SENIOR SECRETARY

Job Description:

SENIOR SECRETARY

Description

DESCRIPTION

THE PORT OF LONG BEACH IS SEEKING A SENIOR SECRETARY IN THE ENGINEERING DESIGN DIVISION

(This is an at-will position)
Salary Range: $27.00 - $36.56 (Hourly)

Advertised from May 7, 2026, through May 14, 2026.
Accepting online applications only on THURSDAY, MAY 14, 2026, at 8:00 a.m. until 11:59 p.m.

ABOUT US

The Port of Long Beach, one of the world's busiest seaports, is an international gateway for the reliable, efficient, and sustainable movement of goods and is a leader in environmental stewardship. Guided by its bold new 2050 vision and a plan to double current container volumes to 20 million twenty-foot equivalent units (TEUs) by 2050, the Port of Long Beach is strategically modernizing the Port’s infrastructure with $3.2 billion in capital investments over the next decade. Credited with moving approximately $300 billion in trade, the Port serves as a critical hub for international commerce and is a major transportation center. East Asian trade accounts for the bulk of Long Beach shipments. Port-related international trade has a wide-ranging economic impact, supporting millions of jobs that benefit the region and the country.

The Team...
The Engineering Design Division provides the technical engineering expertise of the Engineering Services Bureau, which consists of six divisions working together to proactively design, build, and maintain state of the art infrastructure and assets to support safe, reliable, and efficient goods movement in an environmentally and fiscally responsible way.

The Role...
Under general supervision, the Senior Secretary performs a wide variety of secretarial, administrative and general office work for the Director and Assistant Director of Engineering Design. They serve as a central point of liaison for the Engineering Design Division. Involved with high-level contacts and exposure to sensitive information necessitating considerable use of tact, diplomacy, discretion and judgment.

EXAMPLES OF DUTIES

How you get to contribute....

• Provide secretarial and administrative support to the Director of Engineering Design, Assistant Director of Engineering and Division Staff.
• Coordinate and maintain the calendar for the Director of Engineering Design to help ensure efficient and prudent utilization of Director's time.
• Serve as central point of contact to coordinate Director’s meetings and activities. Schedule, arrange and confirm meetings, appointments, conferences, and presentations, and screen requests for appointments.
• Coordinate and arrange meetings with external parties such as City department staff, consultants, contractors, project stakeholders, or others as directed.
• Prioritize requests (physical and digital) along with appropriate background materials for review, reply, and disposition.
• Retrieve, stamp, open and distribute mail.
• Organize, maintain and update files, documents and records.
• Create and/or process purchase orders, sub-requisitions, cash vouchers, expense and travel reimbursements.
• Arrange travel for Director and create expense reports.
• Compose and prepare letters and other correspondence as directed by the Director. Proofread and edit Board, and Information Only Memorandums and verify supporting documentation is attached.
• Review content of the Engineering Design Divisions intranet sites and update information regularly.
• Plan, organize and make arrangements for special events and meetings.
• Perform other secretarial and administrative duties as required.

REQUIREMENTS TO FILE

Required Experience and Qualifications:

• High school diploma or equivalency is required.
• Two years or more of college is a plus.
• Requires at least five years of progressively responsible secretarial/clerical experience.
• Requires prior experience working for the head of a division, department, or executive.
• Experience working in an engineering organization would be a plus.
• Prior Port or City experience a plus.

Technical Skills Needed:

• Must have a very high level of proficiency in the use of MS Office, specifically including Word and Excel, and Outlook. Must be able to utilize advanced features of this software suite.
• Using a keyboard, must type accurately at a minimum net speed of 40 words per minute to meet the requirements of the position.
• Ability to file in alphabetical, chronological and numerical order required.

Professional Knowledge and Characteristics:

• Requires knowledge of principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation is essential.
• Requires a general secretarial and administrative background.
• Knowledge of operating office equipment and machinery required.
• Knowledge of customer service to employees and management required.
• Experience working in an engineering organization is desirable.
• Knowledge of port, maritime, construction, engineering or shipping terminology a plus.

Desirables:

• Experience using of Granicus Legistar and PortDocs or have the ability to learn and use the software quickly and efficiently.

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

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 or https://www.longbeach.gov/hr/about-us/talent-acquisition/the-fair-chance-act/

Accepting online applications only on THURSDAY, MAY 14, 2026, at 8:00 a.m. until 11:59 p.m.

To be considered for this opportunity, please submit a cover letter and resume with your application in PDF format . Incomplete applications (without a cover letter and resume) will not be considered.

Individuals most qualified for the position will be invited to participate in the selection process. Interviews are tentatively scheduled for either the week of June 1 or June 8 (in person). Candidates should ensure availability. The successful candidate will be appointed shortly thereafter. References will be completed for finalist candidates; an employment offer is contingent on conducting a comprehensive background check. The Port reserves the right to extend the closing date without notice in order to accept additional applications. Those individuals determined to be most qualified for the position will be invited to participate in the selection process.

THE BENEFITS:

The Port of Long Beach has established salary range of $ 27.00 - $36.56 (Hourly) (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 into 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: 5/14/2026 11:59 PM Pacific

Salary:

$27.00 - $36.56 Hourly