OFFICE COORDINATOR (SECRETARY)

City of Long Beach, California; Long Beach (CA); On-site; USD 42,000 - 62,000; Full time

Job summary

City of Long Beach, California is seeking a full-time unclassified Secretary (Office Coordinator) to support the Planning Bureau and report to the Bureau Manager. The role encompasses scheduling, meeting coordination, and preparation of notices and agendas for Planning Commission activities.

The ideal candidate will have five years of progressive secretarial experience, strong proofreading skills, and proficiency with Microsoft 365 and Adobe Acrobat Pro. Public service experience is a plus.

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 ability to arrange transportation for field travel.

Responsibilities

• Provide clerical support to the Planning Bureau and backlog of scheduling requests.
• May serve as clerical support to the Planning Commission, including setting up meetings and running public comment.
• Schedules and coordinates Planning Commission meetings.
• Prepare public notices, agendas, meeting packets and communications to the Planning Commission.

Skills

Scheduling

Clerical skills

Microsoft 365

Proofreading

Customer service

Education

High school diploma or equivalent

Tools

Adobe Acrobat Pro

Job 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.

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

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.

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 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 [phone].