SENIOR SECRETARY

DESCRIPTION

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 Harbor Department is seeking to fill a Senior Secretary vacancy to provide support to the Business Development Division.

The Business Development Division focuses on how to maximize the Port of Long Beach revenue opportunities and sustain market share growth, by engaging all customer segments, tracking industry trends, analyzing cargo data, identifying new business opportunities, anticipating market direction, and aligning our strategies to market conditions.

THE ROLE

EXAMPLES OF DUTIES

HOW YOU GET TO CONTRIBUTE

• Maintain the Director’s and Assistant Director’s' calendars: coordinate, schedule, arrange and confirm meetings, appointments, speaking engagements and conferences; screen requests for appointments.

• Provide secretarial and administrative support to the Director and Assistant Director.

• Compose, edit, and review Board, Committee, Information Only and Board Update memos and verify supporting documentation is attached on a weekly basis.

• Act as the Divisions timekeeper to electronically verify employee timecards on a weekly basis, distribute paychecks and maintain log of time off requests.

• Compose, process, route and track personnel records including employee leaves, personnel requisitions, requests for promotion, and position descriptions.

• Create, review, verify and process purchase orders, invoices, direct payments, business meal, mileage and other miscellaneous reimbursements and travel reimbursements.

• Create, review and process travel requests. Make all travel arrangements and process travel expense report for reimbursement.

• Coordinate, support and arrange domestic and international travels for Commission Office, Mayor's Office, and Executive Staff. This includes obtaining foreign visas and relevant travel documents.

• Generate invite lists, tracks RSVPs, and participate in planning and execution of Port-hosted and/or sponsored Industry events including Pulse of the Ports, State of the Port, the annual Customer Appreciation Event, JOC TPM and the Grand Prix, among others.

REQUIREMENTS TO FILE

REQUIRED EXPERIENCE AND QUALIFICATIONS:

• Requires at least three years of progressively responsible secretarial/clerical experience.

• Requires prior experience working for the head of a division/department.

• Prior Port or City experience a plus.

• Experience in the maritime shipping industry a plus.

TECHNICAL SKILLS NEEDED:

• 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 become proficient with financial software and applications.

• Must be able to become proficient using Customer Relations Management (CRM) software.

• Using a keyboard, must type accurately at a minimum net speed of 40 words per minute to meet the requirements of the position.

• Requires mathematical skill to review ledgers/invoices, calculate/verify prices and resolve discrepancies/problems.

• Must be able to compose and edit correspondence, prepare documents and make arrangements with only brief instructions given.

• 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; set priorities, take initiative and exercise sound independent judgment within areas of responsibility in accordance with regulations, policies and procedures and Director of Business Development preferences.

• Requires the ability to gather information, identify research resources, and find solutions.

TECHNICAL SKILLS NEEDED:

• Requires strong professional and technical writing skills and familiarity with proper tone and format for various types of formal documentation including customer correspondences, Board correspondences, reports, user manuals and memorandums.

• Requires a general secretarial and administrative background.

• Requires knowledge of principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation is essential.

• Basic knowledge of operating office equipment and machinery required.

• Basic knowledge of customer service to employees and management required.

• Knowledge of maritime concepts, practices, policies and procedures a plus.

• International travel coordination experience a plus.

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.

THE BENEFITS:

The Port of Long Beach has established salary range of $27.00 - $36.56 (Hourly) (placement depends on qualifications). An attractive package of benefits is included with the opportunity to work in one of the most diverse and dynamic areas of the United States:

• Retirement– CalPERS 2% @ 62, coordinated with Social Security. Current member contributions are 8.00% for CalPERS and 6.2% for Social Security, paid by the employee.
• Group Health Insurance– Medical and dental options (HMO and PPO). Free vision coverage.
• 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 into 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.
• 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.

SELECTION PROCEDURE

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

The final filing date for this recruitment is: Friday June 19, 2026. 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.

Final round interviews will take place the week of July 20th to July 24th

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.

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