DEPARTMENT SERVICES AIDE (Entry-Experienced) Passport Acceptance

Description

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.

Note: The hiring manager may close this recruitment at any time after receiving a sufficient number of qualified applications.

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 Essential 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
  
  

The preceding duties have been provided as examples of the essential types of works performed within this job assignment. The City, at its discretion, may add, modify, change or rescind work assignments as needed.

Minimum 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.

SPECIAL CONDITIONS

Public Employee Disaster Service Worker: In accordance with Government Code Section 3100, all Huntington Beach city employees are required to perform assigned disaster service worker duties in the event of an emergency or a disaster.

APPLICATION & SELECTION PROCEDURE

• Application Review
• Department Interview
• Background
• Appointment
  
  

Please Note: Our primary means of communication with applicants is sent via email; therefore, please include a valid email address on your application.

The SALARY RANGE is composed of seven steps. Merit step increases are based on satisfactory performance.

PROMOTIONS within the City are based upon the merit system principles emphasizing individual ability and utilizing competitive examinations.

CREDIT UNION membership is available to all City employees and provides access to low interest loans.

NOTE: The provisions of this bulletin do not constitute a contract expressed or implied, and any provisions contained herein may be modified or revoked without notice.

01

Do you possess a high school diploma or equivalent certificate?

• Yes
• No
  
  

02

Indicate your level of experience in clerical support in an office environment.

• None
• Less than three (3) years
• At least three (3) years but less than four (4) years
• Four (4) years or more
  
  

03

What is your level of experience in reception and customer service in a fast-paced, high-volume environment?

• None
• Less than three (3) years
• At least three (3) years but less than (4) years
• Four (4) years or more
  
  

04

Have you processed and reconciled customer payments (cash, check, credit card) and balanced a register or cash drawer?

• Yes
• No
  
  

05

Indicate your level of proficiency with Microsoft Office Word.

• Beginner
• Intermediate
• Expert
• Not Proficient
  
  

06

Indicate your level of proficiency in Microsoft Office Outlook.

• Beginner
• Intermediate
• Expert
• Not Proficient
  
  

07

Have you handled confidential or sensitive documents under strict privacy or data-protection guidelines?

• Yes
• No
  
  

08

Have you been responsible for maintaining detailed records or logs that were subject to compliance audits?

• Yes
• No
  
  

09

Are you now, or have you ever been a certified Passport Acceptance Agent?

• Yes
• No
  
  

10

Are you available and willing to work occasional evenings or weekends for special meetings, elections, or events?

• Yes
• No
  
  

11

Are you a CalPERS RETIRED annuitant?

• Yes
• No
• Required Question