BUREAU SECRETARY

Job Description:

BUREAU SECRETARY

Description

DESCRIPTION

The City of Long Beach, Department of Health and Human Services is recruiting one (1) Secretary position within the Collective Impact Bureau .

Reporting to the Collective Impact Bureau Manager, this position will be responsible for providing administrative support to the Collective Impact Bureau Manager, and the Bureau’s programs and staff. In addition, this position serves as primary backup to the Department’s Executive Assistant. This position is located at the main health department office located at 2525 Grand Ave, Long Beach, CA 90815.

EXAMPLES OF DUTIES

• Interacts effectively with the Collective Impact Bureau Manager and all levels of the bureau and department.
  

• Serves as liaison to the public, elected officials, City Manager's Office, and City departments on behalf of the Bureau Manager.
  

• Assists with City correspondence, reports, memorandums, and other documents.
  

• Maintains calendars and assists with preparation for meetings, trainings, and appointments.
  

• Coordinates requests from the City Manager's Office, City Departments, the public, or clients.
  

• May supervise other clerical personnel and interns.
  

• Serves as backup to the Main Health Front Desk Receptionist and other clerical staff during breaks and absences.
  

• Screens and prioritizes requests of Bureau management and staff.
  

• Arranges appointments and manages calendars for Bureau management.
  

• Performs various clerical functions, including copying, scanning, compiling, and filing documents and coordinating document storage and destruction with the City Clerk.
  

• Serve as Department liaison to vendors providing services to the Department's operations and support.
  

• Coordinates and tracks the workflow of several Bureau processes, including requests for purchase orders, invoice payments, and expense reimbursements, contracts and other items.
  

• Creates, updates, and interprets Department and Bureau policies, procedures, and operations for the public and City personnel.
  

• Composes correspondence, reports, and notices, including correspondence to outside organizations and the public.
  

• Collects, reviews, tracks, and corrects timecards for Bureau staff.
  

• Organizes, distributes, tracks, and orders office supplies.
  

• Provides administrative support to special programs, projects, and/or initiatives.
  

• Provides basic graphic design, PowerPoint design, excel worksheet design, and support as needed.
  

• Coordinate and process travel requests for Bureau Management staff, including arranging transportation, and accommodations.
  

• Serve as a designated Bureau procurement card holder, ensuring all purchases adhere to organizational policies and compliance regulations, including timely reconciliation and accurate record-keeping.
  

• Performs other related duties as assigned.
  

REQUIREMENTS TO FILE

EDUCATION:

• High School Diploma, GED, or equivalent certification.

EXPERIENCE:

• Five (5) years of full time progressively responsible experience in secretarial, administrative, and/or clerical work in an office setting.

DESIRABLE QUALIFICATIONS:

• Bachelor’s degree in Public Administration, Business, Public Health, or a closely related field.
• Valid motor vehicle license.

ABILITY TO:

• Work occasional evenings and weekends as needed.
  
• Communicate both verbally and in writing.
  
• Comprehend and interpret complex written information.
  
• Research, organize, and analyze data from a variety of sources.
  
• Develop conclusions and make recommendations based upon evaluation of facts.
  
• Work collaboratively with others.
  
• Exercise initiative to complete assigned tasks.
  
• Plan and organize work.
  
• Operate computers including the use of the internet, spreadsheet, database, and word processing software (e.g. Microsoft Office).
  

SELECTION PROCEDURE

This recruitment will close at 11:59 PM PST, on Wednesday, November 20, 2024. To be considered, applicants must submit a resume and cover letter in PDF format. Applications will be reviewed for depth and breadth of experience, and for level and relatedness of education. The most qualified candidates will be invited to participate in further selection procedures. The selected candidate may be required to go through a background check and a physical examination prior to appointment. Applicants who do not meet the minimum requirements, including submission of all required attachments, will not be considered. For questions regarding this recruitment, please call (562) 570-7165.

The City of Long Beach is an Equal Opportunity Employer. We value and encourage diversity in our workforce. The City of Long Beach is committed to creating a workplace where every employee is valued for who they are. Having our work force 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.

The City of Long Beach is committed to maintaining fairness and transparency in our hiring practices. We believe in providing equal opportunities to all applicants and ensuring that every applicant is evaluated based on their qualifications and merit. If you believe that you have been unjustly disqualified based on minimum qualifications for an unclassified job opportunity, you have the right to appeal the decision. Find out more about the Unclassified
Applicant Appeal Process by visiting the Applicant Appeal Process (longbeach.gov).

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) 570-7165.

For technical support with your governmentjobs.com application, please contact (855) 524-5627.

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: 11/20/2024 11:59 PM Pacific

Salary:

$24.54 - $33.54 Hourly