BUREAU SECRETARY

City of Long Beach
Published
August 6, 2022
Location
Long Beach, CA
Category
Job Type

Description

BUREAU SECRETARY

Print (http://agency.governmentjobs.com/longbeach/job_bulletin.cfm?jobID=3597084&sharedWindow=0)

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BUREAU SECRETARY

Salary

$3,595.00 - $4,913.00 Monthly

Location

City of Long Beach, CA

Job Type

Unclassified - Full-Time, Permanent

Department

Police - (UC)

Job Number

PD22-080

Closing

8/11/2022 11:59 PM Pacific

  • Description

  • Benefits

  • Questions

DESCRIPTION

THE DEPARTMENT

The Long Beach Police Departments mission is public safety through partnerships. The Department provides a diverse array of services in order to safely and constitutionally address a variety of public safety concerns; its core services include 24/7 response to 9-1-1 emergencies and general calls for service, criminal investigations, victim support, police contract services supplied to external agencies, and a growing workload stemming from federal and state legislative mandates. The Police Department has over 1,100 dedicated employees.

THE POSITION

The Long Beach Police Department has two, full-time, unclassified openings for Bureau Secretary to provide administrative support to executive-level management and their respective bureau's operations and staff. The vacancies are in the Executive Bureau and the Support Bureau.

This position is an excellent opportunity for professional growth due to its broad range of responsibilities and operational exposure. We are looking for an individual who enjoys working in a team environment, is thoughtful, and has enthusiasm for helping people; a self-starter who sees the big picture, is organized, persistent, and scrupulous about the details. The successful candidate will enjoy learning, be comfortable with technology, and thrive in a stimulating, high productivity, and evolving workplace.

EXAMPLES OF DUTIES

  • Composes, prepares, edits, proofreads, and/or processes a variety of administrative materials, including letters, memorandum, correspondence, reports, applications timecards, agendas, meeting notes, desk manuals, and records.

  • Serves as a receptionist by screening calls, managing mail, receiving visitors, and providing answers to inquiries.

  • Manages calendars, schedules, manages, and assists in preparation for individual and reoccurring meetings, travel, training, events, etc. (both in-person and virtual).

  • Manages files on shared network drives and other file sharing/document collaboration platforms (e.g., Microsoft Teams, SharePoint, and Laserfiche);

  • Serves as back-up for all aspects of City Council letter, contract and MOU processing.

  • Coordinates and tracks Department workflow including requests for information, reports, and assignments.

  • Provides training, oversight, and support to divisional clerical staff, ensuring consistent and professional procedures are followed.

  • Services as a liaison to other bureaus, departments, and outside entities. Communicates news and event information to the Police Department and community partners.

  • Supervise, train, and evaluate assigned secretarial and clerical staff, while providing overall guidance and training to clerical staff across the department.

  • Coordinates department events.

  • Provides administrative support to special programs, projects, and/or initiatives and performs other duties as assigned.

REQUIREMENTS TO FILE

Minimum Qualifications :

  • Education equivalent to graduation from high school

  • Five (5) years of progressively responsible experience performing clerical or administrative functions

The ideal candidate will have the following :

  • Associate degree or higher from an accredited U.S. college or university.

  • Experience in supporting high-level management in a large corporate, legal, non-profit, or government setting.

  • Proficient with Microsoft Office Suite computer programs (Word, Excel, Access, and PowerPoint) and a willingness to learn new programs.

  • Advanced administrative, organizational, and time management skills, including the ability to handle confidential matters, prioritize and manage multiple tasks and assignments, remain calm under pressure, and consistently produce a professional work product.

  • Ability to plan, anticipate needs, be resourceful, use diplomacy to get what they need, and adapt to an environment where priorities and tasks rapidly change/adjust

  • Excellent attendance and punctuality.

  • Ability to work effectively with the public and employees at all levels by consistently exercising tact, professional attitude, sound judgment, critical thinking, and a proactive, problem-solving focused style.

  • Excellent writing, editing, and proofreading skills.

  • Proactive self-starter with the ability to resolve complex issues.

  • Ability to work independently with minimal direction, exercising strong judgment in carrying out responsibilities.

  • Ability to oversee and supervise secretarial duties provided by divisional clerical staff.

  • Excellent attendance and punctuality.

SELECTION PROCEDURE

Applications will be accepted through Thursday, August 11, 2022. This recruitment may close or be extended at any time without prior notice.

To be considered for this extraordinary opportunity, you must submit a cover letter and a resume reflecting scope of current/most recent roles and responsibilities along with a complete online application. Incomplete application packets or those that clearly do not meet the minimum requirements will not be considered. Application packets will be evaluated to determine the most qualified applicants.

Those individuals determined to be most qualified for the position will be invited to participate in the selection process, which may include a work-related assessment to further evaluate candidate qualifications. References will be completed for finalist candidates; an employment offer is contingent on the successful completion of a comprehensive background check. and a City-provided pre-employment physical.

COVID-19:

The City of Long Beach requires all employees to be vaccinated against COVID-19 prior to their first day of employment unless a medical or religious accommodation is approved by the City of Long Beachs Human Resources Department for the duration of the vaccine mandate.

EQUITY AND INCLUSION:

The City of Long Beach is committed to creating a workplace where every employee is valued for who they are. Having our workforce reflect the diversity of our community at various levels of the organization is a continuous goal embraced by our departments, management staff, and policymakers. To support efforts of fairness and diversity, City Leadership is committed to incorporating equity and inclusion into our work by supporting staff and community partners. We are committed to promoting transparency by publishing updated demographic information for employees, including workforce diversity data and pay by race and gender.

EQUAL OPPORTUNITY:

The City of Long Beach is an Equal Opportunity Employer. We value and encourage diversity in our workforce. The City of Long Beach intends to provide reasonable accommodations in accordance with the Americans with Disabilities Act of 1990. If special accommodation is desired, or if you would like to request this information in an alternative format, please call (562) 570-6781.

In support of the City's Language Access Policy, bilingual skills (Spanish, Khmer, and/or Tagalog) are desirable for positions interacting with the public. This information is available in an alternative format by request at the agency contact on the bulletin. If special accommodation is desired, please contact the agency two (2) business days prior to the test, if applicable. In support of the City's Language Access Policy, bilingual skills (Spanish, Khmer and/or Tagalog) are desirable for positions interacting with the public. This information is available in an alternative format by request at the agency contact on the bulletin. If special accommodation is desired, please contact the agency two (2) business days prior to the test, if applicable.

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).

01

INSTRUCTIONS: The purpose of these supplemental questions is to derive more specific information about your qualifications for this position. Applicants must clearly demonstrate their qualifying experience. These questions will serve as the basis for qualifying candidates for advancement into the selection process. Be specific and detailed in your responses. Resumes should be attached, but may not be substituted in lieu of the required application forms (i.e., responses should NOT state "see resume"). The application, supplemental questionnaire, and attachments must be completed and received by the filing deadline. Do you understand the instructions for completing and submitting the application, supplemental questionnaire, and required documents for this job that you are applying?

  • Yes

  • No

    02

    To the best of your knowledge, are you able to pass a thorough background investigation conducted by the Long Beach Police Department. (The investigation will include information regarding relatives, references, acquaintances, educational background, residential history, employment history, military service records, financial status, legal history, drug use and related areas.)

  • Yes

  • No

    03

    Please describe your experience that qualifies you for this position. Why should we hire you?

    04

    Please describe your experience in using Microsoft Office (Outlook, Word, and Excel). Provide an example of a project or assignment that best describes your experience.

    05

    This position requires a minimum of five years performing progressively responsible clerical or administrative functions. Do you have this experience?

  • Yes

  • No

    06

    The City of Long Beach requires all new employees to be vaccinated prior to their first day of employment, unless a medical or religious reasonable accommodation request has been approved. Do you acknowledge this requirement?

  • Yes

  • No

    07

    CERTIFICATION STATEMENT - I hereby certify that all information provided in my online application, including the Supplemental Questionnaire, is true and complete to the best of my knowledge. I acknowledge that the department may contact my current and past employers or educators to verify the information that I have provided in my application. I understand that any falsification or omission of material facts disqualifies me from further consideration for this recruitment. To certify the above statement, please type your full name below.

    Required Question

Agency

City of Long Beach

Department

Police - (UC)

Address

400 W. Broadway, Long Beach, California, 90802

Phone

(562) 570-7260

Website

https://www.governmentjobs.com/careers/longbeach

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