SECRETARY

DESCRIPTION

The City of Long Beach, Department of Health and Human Services is recruiting for ONE (1) at-will, unclassified, full-time Secretary position within the Executive Office. Reporting to the Administrative and Financial Services Bureau Manager, this position will be responsible for providing administrative support to the Director of Health and Human Services, the Administrative and Financial Services Bureau Manager, and the Bureau's divisions, programs, and staff. In addition, this position may serve as a backup to the Department's Executive Assistant. This position is located at the Main Health Center, 2525 Grand Avenue, Long Beach, CA 90815.

EXAMPLES OF DUTIES

• Screens and prioritizes requests of the bureau manager and other management staff;
• Takes minutes during a variety of on and off-site meetings;
• Supervises front desk staff and ensure coverage during operating hour;
• Serve as a backup to the Executive Assistant;
• Schedules appointments and manages the Bureau Manager's calendar;
• Assist the Bureau Manager in tracking the use of various facilities for special events;
• Produces a variety of draft letters, memoranda, reports, and records for management personnel;
• Maintain and track the Department's Facility Use Permits, ensure all applicable documents are up to date, and serve as a point of contact for tenants;
• Update and maintain list of staff and persons with access to various facilities alarm systems
• Coordinate the retention and destruction of the Bureau's record management files;
• Coordinates and tracks the workflow of several bureau processes, including but not limited to contracts, grants, payments and invoicing, and City Council procedures;
• Interprets policies, procedures, and operations for City personnel and the public;
• Independently composes routine correspondence, reports, and notices;
• Compiles information and data used to prepare records and reports;
• Creates purchase orders;
• Purchases items for the bureau using a p-card;
• Tracks inventory and orders office supplies;
• Collects and reviews timecards;
• Receives and screens office mail, email, and phone calls;
• Supports administration of special programs and initiatives; and,
• Performs other duties as assigned.

REQUIREMENTS TO FILE

• High School diploma, GED, or equivalent certification.
• Five years of professional experience performing progressively responsible clerical functions in an office setting.

DESIRABLE QUALIFICATIONS:

• Experience working within a computerized financial system
• Experience operating alphanumeric keyboard and 10-key by touch
• Experience with Canva (to develop presentations, flyers, social media, etc.) and PowerPoint
• Experience using TEAMS and/or Zoom to facilitate meetings, etc.
• Experience utilizing OneDrive, OneNote, or Google Drive
• Willingness and ability to work overtime as needed, including occasional evenings and weekends
• Valid motor vehicle operator license. (Required to obtain a California motor vehicle operator license within 6 months if out of state. DMV K4 driver license information report printout required during onboarding for California residents.)

SUCCESSFUL CANDIDATE WILL DEMONSTRATE:

• Advanced administrative, organizational, and time management skills, including the ability to handle confidential matters, manage multiple tasks and assignments, and consistently produce a professional work product.
• Excellent proofreading, interpersonal, and written and verbal communication skills.
• Ability to work effectively with a wide variety of people and populations by consistently exercising tact, sound judgment, and a proactive, problem-solving focused style.
• Excellent attendance and punctuality.
• Proficiency in the use of computer and office productivity software (e.g., Microsoft Office Suite) and the willingness to learn new applications

SELECTION PROCEDURE

This recruitment will close at 4:30 p.m. (Pacific Time) on Thursday, June 8, 2023. To be considered, please apply online under "Current Openings" with your cover letter and resume as attachments at: www.lon g beach.gov/jobs .

Applications will be reviewed for depth and breadth of experience, and for level and relatedness of education (if applicable). The most qualified candidates will be invited to participate in further selection procedures. The selected candidate will be required to go through a background check, including a review of driver license information, and a physical examination prior to appointment. Applications that do not meet the minimum requirements, including submission of all required attachments, will not be considered .

EQUAL OPPORTUNITY:

The City of Long Beach is an Equal Opportunity Employer. We value and encourage diversity in our workforce. 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) 570-4102.
In support of the City's Language Access Policy, bilingual skills (Spanish, Khmer and/or Tagalog) are desirable for positions interacting with the public.
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/Closing Date/Time: 6/8/2023 4:30 PM Pacific