The City of Manhattan Beach is now accepting applications for the position of Executive Secretary. The current vacancy is located in the Police Department and is scheduled to work from 7:00 AM to 4:30 PM on a 9/80 work schedule. The resulting eligibility list will be used to fill other vacancies within the City and may have different work schedules depending on the needs of the department. This position may be required to work shifts, weekends, and/or holidays.
The Executive Secretary will under general supervision, perform a variety of responsible, confidential and complex secretarial and administrative duties. This position will report directly to the Chief of Police and will provide direct secretarial support to the Chief of Police and sworn managers as needed. This position will interface with all levels within the organization including Council members and City staff as well as members of the public. The Executive Secretary has a greater amount of independence and discretion in judgment to operate within the scope of assigned responsibilities than other clerical support positions; may oversee the work of assigned clerical support staff; and perform related work as required. The ideal candidate must be able to handle multiple projects, independently perform difficult and responsible work, possess excellent customer service, interpersonal and organizational skills; demonstrate initiative, a strong work ethic and a high degree of judgment and discretion. Final appointment is contingent upon passing a thorough background check which includes a polygraph examination.-
Training and Experience: Requires a high school diploma or G.E.D. and four years of increasingly responsible secretarial and clerical experience. Type 60 words per minute, corrected. Additional specialized secretarial training is desirable.
License: Must possess a valid California driver’s license at the time of employment.
Knowledge, Skills, and Abilities: Must have a thorough knowledge of modern office methods, procedures, and practices; business English usage, spelling, grammar, punctuation, and proofreading; record-keeping procedures and systems; skill in operating a variety of office equipment, including a typewriter and personal computer software and other electronic processing equipment; type 60 words per minute, corrected. Must have the ability to learn dictation; follow direction; interpret and explain department policies and procedures; communicate effectively orally and in writing; and work effectively and cooperatively with others.
PHYSICAL DEMANDS AND WORKING CONDITIONS: While performing the duties of this job, the employee frequently sits, stands, listens, talks, and uses a telephone, calculator, and personal computer with a VDT screen for extended periods of time. Must occasionally stoop, balance, or kneel and use arms, legs, and back to reach for, lift, and/or move objects up to 25 pounds.
HOW TO APPLY: To be considered for this opportunity, please submit a completed City application and original typing certificate* by Wednesday, October 19, 2011 at 5:00 PM. Facsimiles, photocopies, electronic mail and final filing date postmarks are not accepted. You can download a job announcement and City application below or by contacting the City of Manhattan Beach Human Resources Department at (310) 802-5258. All materials must be received by the Human Resources Department no later than close of business on the application closing date. Failure to do so will result in your application being disqualified.
Applications will be reviewed and a select group of candidates whose background and experience best meet our requirements will be invited to test. Candidates must successfully pass each step of the recruitment and selection process to be placed on the eligible list.
Your application must include at least ten years of employment history (assuming you have been employed for ten years) and you must explain any gaps in employment (i.e. unemployed, school, etc.). You must include your work experience for each position listed on the City application form. Entering “see resume” for your work experience on the City application form is not acceptable and your application may be rejected. You must also include salary information for each job you list, your reason for leaving each job and names, address and phone numbers of present and past supervisors or managers. Your application may be rejected if incomplete or if you fail to provide this information.
Application material is accepted by mail or in person at the address below.
Human Resources Department – City Hall
1400 Highland Avenue
Manhattan Beach, CA 90266
Phone: (310) 802-5258
The selection process may consist of the following components and exam weights:
40% Written Exam-
60% Oral Interview
The written exam is tentatively scheduled for Wednesday, November 9th, 2011. Qualified candidates will be notified of specifics at a later date. If you need special assistance in the job application process, contact the Human Resources Analyst at (310) 802-5255. TDD: (310) 546-3501 (Hearing Impaired Only).
- Job Announcement
NOTE: All Candidates must successfully pass a background investigation, and a pre-employment medical examination to include a drug test. Applicants who are considered for a position in the Police Department must pass an extensive background investigation including a polygraph examination. An Agency Shop Agreement is in effect for this classification. As a condition of employment, payment of Union Dues or an Agency Fee is required.
*TYPING CERTIFICATE REQUIRED:
You must provide an ORIGINAL (no copies) typing certificate with your City application. Certification may be in the form of a certificate, letter, or test results form that clearly states the following:
- Applicant’s name.
- Name and phone number of the issuing agency. Acceptable agencies are a government agency, an employment agency, a business college, an adult school, or a public school system.
- Date of the typing test. The typing test must be dated within one (1) year of the final filing date.
- Timed test with net speed (60 words per minute – corrected).
- Original signature of the person administering the test.
Certificates that do not include all the above information may disqualify the applicant from the selection process. Internet typing tests will NOT be accepted. Candidates who fail to provide a typing certificate by the final closing date will not be invited to participate in the selection process. The City reserves the right to refuse any certificate and require a retest.
If you wish to have your original typing certificate returned please provide a self-addressed stamped envelope or if you bring your application materials in-person, your original typing certificate will be copied by an HR staff member and returned to you.
The following agencies are EXAMPLES of acceptable issuing agencies that administer typing tests to the public. Please call to find out more information such as the cost associated for the certificate and if they require an appointment.
South Bay Adult School – $29.00 fee
3401 Inglewood Avenue, Redondo Beach, CA 90278
Appointment highly recommended
(310) 937-3340 x3316
Monday through Friday, 8:00 AM to 2:00 PM
Employment Development Department (EDD) – No Charge
110 South La Brea, Inglewood, CA 90301
Thursday, 2:00 PM to 4:00 PM
One Stop Business Career Center – No Charge
16801 South Western Avenue, Gardena, CA 90247
Monday through Thursday, 8:00 AM to 4:00 PM
Carson Civic Center – No Charge
1 Civic Plaza, Suite 500, Carson, CA 90745
Monday through Thursday, 8:00 AM to 5:00 PM
Contact: LaToya Butler
Los Angeles Harbor College – Extension
Program – $20.00 fee (cash only)
1111 Figueroa Place, Wilmington, CA 90744
Monday through Thursday, 9:00 AM to 7:30 PM
Friday, 9:00 AM to 4:00 PM
Saturday, 7:30 AM to 12:00 PM
The City of Manhattan Beach does not discriminate. NOTE: A drug test will be administered as part of the pre-employment medical exam.