Administrative and Passport Assistant Agent

- Administration, Employment


Department: Clerk/Administrative Services

Reports to: Director of Administrative Services

Hourly rate: $22.29 Hourly experience-based

Status: Full-Time, Non-Exempt

Date: October 2023

Position Overview

Under the supervision of the Director of Administrative Services, the Passport Assistant is responsible for assisting residents in the processing and filing of paperwork for passport applications. 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: 8:30 AM-5 PM/9:30 AM-6 PM Monday through Friday and alternate hours and special 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

  • 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.


  • This position is scheduled for 37.5 hours per week, Monday through Friday from 8:30 a.m. to 5:00 p.m. The Township offers a generous benefits package including paid time off, major medical, dental, vision, life and IMRF retirement.

If you are interested in pursuing this opportunity or have any questions regarding this overview, please email an updated resume & cover letter directly to the Township’s HR department at