EXECUTIVE ASSISTANT

Description

Appointment to this position is expected to be at or below the midpoint $90,901.335 of the salary range, however, the final amount will be carefully determined based on the candidate's knowledge, skills, qualifications, and an evaluation of internal equity within the organization.

THE COMMUNITY

Ideally located on the Pacific Ocean south of Los Angeles, adjacent to Orange County, the City of Long Beach, California (population 470,000) is frequently described as a series of strong, diverse interwoven smaller communities within a large city. Enjoying an ideal Southern California climate, Long Beach is home to an abundance of cultural and recreational options. The Long Beach Convention Center, Aquarium of the Pacific, Queen Mary, and the annual Acura Grand Prix of Long Beach, plus a wide variety of other attractions (two historic ranchos, three marinas, and five golf courses), serve to draw 6.5 million visitors a year. The City is also home to California State University, Long Beach and Long Beach City College. Cal State Long Beach is the second largest university in the state and was recently ranked the No. 3 best-value public college in the nation. Covering approximately 50 square miles, Long Beach is supported by a wide mix of industries with education, health and social services, manufacturing, retail trade, and professional services comprising the highest representation. Known for its livable and desirable neighborhoods, Long Beach was named by America’s Promise Alliance as one of the 100 Best Communities for Young People two years in a row. While it offers all the amenities of a large metropolis, many say Long Beach offers the added benefit of having maintained a strong sense of community and cohesiveness despite its growth. A superb climate, quality schools, a vibrant downtown, and a wide variety of neighborhoods help make Long Beach one of the most livable communities in the country.

CITY GOVERNMENT

Long Beach, a charter city formed in 1897, is governed by nine City Council Members elected by district and a city-wide elected Mayor. Other elected officials include the City Attorney, City Auditor, and City Prosecutor. The elected officials are elected to staggered four-year terms. The City Council appoints the City Manager and City Clerk. The City Manager is responsible for the efficient administration of all City departments, excluding those under the direction of a separately elected official, Board or Commission. Long Beach is one of only three cities in California with its own Health Department and one of the very few municipalities with its own Water and Energy Resources Departments. In 2019, the City of Long Beach and Plenary Properties Long Beach unveiled the completion of the new four-building Long Beach Civic Center, which includes a new City Hall and Port Administration Building. The tree-lined pedestrian plaza is reflective of an innovative public-private partnership and the Civic Center is designed to revitalize the civic core of downtown to serve residents, attract visitors, and provide safe and efficient city operations. The City is supported by a FY2024 total budget of $3.3 billion with a General Fund budget of $719 million. Long Beach employs approximately 6,048 full-time equivalent staff.

THE DEPARTMENT OF PUBLIC WORKS

The mission of Public Works is to provide outstanding City-wide services improving the quality of life for the community while being responsible stewards of the city’s physical assets. Public Works does this through a customer service lens with specialized skills, innovation, and responsiveness. Core services include, preserving and enhancing the city’s infrastructure, transportation systems, streets, sidewalks, and urban forest. The Department has six bureaus: Business Operations, Traffic and Mobility, Engineering, Environmental Services, Public Services and Project Management. The bureaus jointly manage the collection of refuse and recycling, manage capital projects, manage the City’s stormwater systems, review and issue permits, provide emergency response, and safely and efficiently manage and maintain the city’s public right of way and public facilities. The Department has over 580 budgeted positions with an annual operating budget of $250 million and an annual capital improvement program budget of $150 million. Additional information on the Department can be found at www.longbeach.gov/pw .

EXAMPLES OF DUTIES

THE POSITION

The Department of Public Works is seeking an experienced Executive Assistant. This position is an at-will, unclassified position which reports directly to the Director of Public Works and is responsible for secretarial and administrative support. The Executive Assistant is expected to exercise a high degree of strict confidentiality, initiative, and resourcefulness. This demanding position requires an energetic, organized, flexible individual who responds well in a fast-paced environment and has exceptional customer service skills. This position offers a standard Monday-Friday, 40-hour workweek schedule (5/40) or Monday-Friday (9/80) workweek schedule with a potential hybrid option. This position is represented by the Long Beach Management Association (LBMA).

Specific Duties Include

• Serve as a Department liaison to the public, elected officials, City Manager's Office, and city departments by providing information and assistance.
• Provide primary administrative support to the Director of Public Works.
• Responsible for supervising, training, and evaluating assigned secretarial and clerical staff, while providing overall guidance and training to clerical staff across the Department.
• Lead all aspects of City Council letter processing, coordinate and track Department workflow including requests for information, reports, and assignments.
• Lead and coordinate Department support staff functions to ensure consistent and professional procedures are utilized throughout the Department.
• Other duties include but are not limited to; managing calendars; scheduling meetings; screening calls, visitors, and mail; maintaining electronic files; composing, typing, editing, and proofing correspondence, reports, and documents; and coordinating special projects.
  
  

THE IDEAL CANDIDATE:

Knowledge

The ideal candidate will approach their work with emotional intelligence, demonstrating strong ethical character by being trustworthy and handling sensitive information with integrity. They will proactively improve department workflow processes and enhance administrative support. Additionally, they will possess exceptional customer service skills, a dedication to continuous improvement, and the adaptability to adjust to changing business needs and environments. This demanding position requires an energetic, organized, flexible individual who responds well in a fast-paced environment. The ideal candidate will demonstrate following knowledge, skills and abilities:

Office Management: Understanding of office procedures, administrative tasks, and best practices.

Technical Proficiency: Familiarity with office software (e.g., Microsoft Office Suite), scheduling tools, and communication platforms.

Project Management: Skills in managing projects including planning, execution and monitoring.

Data Management: Ability to handle and organize information effectively.

Financial Acumen: Basic knowledge of budget and financial reporting.

Event Planning: Skills in organizing meetings, conferences and other events.

Business Acumen: Understanding of the department’s goals and how to support these objectives.

Abilities

Communication: Excellent verbal and written communication skills to interact with employees, management, and external stakeholders.

Relationship Building: Ability to establish and maintain positive, productive relationships with stakeholders at all levels including City and department management, public officials, employees, labor associations, and the public.

Organizational Skills: Keeping track of multiple tasks, schedules, and documents is crucial.

Time Management: Efficiently managing your time and prioritizing tasks to meet deadlines.

Attention to Detail: Ensuring accuracy in all tasks, from scheduling to document preparation.

Tech-Savvy: Proficiency with office software and tools, such as Microsoft Office and project management software.

Problem-Solving: Quickly and effectively resolving issues as they arise.

Adaptability: Being flexible and able to adjust to changing priorities and demands.

Confidentiality: Handling sensitive information with discretion and integrity.

Multitasking: Juggling multiple responsibilities and tasks simultaneously without losing focus.

Requirements To File

MINIMUM REQUIREMENTS:

The Department of Public Works invites candidates who meet the following minimum requirements to apply:

• Five (5) years of progressively responsible secretarial and/or administrative assistant experience, providing direct support to an executive or manager.
• Willingness and ability to work evenings, nights, weekends, holidays, on-call, and during emergencies as required.
• Possession of a valid California Class C Driver License.
  
  

DESIRABLE QUALIFICATIONS:

• Possession of an associate's degree or higher.
• Public service and/or government agency experience.
  
  

SELECTION PROCEDURE

This recruitment will close at 11:59 PM Pacific Time on December 4, 2024. To be considered, applicants must submit a cover letter and resume in PDF format. Applications will be reviewed for depth and breadth of experience, and for level and relatedness of education. The most qualified candidates will be invited to participate in further selection procedures.

Applicants who do not meet the minimum requirements, including submission of all required attachments, will not be considered.

The City of Long Beach is an Equal Opportunity Employer. We value and encourage diversity in our workforce. 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.

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 that 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 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 special accommodation is desired, or if you would like to request this information in an alternative format, please call (562) 570-6314.

In support of the City’s Language Access Policy, bilingual skills (Spanish, Khmer and/or Tagalog) are desirable for positions interacting with the public.

For technical support with your governmentjobs.com application, please contact (855) 524-5627.

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:

Retirement:California Public Employees' Retirement System (PERS) defined benefit retirement plan, which is coordinated with Social Security. The benefit is 2.5% or 2.7% (depending on hire date) @55 for "Classic" members and 2% @62 for new members as defined by PEPRA, subject to the compensation limitations set by PERS. Both the City and the employee contributes toward CalPERS retirement contributions. The city also participates in Social Security.

Health and Dental Insurance:The City offers the choice of HMO and PPO plans. The city pays major portion of the premium for employee and dependents depending on the health/ dental plan selected.

Life Insurance:City-paid term life insurance policy equal to three (3) times annual salary to a maximum of $500,000.

Disability Insurance:City-paid short-term and long-term disability insurance.

Management Physical:Annual City-paid physical examination.

Vacation:Twelve (12) vacation days after the first year of service; 15 days after four years, six months of service; 20 days after 19 years, six months of service.

Executive Leave:Forty (40) hours Executive Leave per year. The City Manager has discretion to grant an additional 40 hours each year.

Sick Leave: One day earned per month; unlimited accumulation; conversion upon retirement to cash credit toward health and/or dental insurance premiums, or to pension credits.

Holidays:Eleven (11) designated holidays per year, plus four personal holidays to be used at the employee's discretion.

Transportation Allowance:Monthly allowance is allocated by classifications below;

• Department Head $650.00
• Deputy Director/Manager/Director (Harbor/Utilities) $550.00
• Division Officer/Superintendent/ Chief of Staff / Administrator / Principal DCA $450.00
• Assistant to Executive / Executive Assistant / Executive Secretary/ Executive Support Staff $300.00
  
  

Deferred Compensation Plan:Optional for employee contribution to a supplementary retirement savings program available through Mission Square Retirement formerly ICMA-RC Retirement Corporation).

• Classic CalPERS Members: The City will contribute a maximum of up to two percent (2%) of base salary* for all qualified Classic CalPERS members.
• Public Employees’ Pension Reform Act (PEPRA) CalPERS Members: Effective the second full pay period following City Council adoption, the City contribution will increase from two percent (2%) to three percent (3%) of base salary* for all qualified PEPRA CalPERS members.
  
  

Flexible Spending Account (FSA):Optional election for employees to reduce taxable income for payment of allowable childcare or medical expenses.

Flexible/Hybrid Work Schedule:Available (subject to City Manager approval).

Paid Parental Leave: The City provides one hundred and sixty (160) hours of Paid Parental Leave at 100% of salary, for the birth, adoption or foster placement of a child, regardless of the gender, marital status or sexual orientation of the parent.

Closing Date/Time: 12/4/2024 11:59 PM Pacific