Under the direction of an assigned supervisor, perform a variety of clerical and typing duties of above-average difficulty in an assigned area or office; perform duties as a certified Passport Acceptance Agent; provide general information and assistance to the public at the main counter.
Distinguishing Characteristics:
Incumbents perform varied clerical and typing duties of above-average difficulty and provide general clerical support in an assigned area. Office Technician II incumbents provide routine clerical support of average difficulty in activities such as filing, typing, and maintaining records.
Perform duties of a US Certified Passport Acceptance Agent. Process and mail passport applications in accordance with established guidelines.
Accept (or execute) passport applications and ensure all materials needed to process the application are correctly submitted and enclosed. Assist applicants with what documentation is required for each application and circumstance, and the verification and completeness of those documents. Collect all appropriate fees due to the US Department of State.
Provide information to passport applicants on all passport application types, follow up letters, situations, and circumstances.
Tracking and maintenance of passport transmittals in accordance with established guidelines. Communicate and escalate any issues to the US Department of State.
Maintain daily Passport Calendar: scheduling passport appointments, appointment confirmation email and phone reminders, cancellations and rescheduling requests
Required to obtain a US Department of State Passport Acceptance Agent Certification within 30 days of hire date and maintain yearly certification.
Receive and receipt monies. Run daily reports for preparation for the daily bank deposit.
Perform a variety of clerical duties of above-average difficulty such as making arithmetic computations and compiling and recording information from clearly indicated sources.
Inspect data, verify accuracy, and input into computerized data base; update, modify and correct data as needed.
Type correspondence, memoranda, reports, forms, and other documents; proofread and edit written materials as assigned; operate computer to enter data and generate letters, records, and reports.
May operate the City switchboard or answer multiple department phone lines and greet office visitors; provide information and assistance to callers; take messages or refer calls or visitors to appropriate personnel; receive, sort, and distribute incoming mail.
Provide general information to visitors at the main counter and main City Hall phone line
Provide information and services to other City departments and personnel, various outside agencies and organizations, and the general public.
Prepare and maintain a variety of records, logs and files; locate materials and information in records and files as assigned.
Assist supervisor, department personnel, and other clerical staff as assigned.
Process forms, applications, and other materials according to established procedures.
Representative Duties:
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Perform duties of a US Certified Passport Acceptance Agent. Process and mail passport applications in accordance with established guidelines.
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Compile, collate and duplicate information; package and distribute completed copies.
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Perform related duties as assigned.
