Office Technician 2

City of Federal Way•Federal Way, WA

1d•Onsite

About The Position

Under the direction of an assigned supervisor, perform a variety of clerical and typing duties of above-average difficulty in an assigned area or office. This role includes performing duties as a certified Passport Acceptance Agent and providing general information and assistance to the public at the main counter. Incumbents perform varied clerical and typing duties of above-average difficulty and provide general clerical support in an assigned area. Office Technician II incumbents provide routine clerical support of average difficulty in activities such as filing, typing, and maintaining records.

Requirements

Graduation from high school and one-year office clerical experience including some public contact.
Required to obtain a US Department of State Passport Acceptance Agent Certification within 30 days of hire date.
Modern office practices, procedures and equipment.
Basic research methods.
Policies and objectives of assigned program and activities.
City organization, operations, policies, and objectives.
Telephone techniques and etiquette.
Operation of office machines including computer equipment.
Record-keeping techniques.
Correct English usage, grammar, spelling, punctuation, and vocabulary.
Interpersonal skills using tact, patience, and courtesy.
Receive monies and make change accurately.
Perform clerical duties of above-average difficulty.
Determine appropriate action within clearly defined guidelines.
Apply and explain policies, procedures, rules, and regulations.
Operate a computer terminal to enter data, maintain records and generate reports.
Type at 45 words net per minute from clear copy.
Answer telephones and greet the public courteously.
Operate office equipment such as computers, calculators, scanners, and copiers.
Add, subtract, multiply, and divide quickly and accurately.
Understand and follow oral and written direction.
Maintain records and prepare reports.
Communicate effectively with others both orally and in writing.
Establish and maintain cooperative and effective working relationships with others.
Physical ability to perform the essential job functions.
Demonstrated ability to positively and effectively interact with diverse individuals to accomplish a common goal.

Nice To Haves

Some positions may require a valid Washington State driver's license.

Responsibilities

Perform duties of a US Certified Passport Acceptance Agent.
Process and mail passport applications in accordance with established guidelines.
Accept (or execute) passport applications and ensure all materials needed to process the application are correctly submitted and enclosed.
Assist applicants with what documentation is required for each application and circumstance, and the verification and completeness of those documents.
Collect all appropriate fees due to the US Department of State.
Provide information to passport applicants on all passport application types, follow up letters, situations, and circumstances.
Tracking and maintenance of passport transmittals in accordance with established guidelines.
Communicate and escalate any issues to the US Department of State.
Maintain daily Passport Calendar: scheduling passport appointments, appointment confirmation email and phone reminders, cancellations and rescheduling requests.
Receive and receipt monies.
Run daily reports for preparation for the daily bank deposit.
Perform a variety of clerical duties of above-average difficulty such as making arithmetic computations and compiling and recording information from clearly indicated sources.
Inspect data, verify accuracy, and input into computerized data base; update, modify and correct data as needed.
Type correspondence, memoranda, reports, forms, and other documents; proofread and edit written materials as assigned; operate computer to enter data and generate letters, records, and reports.
May operate the City switchboard or answer multiple department phone lines and greet office visitors; provide information and assistance to callers; take messages or refer calls or visitors to appropriate personnel; receive, sort, and distribute incoming mail.
Provide general information to visitors at the main counter and main City Hall phone line.
Provide information and services to other City departments and personnel, various outside agencies and organizations, and the general public.
Prepare and maintain a variety of records, logs and files; locate materials and information in records and files as assigned.
Assist supervisor, department personnel, and other clerical staff as assigned.
Process forms, applications, and other materials according to established procedures.
Compile, collate and duplicate information; package and distribute completed copies.
Perform related duties as assigned.