The Port of Long Beach is committed to creating an inclusive, equitable and diverse work environment, with the ultimate goal of making BELONGING a norm. We hire amazing qualified teammates from a wide variety of backgrounds and experiences. We recognize that embracing our differences, and establishing an environment that encourages a diversity of viewpoints and perspectives, makes us a stronger, more effective organization. We invite all of our teammates to bring their whole selves to work. We are huge advocates of LIFE/WORK BLEND – where LIFE leads the pack! Our teammates arrive daily with the ethos to collaborate, foster intellectual curiosity and provide unparalleled service. If you share these values and our enthusiasm, your next career opportunity is with THE PORT OF CHOICE! The Team... The Port of Long Beach is seeking a Senior Secretary to fill an open position in the Security Division. The Security Division is responsible for providing a safe and secure environment for port operations, visitors, and the community, as well as ensuring the efficient movement of commerce upon which the nation depends. The Security Division is a close knit-team that functions in a dynamic, fast-paced environment and routinely collaborates with every other division in the Port, and a broad range of state, local, and federal partner agencies.
To learn more about the Port of Long Beach, visit our website at www.polb.com.
EXAMPLES OF DUTIES
The Role... Under general supervision, the Senior Secretary will perform a wide variety of secretarial, administrative and general office work for the Security Division Leadership Team, and will serve as the central point of liaison with other Port divisions. The Senior Secretary will be responsible for highly sensitive and confidential information.
How you get to contribute....
Provide secretarial and administrative support to the Director and Assistant Directors of Security and the division.
Maintain the Division Director’s and Assistant Division Director’s calendar: coordinates, schedules, arranges and confirms meetings, tours, visits, appointments, briefings and conferences; screens request for appointments.
Serve as primary point of contact for all tours, visits, briefings, meetings, workshops, and trainings for the Security Division JCCC Building.
Assist the Administration Section in receiving, processing and issuing various types of permits.
Assist in processing Board, Committee and Information Only Memorandums on a weekly basis and ensuring supporting documentation is attached.
Organize, maintain, and update electronic files, documents and records, and create, maintain and update filing and tracking systems, including EDRMS.
Create sub-requisitions, imprest cash vouchers, and travel requests and reimbursements for entire division.
Process, route and track annual performance evaluations for management division staff; ensures evaluations are received on a timely basis.
Coordinate, in conjunction with Assistant Directors, the planning of Security Division events that include the Employee of the Quarter program.
Research, compile, and summarize information, data and statistics for regular and specialized reports.
REQUIREMENTS TO FILE
What we are looking for…
A high school diploma is required.
Three years of progressively responsible clerical experience is required.
Prior Port or City experience is a plus.
Desirables In order to REALLY catch our attention, your profile and experience will demonstrate the following professional attributes and strengths:
A general administrative background is desired.
Excellent customer service skills are desired.
Knowledge of principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation, is essential.
Broad understanding of office concepts and principles is desired.
Professional Knowledge and Characteristics
Must have high level of proficiency in the use of MS Office, including Word and Excel, Outlook, and other related applications.
Must be able to adapt and use new software programs, as applicable.
Must type minimum of 40 WPM.
Must be able to compose and edit correspondence, prepare documents and make arrangements with only brief instructions given.
Must have excellent proofreading and editing skills and be detail-oriented.
Must have ability to prepare clear, accurate and concise records and reports.
Must have high-level organizational and planning skills so that workflow is managed efficiently and accurately.
Requires strong interpersonal skills, with the ability to work effectively in a team environment as well as the ability to work independently.
Must be able to maintain an even temperament and have a willingness to change priorities and be flexible as circumstances dictate.
Requires ability to establish, build and maintain effective communication and working relationships with all levels of employees, including top, middle and supervisory levels of management as well as external contacts.
Must be able to handle confidential department and employee information with complete discretion; a high degree of tact, diplomacy and discretion in dealing with sensitive and confidential situations is required.
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.
Effective October 18, 2021, the City of Long Beach will require all employees to be fully vaccinated against COVID-19 unless a medical or religious accommodation is approved by the City of Long Beach’s Human Resources Department.
How do we start the conversation?
This bulletin will be viewable from October 18, 2021 to October 31, 2021.
Candidates will only be able to submit their applications online on
MONDAY, November 1, from 7:30 a.m. until 11:59 p.m.
Please submit a cover letter and resume in PDF form with your application. Incomplete applications or applications that do not meet the minimum requirements will not be considered.
The Port reserves the right to extend the closing date without notice in order to accept additional applications. Individuals identified to be most qualified for the position will be invited to participate in the selection process. References will be completed for finalist candidates. If you require an accommodation because of a disability in order to participate in any phase of the application/selection process, please let us know.
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.