Executive Secretary, Building & Safety Bureau

City of Long Beach, CA; Long Beach (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

The City of Long Beach's Department of Community Development seeks a full-time unclassified Secretary to provide executive-level support to the Superintendent of Building & Safety and to the Permit Center and related divisions. The role requires exceptional organization, reliability, and the ability to manage high-volume administrative tasks in a regulatory environment.

Daily duties include scheduling, records management, responding to inquiries, preparing documents, coordinating with multiple

Qualifications

• Education equivalent to graduation from high school.
• Five (5) years of progressively responsible secretarial/clerical experience.
• A valid driver’s license, or the ability to arrange necessary and timely transportation for field travel.

Responsibilities

• Assists the Chief Building Official with correspondence, signature items, meeting scheduling and other duties as assigned.
• Assist with tracking and monitoring Public Records Act (PRA) requests, subpoenas, and official records involving the Building & Safety Bureau; coordinates with the PRA liaison, records custodian, and City Attorney’s Office as appropriate.
• Receives and screens telephone calls, emails, and correspondence; responds to routine inquiries, directs technical questions to appropriate staff and coordinates communication with other bureaus and departments.
• Prepares, proofs, formats, and distributes correspondence, memoranda, reports, public notices, presentations, and other administrative documents.
• Assesses and routes matters to the appropriate staff or division, monitors follow-up, and elevates significant issues to management.
• Provides clerical support for interviews, meetings, public presentations, employee onboarding, and training activities.

Skills

Interpersonal skills

Office skills

Judgment

Initiative

Communication

Education

High school diploma or equivalent

Associate’s or Bachelor’s degree in business administration

Job description

The City of Long Beach's Department of Community Development seeks a full-time unclassified Secretary to provide executive-level support to the Superintendent of Building & Safety and to the Permit Center and related divisions. The role requires exceptional organization, reliability, and the ability to manage high-volume administrative tasks in a regulatory environment.

Daily duties include scheduling, records management, responding to inquiries, preparing documents, coordinating with multiple