Department: Clerk/Administrative Services

Reports to: Director of Administrative Services

Hourly rate: $22.00 Hourly experience-based

Status: Part-Time, Non-Exempt

Date: April 2024

Position Overview

We are seeking a highly organized and detail-oriented individual to join our team as an Administrative and Passport Assistant Agent. In this role, you will provide administrative support and assist with passport processing for our Township administration department. The selected candidate will have excellent communication and organizational skills, as well as the ability to multitask and work efficiently in a fast-paced environment.

As an Administrative and Passport Assistant Agent of the Township, you will be responsible for handling various administrative tasks, including managing correspondence, scheduling meetings, and maintaining accurate records. Additionally, you will assist with processing passport applications, verifying supporting legal documents, and ensuring all requirements are met by our residents. This position requires a high level of professionalism, as you will be interacting with residents from diverse backgrounds and providing them with exceptional customer service.

Furthermore, this role is under the supervision of the Director of Administrative Services, as previously mentioned this position requires professional customer service in a variety of functions that deal with many different local, state, and federal agencies.  Serves as Notary Public.  Carries out duties that include general clerical and office-based work.  Provides direct support services to departmental staff and maintains a professional image through in-person, email, and telephone interactions.

Hours

Flexible schedule Monday to Friday from morning to afternoon hours in addition to alternate hours for special Township events as needed.

Responsibilities / Essential Functions

• Serve as Passport Acceptance Agent responsible for processing passport applications and renewals.
• Utilize specialized camera equipment to take passport photos for residents.
• Process payments from residents for services including handling cash, checks, and deposits.
• Assist with clerical support projects as assigned.
• Providing administrative support to the Clerk’s Office and Administrative Services Department and other Township departments as directed.

Required Skills, Knowledge, and Abilities

• Knowledge of processing procedures for passport
• Able to professionally handle sensitive and confidential information with local, state, and federal guidelines.
• Able to work effectively and courteously with the public daily and in potential conflict situations. Able to establish priorities, work independently, and proceed with objectives with minimal supervision.
• Able to read, comprehend, listen to, and follow basic verbal or written instructions and provide appropriate feedback. Skills in general office-related functions including, but not limited to, filing, and copying. Able to read, comprehend, and/or create routine correspondence and memos using proper spelling, grammar, punctuation, and sentence structure.
• Understanding of cash handling principles and basic mathematics. Working knowledge of office equipment such as printers, phones, computers, and copiers.
• Bilingual in any of the following (Spanish, Hindi, Polish, Russian, Bulgarian, Ukrainian) is a plus.

Education, Experience, and Computer Skills

• High School Diploma or General Education Development (GED) equivalent.
• Associate degree preferred or equivalent related work experience.
• One year of office administration experience, public sector preferred.
• Proficient with all Microsoft Office applications including, but not limited to, Word, PowerPoint, Outlook, and Excel.

Special Requirements

• Passport certification is required within the first six months of employment, but it is not necessary to have it before being offered the role. The Township will provide full support for on-the-job training to obtain the certification.
• Must meet federal eligibility requirements for Passport Acceptance Agent and obtain/maintain certification as a Passport Acceptance Agent. Willing to work occasional evenings and/or weekends as needed. Must obtain and Maintain Notary Public certification within two months of hire.
• The ability to read and speak Spanish and/or Hindi is preferred.

 Physical Demands

• Must be able to sit, walk, stand, use fingers in repetitive motion, twist, and turn for long periods as typical for an office-setting environment. This position requires some occasional lifting, pulling, pushing, and carrying of up to 20 pounds.

Working Conditions

• This position is primarily executed indoors; however, it may require contact with outdoor weather for special events. This position works directly with clients.
• It may require off-site training that may have other conditions not listed here.
• Able to work directly with diverse clients and manage conflict, some clients may exhibit a variety of behavioral concerns.

If you are a professional qualified individual who wishes to apply, please submit a cover letter, proof of references, and updated resume by email directly to hr@schtwn.org, Subject Line: Last name- Administrative and Passport Assistant Agent Candidate.