PT Office Specialist II (Passport Acceptance Agent)

Description

The City of Anaheim’s Office of the City Clerk is seeking a team-oriented Part Time Office Specialist II to serve as a Passport Acceptance Agent and provide administrative office support to the department.

This is a part-time position averaging 30 hours per week. A minimum number of hours is not guaranteed.

The successful candidate will perform a range of administrative tasks related to the acceptance of U.S. Passport applications and ensure all materials needed to process the application meet the strict guidelines provided by the U.S. Department of State, National Passport Center, including but not limited to taking and processing passport photos, verifying U.S. citizenship documents, reviewing the application to verify all required information has been provided, collecting required passport fees, and administering the oath and witnessing the applicant's signature. Passport Agents are required to interpret federal policies related to the passport application process and to resolve customer issues within established policies; and re-certify yearly as a Passport Acceptance Agent.

Under general supervision, provide a wide variety of specialized and technical administrative and office support to management, professional, and supervisory staff; perform technical support work in the Office of the City Clerk; interact frequently with the public and provide information or direct questions and requests to the appropriate staff; and performs other related duties as assigned.

Bilingual proficiency (speak) in Spanish is required.

Qualified candidates will possess one (1) year of administrative support experience performing complex secretarial and administrative work.

Essential Functions

Below are the main duties of a Part-Time Office Specialist II. You can review the full job description by clicking on this link.

• Act as a receptionist to the public, take and respond to a high volume of phone calls, screen inquiries, take messages, schedule appointments and answer questions requiring an understanding of policies and procedures of the work unit.
• Type, file, record, compute and maintain confidential and privileged information. Compose routine correspondence.
• Utilize modern office equipment, media, and computer applications specific to the assigned unit in order to input, maintain, retrieve, transfer, and communicate confidential and privileged information.
• Compose routine correspondence.
• Proofread materials for clerical accuracy and spelling.
• Maintain records of the unit concerning purchases, budget accounts and inventory; requisition office supplies.
• Transcribe cassette tapes of dictated correspondence, reports, interviews, legal documents, lists and related materials using modern office equipment and computer software.
• Maintain calendars and schedules of appointments, meetings, room use, equipment use and events.
• Perform related duties and responsibilities as required.

Qualifications

Supplemental Information