SENIOR SECRETARY

Job Description

DESCRIPTION

THE PORT OF LONG BEACH IS SEEKING A SENIOR SECRETARY IN THE PROGRAM MANAGEMENT DIVISION

(This is an at-will position)

Salary Range: $27.005 - $36.562 (Hourly)

Advertised from October 5, through October 12, 2026.
Accepting online applications only on MONDAY, OCTOBER 12, 2026, at 8:00 a.m. until 11:59 p.m.

ABOUT US
The Port of Long Beach is building the Port of the Future™, guided by its bold new 2050 vision and a plan to double annual container volumes to 20 million units by 2050. By strategically modernizing the Port’s infrastructure with $3.3 billion in capital investments over the next decade and developing digital systems to dramatically enhance efficiency and visibility, the Port is also becoming the world’s first zero-emissions port. Today the Port moves cargo valued at $300 billion a year and generates 2.7 million jobs across the U.S., as it continues to lead the world on sustainability programs and plans to double those benefits by doubling volume. As one of only 18 commercial strategic seaports in the U.S. with a duty to support force deployment during national defense emergencies, a community partner that offers $3 million per year in sponsorships for local nonprofits and a major catalyst for workforce development creating opportunities for students far and wide, the Port is well-positioned for even higher achievements. After all, industry leaders named Long Beach “The Best West Coast Seaport in North America” for an eighth consecutive year in 2026.

THE TEAM
The Program Management Division has the high calling of managing what is consistently one of the largest capital programs of any port in the nation. The work of the division includes short- and long-range planning and studies to define and program infrastructure needs both internally and with trade-related stakeholders and other agencies; the management of both individual projects and large programs from beginning to end; securing funding from the Port, regional, State and federal partners; risk management, sustainable practice implementation, facilitating lessons learned across project teams, and managing the Bureau’s continuous improvement processes related to project/program delivery. Program Management’s 31-staff form one of 18-divisions that comprise the Port of Long Beach organization. Six of these divisions comprise the Engineering Bureau: Design, Construction Management, Survey, Maintenance, Project Controls and Program Management.

THE ROLE

Under general supervision, the Senior Secretary provides a wide variety of secretarial, administrative and general office work for the Director and the Division. The Senior Secretary serves as a central point of liaison with other Port divisions, Commission and Executive Offices. This role is responsible for highly sensitive and confidential information. The Port relies on its Program Managers to deliver a broad suite of improvement projects from roadway, railway, utility, trade facilities, zero-emission infrastructure, and dredging work. Program Management is led by its Director, and the Senior Secretary is its metronome, supporting the Director and Program Managers with approval items and supporting effective decision making.

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

EXAMPLES OF DUTIES

How you get to contribute:

• Provide secretarial and administrative support to the Director, Assistant Director, and Division staff members.
• Proofread and edit all formal Division correspondence.
• Route, review and submit Board Memorandums and ensure all supporting documentation is attached on a biweekly basis before the required deadlines.
• Review, route for signature and submit Information Only and Board Update Memorandums to the Commission Office before the required deadlines, as needed.
• Maintain the Director's calendar: coordinate, schedule, arrange and confirm meetings, appointments, conferences, hearings and screen requests for appointments; arrange catering and other support as needed.
• Review and process invoices for contracts including review of billing information, contract expiration dates, city licenses and contract amounts.
• Prepare, track, review and process invoices, direct payments, imprest cash vouchers and purchase orders in Munis.
• Answer, screen and direct telephone calls and take messages.
• Organize and maintain electronic and hard copy files.
• Acts as backup for other clerical and administrative duties as required.
• Assist staff with project-related clerical needs, such as copying and scanning.
• Process staff travel requests, coordinate staff travel arrangements, and process staff travel reimbursements.
• Perform other duties as required.

REQUIREMENTS TO FILE

EDUCATION, KNOWLEDGE & EXPERIENCE:

• 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:

• 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.
  
• 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.
  

DESIRABLES:

• Experience working in a government, engineering and complex organizations over 100-staff is desirable.
• Knowledge of port, maritime, construction, engineering or shipping terminology a plus.

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 final filing date for this recruitment is Monday, October 12, 2026 @ 11:59 pm PDT.

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 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 . In-person interviews are scheduled to take place on Thursday, October 22, 2026, candidates should ensure they are available. The successful candidate will be appointed shortly thereafter. References will be completed for selected candidate; an employment offer is contingent on the successful completion of a comprehensive background check. The Port reserves the right to extend the closing date without notice in order to accept additional applications.

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:

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 contribution is 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 a Fair 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: 10/12/2026 11:59 PM Pacific