Passport Acceptance Agent

City of National City•National City, CA

About The Position

The City of National City’s City Clerk’s Department is hiring a part-time Passport Acceptance Agent to assist the public with passport applications and provide clerical, secretarial, and administrative support. The work involves recurring tasks performed according to standardized steps and procedures. The agent assists applicants in person and by phone, reviews applications and required documentation, guides customers through the application process, and helps ensure passport services are processed accurately and on time. The position also handles passport photographs, administers oaths, witnesses signatures, verifies identity and documentation, processes payments, maintains records, enters data, and prepares and tracks application shipments. Documents must be handled and stored securely, and personal information protected. Applicants must be U.S. citizens or naturalized citizens and must complete U.S. Department of State Passport Services web-based training within one month of employment. A valid California Class C driver’s license is required.

Requirements

Graduation from high school or equivalent education.
One year of clerical and administrative support experience.
Possession of a valid California Class C driver’s license.
Must be a U.S. citizen or naturalized citizen.
Must successfully complete U.S. Department of State Passport Services web-based training to meet passport processing requirements within one month of employment.
Knowledge of customer service principles and proper telephone etiquette.
Knowledge of correct English usage, grammar, spelling, punctuation, and office procedures.
Knowledge of computers, office equipment, Microsoft Office, basic math, and basic cash-handling principles and procedures.
Ability to maintain a high level of security and confidentiality for restricted information and accurately process payments.
Ability to communicate effectively orally and in writing; follow oral and written directions; and learn requirements for accepting and preparing official legal documents.
Ability to use computers, telephones, copiers, facsimile machines, and other office equipment.
Ability to perform basic arithmetic accurately and pay close attention to detail when checking forms.
Ability to conduct internet research and interact tactfully with people from varied socioeconomic, ethnic, and cultural backgrounds.
Ability to establish and maintain effective working relationships.

Nice To Haves

Bilingual ability is preferred.

Responsibilities

Accept, review, and check passport applications and required documentation for completeness.
Greet customers and explain or guide them through passport applications in person and by phone.
Provide courteous, respectful, and efficient customer service.
Determine the appropriate forms based on applicants’ citizenship, travel plans, and individual circumstances.
Operate a camera and process passport photos, checking that photos comply with federal regulations and guidelines.
Administer passport oaths, witness applicant signatures, verify identity and legal documentation, and execute forms.
Process customer transactions and payments, operate and balance a cash drawer, and prepare daily cashiering reports.
Provide support to program clientele in person, electronically, and by telephone; answer calls, take messages, and relay information as requested by the supervisor.
Enter data on transmittal forms and in computer systems; maintain records and files; summarize data for reports; and conduct online research as directed.
Prepare passport applications for mailing, apply correct postage, and coordinate shipment and package tracking.
Ensure passport applications and services are processed accurately and on time.
Securely handle and store documents and protect personal information.
Perform related duties and responsibilities as assigned.