SENIOR SECRETARY

Job Description:

SENIOR SECRETARY

Description

DESCRIPTION

THE PORT OF LONG BEACH IS SEEKING A SENIOR SECRETARY

(This is an at-will position)

Salary Range: $27.00 - $36.56 (Hourly)

THE ROLE

The Port of Long Beach Human Resources Division is seeking a Senior Secretary to keep the division organized and running smoothly. Under general supervision, the Senior Secretary performs a wide variety of administrative and general office work for the Director and Assistant Director of Human Resources. The Senior Secretary serves as the liaison with other Port divisions/stakeholders and is responsible for highly sensitive and confidential information. To be successful, a candidate must have excellent organization skills, attention to detail, both written and verbal communication, time management , and customer service skills.

ABOUT US

The Port of Long Beach is a global leader in green port initiatives and top-notch customer service, moving cargo with reliability, speed , and efficiency. With its deep-water channels, rail access, and ongoing investment in state-of-the-art facilities, the Port remains the preferred gateway for Asia-Pacific trade and an exemplary model for its environmental innovations and initiatives. The Port operates entirely on Port-generated revenues, bond financing , and grants, and is not funded by taxes or the City’s General Fund. As the premier U.S. gateway for trans-Pacific trade, the Port handles trade valued at more than $300 billion annually and supports 2.6 million jobs across the United States, including 575,000 in Southern California. In 2025 , the Port is celebrating “20 Years of Leading Green,” marking two decades of its landmark Green Port Policy that has dramatically reduced environmental impacts from operations. In 2024, industry leaders named Long Beach “The Best West Coast Seaport in North America” for the sixth consecutive year. Over the next 10 years, the Port plans to invest $2.3 billion in capital improvements aimed at enhancing capacity, competitiveness , and sustainability.

To learn more about the ways we are building the Green Port of the Future, please visit : https://polb.com/environment .

EXAMPLES OF DUTIES

HOW YOU GET TO CONTRIBUTE

• Maintain Microsoft Outlook calendars for HR Division leadership to include coordination, scheduling, arrangement , and confirmation of meetings, appointments , and conferences.
  

• Maintain HR records, employee files , and confidential documents.
  

• Answer, screen , and direct email correspondence and phone calls to include taking accurate and complete messages.
  

• Prioritize correspondence along with appropriate background materials for review, reply, and disposition.
  

• Compose, edit, and proofread final drafts for a variety of documents to include general correspondence, confidential matters, board memos, statistical reports, letters, memoranda, records , and schedules- all independently and under limited direction.
  

• Arrange travel for HR personnel to include creation of itinerary and expense reports.
  

• Make authorized business-related purchases within approved limits for legitimate, work-related purposes that are compliant with organizational guidelines.
  

• Maintain accurate records of financial transactions to include receipts, invoices , and purchase details; and ensure transactions are recorded promptly and correctly in the Port’s finance management system for payment, future audits , or reviews.
  

• Handle logistical, administrative , and organizational tasks related to the Annual Statement of Economic Interests (Form 700) to ensure timely , complete , and compliant filings by Harbor Department employees.
  

• Handle general employee inquiries about HR policies and procedures.
  

• Maintain confidentiality by ensuring sensitive employee data is properly secured and handled.
  

• Receive, distribute , and open mail.
  

• Schedule use of conference and training rooms.
  

• Provide backup support for other HR Division clerical and administration staff, to include invoicing and payroll.
  

• Organize, maintain , and update confidential and specialized files, documents , and records.
  

• Create, maintain , and update physical and electronic filing and tracking systems used to track data, forms, and various division projects.
  

• May assist with the recruitment process, including posting job ads, scheduling interviews , and maintaining candidate records.
  

• May communicate with job candidates orally and in writing about interview details and follow-up information.
  

• May assist with the onboarding of staff and contractors, including preparing welcome packets for new hires and collecting necessary documentation.
  

• Perform other administrative duties as required .
  

REQUIREMENTS TO FILE

LOCATION

This full-time position requires regular in-office attendance at 415 W. Ocean Blvd., Long Beach, CA 90802. The selected party is required to be on-site, Monday through Friday, from 8:00 AM to 5:00 PM, for in-person work. Remote and/or alternative work schedules are not provided for this position.

MINIMUM REQUIREMENTS

• High school diploma or GED is required ; an Associate’s or Bachelor’s Degree preferred.
  

• Three years or more of recent experience in an office or administrative support role is required .
  

PROFESSIONAL EXPERIENCE

• Prior experience as an assistant working for the head of a division/department is desired. Prior experience working within a Human Resources Department or Division is a plus.
  

• Proficiency in computer and word processing programs (Adobe Acrobat, MS Teams , Word, Excel, PowerPoint, and Outlook), and the ability to adapt and learn new software programs is essential.
  

• Professionalism and ability to exercise independent judgment in handling confidential matters are of high priority.
  

• Ability to prioritize and manage time effectively in a fast-paced environment is essential.
  

• Attention to detail in document preparation, scheduling, filing , and data entry is critical.
  

• Speed and accuracy in typing (minimum of 40 words per minute) are necessary to be successful.
  

• Strong organization skills are key to managing multiple time-sensitive tasks, schedules , and documents simultaneously.
  

• Both written and verbal communication skills are key to interacting with colleagues, customers , and senior leadership.
  

• Ability to work and think independently, without significant direction or oversight , is key.
  

• Basic knowledge of operating office equipment and machinery is required .
  

SPECIAL NOTE

This is an "at-will" position. The appointed candidate will serve at the discretion of the Port of Long Beach and can be terminated at any time. In such an event, the candidate has no right to any appeal or grievance procedure under any rule or regulation of the City of Long Beach.

SELECTION PROCEDURE

How do we start the conversation?

The bulletin will be available for review from Tuesday, September 23, 2025, until Sunday, October 12, 2025.

Applications will be accepted starting Monday, October 13, and must be submitted by 11:59 PM on Tuesday, October 14, 2025 . The application period closes promptly at that time.

The Port reserves the right to extend the closing without notice in order to accept additional applications.

To be considered for this extraordinary opportunity, you must submit a cover letter and a resume (as PDF attachments) reflecting the scope of your current/most recent organizations and responsibilities. Incomplete submissions, or those that clearly do not meet the minimum requirements, will not be considered. Documents will be evaluated to determine the most qualified applicants. Submissions will only be accepted online at www.governmentjobs.com .

Individuals best suited for the role will be invited to participate in a panel interview to evaluate their qualifications further. One-way recorded video interviews are tentatively scheduled for the week of October 20 . Candidates should ensure availability. The successful candidate will be appointed shortly thereafter.

The Port reserves the right to extend the closing date without notice to accept additional applications. Individuals identified as most qualified for the position will be invited to participate in the selection process. References will be completed for finalist candidates; an employment offer is contingent on the successful completion of a comprehensive background check.

If you require an accommodation because of a disability to participate in any phase of the application/selection process, please contact Careers@polb.com . The Port 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 Port 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 BENEFITS:

The Port of Long Beach has established an hourly range of $27.00 - $36.56 (placement depends on qualifications).

An attractive package of benefits is included with the opportunity to work in one of the most diverse and dynamic areas of the United States:

• Retirement - CalPERS 2% @ 62, coordinated with Social Security. Current member contributions are 8.00% for CalPERS and 6.2% for Social Security, paid by the employee.
  

• Group Health Insurance - Medical and dental options (HMO and PPO). Free vision coverage.
  

• Vacation - Vacation is accrued at the equivalent of two weeks on an annual basis. Vacation can be used after six months of service. An employee’s vacation accrual may be adjusted upon hire to provide credit for previous full-time employment at a public service agency. Credit for public service shall only be given for completed years of service as a full-time permanent employee. Public Service credit shall not apply to any other benefits.
  

• Sick Leave - Accrued at 8 hours per month. Accruals may be converted upon retirement to cash credit toward health and /or dental insurance premiums or retirement service credits.
  

• Paid Parental Leave - After six (6) months of City employment, the City pays up to 30 consecutive days (160 hours) for eligible employees to take paid time to bond with the child upon birth, adoption, or foster placement of a child, up to the age of 17.
  

• Holidays - 11 scheduled holidays per calendar year and four (4) personal holidays.
  

• Education Reimbursement - Tuition reimbursement allows employees to obtain additional education or training.
  

• Public Student Loan Forgiveness - As the Harbor Department of the City of Long Beach, a governmental agency, the Port of Long Beach is a qualifying employer for the Public Student Loan Forgiveness (PSLF) program.
  

• 529 college savings plan - The ScholarShare529 plan is an account that allows employees to invest specifically for future education expenses through the Long Beach City Employees Federal Credit Union. Funds can be used from your 529 savings plan to send your grandkids, kids, or even yourself to any accredited public or private U.S. college or university - or two-year technical or vocational institution.
  

The Port 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 applicable legally protected characteristics.

www.polb.com

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: 10/14/2025 11:59 PM Pacific

Salary:

$27.00 - $36.56 Hourly