Program Coordinator - Library Passport Services

Hillsborough County Clerk of Court & Comptroller

5d•Onsite

About The Position

Performs professional level work developing, organizing, administering, and evaluating assigned programs and functions, providing guidance and technical expertise to assigned program staff, other departments, the community, and program participants. The Program Coordinator – Library Passport Services coordinates the library’s centralized, system wide process for providing U.S. passport processing service to Hillsborough County residents. This position will be based out of the Town 'N Country Regional Public Library and will support Passport Services at all active Passport Acceptance Facilities, which currently include Bloomingdale Regional Library, Jan Kaminis Platt Regional Library, New Tampa Regional Library, and Town 'N Coutnry Regional Public Library. This position supervises the library’s Passport Services team. The employee in this position will serve as a passport acceptance agent for Hillsborough County libraries. They will be trained to apply and to oversee procedures and practices as detailed in the guidance provided by the U.S. Department of State and must pass the certification exam and maintain an annual recertification.

Requirements

Graduation from an accredited four-year college or university; AND One year of experience directly related to the assigned program; OR An equivalent combination of education (not less than possession of a high school diploma/GED), training and experience that would reasonably be expected to provide the job-related competencies noted above.
Knowledge of the specific functions, activities, and services provided by the assigned programs and projects.
Knowledge of applicable laws and regulations governing assigned programs and projects.
Knowledge of organizational and methods and procedures relating to the effective coordination and administration of assigned programs.
Ability to plan, organize, coordinate and supervise the work of assigned staff.
Ability to communicate effectively, both orally and in writing.
Ability to prioritize work.
Ability to work effectively with others.
Ability to follow oral and written instructions and established procedures.
Ability to organize programs, projects and special events.
Ability to monitor, oversee and provide guidance to volunteers, assigned staff, clients and customers.
Ability to maintain files and records and prepare reports and correspondence.
Ability to use a computer and related software.
Ability to organize and to multi-task.
The employee is regularly required to talk and hear.
Maintain the ability to pass the background checks required for the position. These background checks may include but are not limited to: Criminal History Background Check using Florida Department of Law Enforcement (FDLE) Criminal Justice Information Services (CJIS), Level 1 and Level 2 Background screening (Ch. 435 Florida Statutes), Child Abuse, Abandonment and Neglect Record Check using the State Automated Child Welfare Information System (SACWIS), Sex Offender and Sexual Predator record check using the list maintained by the Florida Department of Law Enforcement (FDLE).

Nice To Haves

Bachelor's degree and at least two years of experience with coordinating a program or function of a library, including supervisory experience.
Bilingual skills (speaking and writing proficiency in English and Spanish) are highly desirable.
Possess the necessary job-related license(s) or certification(s) that may include possession of a Florida Driver License (Class E) or an applicable Commercial Driver License (CDL).

Responsibilities

As Passport Facility Manager, coordinating all facets of the Passport Acceptance Program
Serving as liaison between Library Services and State Department
Maintaining and communicating policies and procedures related to library Passport Services
Creating and communicating schedules for library passport staff and services
Coordinating the operational details of library passport events, including staffing, materials, and equipment
Creating and submitting reports related to Passport Services
Providing training and performance management for library staff
Plans, develops, organizes and evaluates work processes to ensure the efficient delivery of program services and fulfill program objectives.
Participates in needs assessment data analysis to assist in developing grant applications to obtain funding for assigned projects.
Interprets/explains policies, processes, applicable laws, rules, regulations, and guidelines specific to an assigned program to resolve problems, answers program questions, and provides information to current and potential program participants views existing policies, procedures, and directives and recommends changes where necessary.
Coordinates action where several organizational entities are involved and follows up to ensure that all details and program requirements are met.
Reviews program operations for compliance, identifies program strengths and weaknesses and areas of non-compliance, and recommends corrective action.
Instructs individuals and groups on proper methods and procedures for compliance with program regulations.
Writes or revises procedural and training manuals and summary reports.
Conducts orientation, training and presentations for individuals, groups, and organizations.
Recruits and trains volunteers and program staff and develop work schedules to provide appropriate staff coverage.
Conducts customer/participant surveys to gather information on program services and customer satisfaction and identify gaps in services.
Assists in the development of the program budget, monitors expenditures.
Processes pre-approved expenditures and assists with preparing grant applications.
Resolves problems encountered during daily operations and determines appropriate solutions.
Performs other related duties as required.