Passport Coordinator

ETSU•Johnson City, TN

4d•Onsite

About The Position

The Passport and Postal Coordinator is responsible for four primary functional areas within Postal, Passport, and Printing Services. The primary area is mail processing and distribution, which includes the receipt, processing, sorting, and delivery of all student, staff, and faculty mail and packages. This includes shipments received through the United States Postal Service (USPS) and commercial carriers such as UPS, FedEx, DHL, and Amazon. Responsibilities also include the acceptance, processing, and dispatch of outgoing mail and packages, including bulk mailings. The second area is the operation of the USPS Contract Postal Unit Retail Services, providing a full range of postal retail services to ETSU students, faculty, staff, and the general public. The third area is Passport and Photo Acceptance Services, which provides passport application acceptance services to the ETSU community and the general public, as well as passport and identification photography services. The fourth area is Print Services, which provides printing services for ETSU departments and offices, with the exception of the College of Medicine.

Requirements

High school diploma or equivalent.
Ability to pass the Passport Acceptance Agent Exam.
Possession of a valid driver’s license.
Knowledge of general written standards and procedures.
Knowledge of how to read, interpret, and follow procedural and policy manuals.
Knowledge of passport policies and procedures, including passport photo requirements.
Knowledge of the international mail manual, customs forms requirements, and hazardous mail handling procedures.
Knowledge of the USPS Bank Secrecy Act and the USPS Hazmat Training for mailing.
Skill in examining passport applications to determine the authenticity of documents, the citizenship of applicants, and identifying possible fraud.
Skill in operating a cash register for cash, check, and credit card transactions with accuracy.
Skill in operating and maintaining the Address Mailing Machine, including processing through Address Management Software.
Skill in processing bulk mailings, including automated addressing, folding, inserting, sealing, and sorting in proper zip code order.
Skill in processing and electronically submitting required paperwork to the USPS Business Mail Entry Unit (BMEU) for bulk mailings.
Skill in preparing and processing automated bulk mail, campus mail, US mail, international mailings, overnight express mailing, shipping, and package preparation.
Skill in ensuring accurate postage rates are applied to mailings.
Ability to pass the Annual Certification for Passport Acceptance Agent.
Ability to interpret and apply all passport policies and procedures as well as passport photo requirements.
Ability to assist in the operation of the mail center activities, including all aspects of mail handling and delivery.
Ability to ensure personnel are trained on mail-handling procedures and policies.
Ability to manage priorities, timelines, deadlines, and details under pressure with accuracy and proficiency.
Ability to maintain a high level of confidentiality.
Ability to work independently while also being a team player.
Ability to provide quality customer service by creating a welcoming and supportive environment.
Ability to demonstrate professionalism in dealing with a diverse population while respecting different views, personalities, and working styles.
Ability to respond positively to supervision, guidance, and direction in accordance with stated policies.

Nice To Haves

Bachelor’s degree from a regionally accredited institution, or an equivalent combination of education and experience.
Minimum of one year of experience in printing or photo services, or an equivalent combination of relevant experience.
Minimum of one year of experience as a Passport Acceptance Agent, or an equivalent combination of relevant experience.
Completion of USPS Mail Design Professional training.
Two years of experience in bulk mail processing and/or postal retail sales, or an equivalent combination of relevant experience.
Knowledge of software operations and hardware maintenance to successfully operate and maintain over 20 postal, mailing, and printing systems.

Responsibilities

Receipt, processing, sorting, and delivery of all student, staff, and faculty mail and packages, including shipments from USPS and commercial carriers.
Acceptance, processing, and dispatch of outgoing mail and packages, including bulk mailings.
Operation of the USPS Contract Postal Unit Retail Services, providing a full range of postal retail services.
Passport application acceptance services and passport and identification photography services.
Providing printing services for ETSU departments and offices (excluding the College of Medicine).