SECRETARY

City of Long Beach; California; On-site; USD 52,000 - 76,000; Full time

Job summary

The City of Long Beach is seeking a full-time unclassified Secretary to provide executive-level administrative support to the Building & Safety Bureau, Permit Center, and related divisions. The role requires organizing daily operations, tracking deadlines, and maintaining records with a professional, confidential approach.

Ideal candidates have five years of progressive secretarial experience, a high school diploma or higher, and a valid driver's license.

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 transportation for field travel.

Responsibilities

• Provide executive-level and bureau-wide administrative support to the Permit Center, Engineering and Plan Check, and Inspections divisions within the Building & Safety Bureau.
• Coordinate administrative activities, maintain records, monitor deadlines, and support operational priorities in a high-volume regulatory environment.
• Maintain calendars, schedules, tracking logs, records, and correspondence related to bureau activities and projects.
• Prepare and update SOPs and related documents under management direction.
• Promote high levels of customer service and clear communication with staff and the public.

Skills

Secretarial experience

Organizational skills

Time management

Discretion

Interpersonal skills

Education

High school diploma

Associate or Bachelor’s degree

Tools

Microsoft 365

Job description

DESCRIPTION

The Department of Community Development has an immediate opening for a full-time unclassified Secretary position. The position will support and report directly to the Superintendent of Building & Safety (Chief Building Official). 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 successful candidate will be a highly organized professional and a self-sufficient individual who is trustworthy, flexible and has excellent office and interpersonal skills, demonstrates sound judgment, takes initiative, and anticipates administrative needs. The department’s goal is to build a dynamic, safe, and sustainable city that honors its past and embraces the future.

EXAMPLES OF DUTIES

THE POSITION

The Secretary will provide executive-level and bureau-wide administrative support to the Permit Center, Engineering and Plan Check, and Inspections divisions within the Building & Safety Bureau. The position will support daily bureau operations by coordinating administrative activities, maintaining records, monitoring deadlines, and assisting with operational priorities in a high-volume regulatory environment. The position requires the ability to maintain awareness of bureau activities and emerging priorities, communicate important developments to management, and follow through on matters requiring attention.

EXAMPLES OF DUTIES

• 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) request, subpoenas, and official records involving the Building & Safety Bureau; coordinates with the designated PRA liaison, records custodian, and City Attorney’s Office as appropriate to monitor deadlines, follow-up on outstanding items, and support timely responses.
• Receives and screens telephone calls, emails, and correspondence; responds to routine inquiries, directs technical questions to appropriate staff and coordinates communication and follow-up with other bureaus, City departments, and administrative staff as needed.
• Prepares, proofreads, 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 or unresolved issues to the Chief Building Official/Bureau Manager as appropriate.
• Provides clerical support for interviews, meetings, public presentations, employee onboarding, and training activities, including preparing materials, maintaining related records.
• Coordinates executive and Council briefings, tracks deadlines and outstanding action items, follows up with responsible staff, and provides status updates to the Chief Building Official/Bureau Manager.
• Maintains calendars, schedules, tracking logs, records, and correspondence related to bureau activities, projects, special events, and emergency operations
• Assist with emergency preparedness activities, including coordination drills, and training, maintaining emergency contact information, and tracking assignments and follow-up actions.
• Processes routine administrative documents and transactions, reviews records for accuracy and completeness, and coordinates necessary corrections.
• Prepares and updates administrative procedures, standard operating procedures (SOPs), and related documents under management direction, coordinating with staff to ensure information is accurate and current.
• Provides support to the permitting-system implementation, LA28 readiness, special events, emergency operations, major development activity, and cross-department assignments.
• Promotes a high level of customer service through clear communication, teamwork, timely follow-up, and accountability in responding to inquiries, coordinating with appropriate staff, and ensuring matters receive proper attention.
• Performs other related duties as required.

Requirements To File

MINIMUM 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.

Desireable Qualifications

• An Associate’s or Bachelor’s degree in business administration, office administration, or a related field.
• Experience of providing executive level administrative support to senior management, preferably in a municipal government or similar public agency.
• Experience working in a building and safety permitting, planning, inspections, engineering, construction, or similar regulatory environment.
• Experience preparing executive briefings, tracking assignments, coordinating interdepartmental communications, and supporting administrative procedures and process improvements.

THE IDEAL CANDIDATE

• Ability to communicate professionally and courteously with the public, city staff, and other stakeholders in person, by telephone, and via email
• Ability to work in a fast-paced environment
• Ability to prioritize competing assignments, manage multiple deadlines and handle a variety of tasks and assignments, while ensuring timely completion
• Ability to take initiative, exercise sound judgment, anticipate administrative needs, and identify matters requiring management’s attention
• Ability to quickly learn and effectively use new software programs, electronic records systems, and administrative tools .
• Ability to develop a working understanding of local, state, and federal regulations, related to building, and safety, permitting, planning, engineering, and construction.
• Strong attention to detail
• Excellent written, oral, and interpersonal communications skills, including the ability to communicate effectively in public settings, with strong proofreading and editing abilities
• Strong administrative and organizational skills, with the ability to anticipate operational needs, coordinate activities, and support bureau priorities.
• Proficient in use of technology, including Microsoft 365 applications, Adobe Acrobat Pro, online meeting platforms, and electronics records and tracking systems.
• Demonstrated integrity and exceptional discretion in handling highly sensitive and confidential information, including personnel records, performance evaluations, disciplinary actions, and executive communications, while maintaining the highest standards of confidentiality and professionalism.
• Ability to foster a positive, respectful, and inclusive work environment, build effective working relationships at all levels of the organization, and demonstrate cultural awareness, impartiality, and respect for diverse backgrounds and perspectives.
• Ability to work independently, anticipate administrative needs, take appropriate initiative, and recognize when matters require management’s attention or direction.

SELECTION PROCEDURE

This recruitment will close at 11:59 PM PST, on Thursday, November 12, 2026.

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 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 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].

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