SENIOR SECRETARY

Job Description:

SENIOR SECRETARY

Description

DESCRIPTION

THE PORT OF LONG BEACH IS SEEKING A SENIOR SECRETARY IN THE ENGINEERING OPERATIONS DIVISION

(This is an at-will position)
Salary Range: $27.00 - $36.56 (Hourly)

ABOUT US

The Port of Long Beach, one of the world's busiest seaports, is an international gateway for the reliable, efficient, and sustainable movement of goods and is a leader in environmental stewardship. Credited with moving approximately $200 billion in trade, the Port serves as a critical hub for international commerce and is a major transportation center. East Asian trade accounts for the bulk of Long Beach shipments. Port-related international trade has a wide-ranging economic impact, supporting millions of jobs that benefit the region and the entire country.

The Team...
The Engineering Operations Division oversees the overall operational activities of the Engineering Services Bureau, which consists of six divisions working together to proactively design, build, and maintain state of the art infrastructure and assets to support safe, reliable, and efficient goods movement in an environmentally and fiscally responsible way.

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 performs a wide variety of secretarial, administrative and general office work for the Senior Director (Chief Harbor Engineer). They serve as a central point of liaison for the Engineering Services Bureau. Involved with high-level contacts and exposure to sensitive information necessitating considerable use of tact, diplomacy, discretion and judgment.

How you get to contribute....

• Provide secretarial and administrative support to the Senior Director of Engineering Operations.
• Coordinate and maintain the calendar for Senior Director of Engineering Operations to help ensure efficient and prudent utilization of Senior Director's time.
• Serve as central point of contact to coordinate Senior Director’s meetings and activities. Schedule, arrange and confirm meetings, appointments, conferences, and presentations; and screen requests for appointments.
• Coordinate and arrange meetings with external parties such as City department staff, consultants, contractors, project stakeholders, or others as directed.
• Prioritize requests (physical and digital) along with appropriate background materials for review, reply, and disposition.
• Retrieve, stamp, open and distribute mail.
• Organize, maintain and update files, documents and records.
• Create and/or process purchase orders, sub-requisitions, imprest cash vouchers, expense and travel reimbursements.
• Arrange travel for Senior Director and create expense reports.
• Compose and prepare letters and other correspondence as directed by the Senior Director. Proofread and edit Board, and Information Only Memorandums and verify supporting documentation is attached.
• Review content of Engineering Bureau intranet sites and update information therein on a regular basis.
• Plan, organize and make arrangements for special events and meetings.
• Coordinate schedules with other division assistants and provide back-up support if necessary.
• Provide input and participate in meetings, training and preparation of training programs to support the Bureau's use of various administrative software programs including but not limited to Granicus Legistar and Documentum (EDRMS).
• Perform other secretarial and administrative duties as required.

REQUIREMENTS TO FILE

Required Experience and Qualifications:

• High school diploma or equivalency is required.
• At least three years of progressively responsible secretarial/clerical experience required.
• Prior experience working for the head of a division, department, or executive is required.
• Prior Port or City experience a plus.

Technical Skills Needed:

• Must have a very high level of proficiency in the use of MS Office, specifically including Word and Excel, and Outlook. Must be able to utilize advanced features of this software suite.
• Must either be proficient in the use of Granicus Legistar, Documentum (EDRMS), and internet software systems or have the ability to learn and use new software schedules quickly and efficiently.
• Using a keyboard, must type accurately at a minimum net speed of 40 words per minute to meet the requirements of the position.
• Ability to file In alphabetical, chronological and numerical order required.

Professional Knowledge and Characteristics:

• Requires knowledge of principles and practices of sound business communication; correct English usage, Including spelling, grammar and punctuation is essential.
• Requires a general secretarial and administrative background.
• Knowledge of operating office equipment and machinery required.
• Knowledge of customer service to employees and management required.
• Experience working in an engineering organization is desirable.
• Knowledge of port, maritime, construction, engineering or shipping terminology a plus.

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.

SELECTION PROCEDURE

APPLICATION & RECRUITMENT SCHEDULE

The job posting will close on Monday, October 20, 2025 , at 11:59 p.m. PDT.

The Port reserves the right to extend the closing date without notice in order to accept additional applications.

To be considered for this opportunity, please submit a cover letter and resume with your applicationin PDF format . Incomplete applications or applications that do not meet the minimum requirements will not be considered.

All application packets will be evaluated to determine the most qualified applicants. Those determined to be most qualified will be invited to participate in the selection process. Interviews will consist of a video interview via Spark Hire, with the most qualified moving forward to an in-person interview. The successful candidate will be appointed shortly thereafter. References will be completed for finalist candidates; an employment offer is contingent on the successful completion of a comprehensive background check.

If you require an accommodation because of a disability in order to participate in any phase of the application/selection process, please contact Careers@polb.com .

Fair Chance Act

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 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.

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: 10/20/2025 11:59 PM Pacific

Salary:

$27.00 - $36.56 Hourly