Office Specialist - Passport Acceptance Agent

City of Kirkland•Kirkland, WA

11d•Onsite

About The Position

The City of Kirkland's Finance & Administration Department is seeking to hire an Office Specialist - Passport Acceptance Agent! This role will serve as the primary Passport Acceptance Agent for the City. The work of the Office Specialist is unique in that it provides administrative support including office management, office operation, customer care, and quality administrative service to multiple departments ensuring the City and organization operate smoothly and efficiently. The Office Specialist performs a variety of standard/intermediate office support duties while the Administrative Assistant performs complex, specialized, technical, and non-standard office support. This position can be held in a variety of departments and divisions with specific focus areas.

Requirements

High school graduate or GED.
2 years of increasingly responsible administrative experience.
Possess or ability to obtain Washington Notary Public license within 6 months of hire if needed, paid by the City.
Passport acceptance agents must be U.S. Citizens and certified by the U.S. Department of State.

Nice To Haves

Experience related to the department or focus area may be preferred.

Responsibilities

Assists the public in person and via phone or online inquiry.
Sorts and distributes incoming and outgoing mail and coordinates deliveries and pickups.
Arranges and coordinates registration and payment for trainings and conferences for staff, including travel and/or accommodations.
Assists with training staff on various computer software systems.
Prepares for and supports meetings for City staff, boards, commissions, and committees by scheduling and confirming attendance; preparing in-person and virtual meeting spaces and materials and setting up refreshments; assembling and distributing packets; attending meetings; and recording and producing accurate minutes.
Maintains and organizes department supply cabinets and materials for internal and external customers.
Provides administrative support to staff in creating and updating webpages.
Assists with data collection, tracking, analysis, and reports. May include inventory, labor hours, equipment usage and materials used.
Processes and disseminates confidential records and information in compliance with public disclosure laws and Department rules and regulations.
May serve as a records management representative for department.
Proofs, edits and types a variety of documents for the department managers and staff.
Performs research projects for senior staff members.
Creates and maintains file systems, ensuring required files, forms, correspondence, and other documents are appropriately filed and available.
Provides administrative support for various accounts payable and purchasing tasks.
Prepares and enters purchase requisitions utilizing City’s financial system; assures proper approvals and coding; verifies packing slips with invoices and routes approved invoices to Accounts Payable for payment; maintains files for orders and payments made.
Processes purchase orders and invoices, accounts for purchasing credit cards within the department, and is responsible for cash/check handling, customer billing, and refunds.
Develops office procedures and routines, as necessary.
May act as passport application acceptance agent, which includes reviewing and processing applications for compliance with U.S. State Department requirements, and providing extensive informational services related to all facets of passports.
May serve as notary public, notarizing City documents.
Fosters a positive and supportive work environment; promotes diversity, equity, inclusion, and belonging in the workplace, contributing to an environment of respectful living and working in a multicultural society.
Performs functions as assigned in the City’s emergency response plan in the event of an emergency.
Provides back-up and performs duties in the absence of other administrative staff.
May participate in support personnel hiring and training.
Performs other related duties as required to ensure efficient office operations.
Acts as liaison between the departments to ensure efficient coordination of activities.