellent written, oral, and interpersonal communication skills, using tact and diplomacy in dealing with sensitive and complex issues, situations and people;
• Ability to anticipate needs and analyze problems, evaluate alternatives and recommend or adopt effective courses of action within areas of responsibility;
• Proficient typing and filing abilities; ability to learn and use various computer software;
• Ability to independently prioritize a heavy workload and establish methods to successfully meet deadlines, and handle multiple assignments and projects efficiently;
• Ability to handle confidential matters; exercise discretion and independent judgement;
• Ability to work consultatively with employees at all levels of the organization and establish and maintain effective working relationships with all those encountered in the course of work;
• Excellent work habits and a desire to be an effective team member.

All candidates must apply online, and submit a letter of interest and a resume. Applications and attachments will be accepted Wednesday, September 19, 2018 through 11:59 p.m., Friday, September 21, 2018. The most qualified applicants will be invited to continue in the selection process.