DEPARTMENT SERVICES AIDE (Entry-Experienced) Passport Acceptance

Posting number: PG117-0626

Department: City Clerk's Office

Job classification: Part Time / Temporary Positions in Pay Range 117

Posting type: Open

Categories: Clerical & Data Entry, Customer Service

Summary

The City Clerk’s Office is recruiting a Department Services Aide to staff our high-volume Passport Acceptance Division and perform general office duties. This part-time/temporary position manages 15-minute passport application appointments, supporting the intake process and ensuring strict compliance with federal regulations while delivering outstanding customer service. In addition, the Aide will handle reception, mail processing, data entry, recordkeeping, and other clerical tasks. 

The Ideal candidate thrives in a fast-paced environment, demonstrates impeccable attention to detail, and is proficient in standard office software.   

This is a Non-Permanent, Part-Time Position 

Temporary/part-time employment is restricted to 1,000 hours within a 12-month period (July 1 – June 30) and does not qualify for City benefits except those required by law. The City does not participate in Social Security. However, enrollment in PARS is mandatory (employee contribution 7.5% of base earnings). Employment is at-will and may end with or without cause or notice. CalPERS annuitants are subject to additional restrictions.  

Examples of duties

Passport Acceptance Responsibilities  

• Review and process passport applications during scheduled 15-minute appointments  
• Verify applicant identities and supporting documentation in strict accordance with federal guidelines  
• Provide clear, concise guidance on passport requirements; resolve discrepancies as applicable
• Maintain accurate logs and records of processed applications; ensure secure handling of sensitive data
• Manage high-volume appointment flow to meet procedural time constraints

• Monitor irregularities in submissions; document issues and recommend corrective action

Clerical and Administrative Duties  

• Greet visitors, answer and route multi-line telephone calls   
• Distribute incoming/outgoing mail; copy, collate, and bind documents  
• Maintain up-to-date logs, files, calendars, and records for passport and general office functions
• Accept and process payments using cash handling and electronic payment systems
• Operate office equipment including computers, fax machines, scanners, and copiers
• Perform related duties as assigned      

Qualifications

Knowledge of 

• Modern office procedures, methods, equipment, and software such as Microsoft Suite  
• Proper telephone etiquette and customer service principles   
• English usage, spelling, grammar, punctuation and basic math   

Ability to  

• Interpret and apply City policies and procedures correctly
• Perform general clerical work with speed and accuracy  
• Communicate clearly and courteously, both orally and in writing 
• Establish and maintain effective working relationships with the public and staff  
• Learn specialized passport processing procedures efficiently and in a timely manner.  
• Deliver quality customer service efficiently  

Education and Experience: High school diploma or equivalent certificate, and three (3) years of clerical support, reception and customer service experience in a high-volume office environment. 

Prior or current certification as a Passport Acceptance Agent is highly desirable.

• Application Review
• Department Interview
• Background 
• Appointment

Please Note: Our primary means of communication with applicants is