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Senior Secretary

Expired Job

Port Of Long Beach Long Beach , CA 90802

Posted 3 months ago

DESCRIPTION

The Port of Long Beach (Harbor Department) is seeking candidates for Senior Secretary position in Construction Management.

The Construction Management Division has responsibility for providing construction project management, inspection, and material testing for the Port divisions, tenants, governmental agencies and utility companies so they can receive quality inspections, and construction projects completed on time and within budget. The division is supported by 57 professional, technical and administrative positions.

Under general supervision, Senior Secretary performs a wide variety of secretarial, administrative and general office work for the Director, Assistant Director, four Deputy Chief Engineers. The Senior Secretary serves as central point of liaison with other Port divisions.

This is an unclassified (at-will) position.

Advertising from September 6, 2018 through September 13, 2018.

Accepting online applications only on FRIDAY, SEPTEMBER 14, 2018 at 8:00 a.m. until 11:59 p.m.

See application instructions below. Please, no phone calls.

EXAMPLES OF DUTIES

  • Provides secretarial and administrative support to the Director of Construction Management, the Assistant Director, four Deputy Chief Harbor Engineers and CM Division.

  • Prioritizes correspondence along with appropriate background materials for Division Director's review, reply, and disposition.

  • Proofreads Board memorandums, and verifies the required supporting documentation for Board memorandum is included.

  • Prepares and maintains Board folder for Division Director for each board meeting, which includes Board memorandums for the Bureau as well as supporting documentation, info only items, and CM weekly report.

  • Proofreads correspondence, change orders and other documents for conformance with Division standards.

  • Prepares and maintains yearly CMD Board meeting calendar, which includes internal Board memorandum review deadlines for CMD staff.

  • Maintains, tracks and updates incoming requests from other Divisions for Constructability Reviews, CM Services Estimate Requests in EDRMS.

  • Prepares and routes appraisal form with supporting documentation for annual performance evaluations.

  • Trains Construction Management staff on the use of Granicus/Legistar.

  • Conducts ongoing audits of front office procedures to eliminate redundancies, hard copies, and increase organization effectiveness.

  • Creates and maintains confidential personnel files for division staff.

  • Assists the Director, Assistance Director and DCHE calendars to assist with the efficient and prudent utilization of time, which includes coordinating, scheduling, and arranging meetings, appointments, conferences, and screen requests for appointments.

  • Tracks, logs and routes priority documents for Division Director.

  • Tracks time off and overtime for CMD staff, which is used to assist reviewing the CMD staff timesheets for accuracy. Generates TRS reports as requested by supervisors, DCHE and Director.

  • Creates and maintains tracking spreadsheets to monitor status of Board memos, change orders, progress payments, and contracts. Provides weekly status based on spreadsheets for Director and senior staff.

  • Performs other duties as assigned.

REQUIREMENTS TO FILE

EDUCATION

  • High school diploma or equivalency is required.

  • Two or more years of college preferred.

EXPERIENCE

  • Requires at least five years of progressively responsible secretarial/clerical experience.

  • Requires prior experience working for the head of a division/department.

  • Clerical or secretarial experience working for a construction firm would be a plus.

  • Prior Port or City experience is desirable.

  • Must be detail-oriented, possessing strong written, oral and interpersonal communication skills, with a thorough knowledge of office procedures.

  • Proficient in use of Microsoft Word, Excel, Outlook and PowerPoint, with the capability of learning new software as required.

  • Must have high-level organizational and planning skills so that workflow is managed efficiently and accurately; ability to set priorities, take initiative and exercise sound independent judgment within areas of responsibility in accordance with regulations, policies and procedures and Division Director preferences required.

  • Must be flexible, able to handle frequent interruptions, and to prioritize tasks to complete multiple, time sensitive assignments with competing deadlines.

SELECTION PROCEDURE

APPLICATION INSTRUCTIONS

ONLINE APPLICATIONS ONLY Although this bulletin will be viewable prior, candidates will not be able to submit their applications online until

FRIDAY, SEPTEMBER 14, 2018 beginning at 8:00 a.m. until 11:59 p.m.

We will not accept mailed, faxed or hand-delivered applications. You must also submit a cover letter and resume with your application. Incomplete applications will not be accepted. The Port reserves the right to extend the filing period, without notice, in order to accept additional applications.

Following the close of the filing period, applications will be reviewed and those candidates determined to be the best qualified will be invited to continue in the selection process, which will include a Competency Exam (Microsoft Office Computer Test and Written Assessment) and an oral interview. The selected candidate must successfully complete a background check and a post-offer physical examination. Relocation assistance is not provided.

This information is available in an alternative format by request to the Human Resources Division at (562) 283-7500 or humanresources@polb.com.

The Port of Long Beach is an Equal Opportunity Employer and

values diversity at all levels of the organization.


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Senior Secretary

Expired Job

Port Of Long Beach