OFFICE COORDINATOR (SECRETARY)

City of Long Beach, California; California; On-site; USD 60,000 - 76,000; Full time

Job summary

The City of Long Beach, California is seeking a full-time unclassified Secretary (Office Coordinator) to support the Planning Bureau. The role reports to the Bureau Manager and handles a high volume of scheduling, meeting preparation, and clerical tasks across multiple boards and commissions.

Ideal candidates will have a high school diploma and at least five years of progressively responsible secretarial experience, plus a valid driver’s license.

Qualifications

• Graduation from high school or equivalent.
• Five (5) years of full-time, progressively responsible secretarial/clerical experience.
• Valid driver’s license or ability to arrange transportation for field travel.

Responsibilities

• Provide clerical support to the Planning Bureau and Planning Manager with scheduling.
• Support Planning Commission meetings, including setting up and running public comment.
• Schedule and coordinate Planning Commission meetings and prepare notices, agendas, and packets.
• Review staff reports and Council letters for accuracy and alignment with the Style Guide.
• Proofread correspondence and mentor junior clerical staff.
• Assist with onboarding/offboarding of Planning Bureau staff and manage files/records.

Skills

Scheduling

Clerical support

Communication

Customer service

Education

High school diploma

Tools

Microsoft 365

Adobe Acrobat Pro

Online meeting apps

Job description

Description

The Community Development Department has an immediate opening for a full-time unclassified Secretary (Office Coordinator). The position will support the Planning Bureau and will report directly to the Bureau Manager. The Community Development Department has approximately 200 employees and includes the Administrative & Financial Services, Building & Safety, Code Enforcement, Housing & Neighborhood Services, and Planning Bureaus. The Department’s goal is to build a dynamic, safe, and sustainable city that honors its past and embraces the future.

EXAMPLES OF DUTIES

This Position Will

• Provide clerical support to the Planning Bureau and directly supports the Planning Manager with a high volume of scheduling requests
• May serve as clerical support to the Planning Commission, including setting up meetings, and running public comment during the Planning Commission meetings (which take place twice per month on Thursday evenings)
• Schedules and coordinates Planning Commission meetings
• Prepare public notices, agendas, meeting packets and communications to the Planning Commission in collaboration with the City Clerk’s office and planning staff
• Provide administrative support, review and coordination of staff reports and Council letters in alignment with the City’s Style Guide
• Proofread staff reports, letters, formal memos and other correspondence
• Guide and collaborate with other support clerical staff (Clerk Typist III, II, I); including to ensure successful public hearings for other hearing bodies supported by the Bureau (i.e. City Council, Cultural Heritage Commission, Zoning Administrator)
• Coordinate procedures with other clerical support in the Community Development Department
• Schedule meetings, appointments and other various assignments related to the Planning function
• Serve as a back-up for the Executive Assistant in the Director’s office
• Provides customer service over the phone and via computer
• Draft spending memos for food orders, outreach events, travel and conferences
• Provide support for large public and community meetings, including preparation of materials, setting up displays and assisting with logistics
• Prepare conference rooms for Bureau Manager and staff meetings
• Work with the Department’s Communications Team to post notices online and update website content for the Planning Bureau
• Support onboarding of new Planning Bureau employees and offboarding of exiting employees
• Process Technology Service Requests
• Support management of Planning Bureau’s files and records
• Oversees Public Records Act requests
• Order office supplies, collects and distributes mail, processes invoices
• Perform other duties as assigned

Requirements To File

MINIMUM QUALIFICATIONS

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

Desirable Qualifications

• Experience working for a public sector agency
• Licensed as a Notary public or ability to obtain a notary public license
• Experience in scheduling meetings, appointments, and coordinating logistics for events and public hearings
• Experience in supervising clerical staff or working in a team environment to ensure successful execution of public hearings and meetings

THE IDEAL CANDIDATE

Communication & Interpersonal Skills

• Ability to courteously interact with the public in person, on the telephone, or via email.
• Excellent written, proofreading, and oral communication skills.
• Ability to maintain a positive work/office environment and maintain effective working relationships at all levels of the organization.
• Ability to handle confidential matters.

Organization & Time Management

• Ability to prioritize and handle a variety of tasks and assignments with different deadlines, ensuring timely completion.
• Strong ability to provide a high level of scheduling and calendaring support
• Ability to consistently produce a professional product on time while managing multiple priorities.
• Ability to work effectively in a fast-paced environment.
• Advanced clerical and organizational skills with strong attention to detail.

Technical Proficiency & Learning

• Proficient in the use of technology, including Microsoft 365 applications, Adobe Acrobat Pro, and online meeting applications.
• Ability to learn new software programs.
• Ability to learn and apply relevant local, state, and federal laws.

Professional Judgment & Autonomy

• Ability to work independently and exercise sound judgment in carrying out responsibilities.

SELECTION PROCEDURE

This recruitment will close at 11:59 PM PST, on Wednesday, November 18, 2026.

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 [phone].

The City 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 characteristics protected by applicable federal, state, or local law. We value diversity in our workforce and are committed to creating a workplace where every employee is respected and included. We strive to reflect the diversity of our community at all levels of the organization, promote fair and equitable employment practices, advance equity, and inclusion through our work with staff and community partners, and promote transparency by publishing workforce demographic information, including diversity and pay data 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 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 [phone].