DEPARTMENT SERVICES AIDE (Entry-Journey) Passport Acceptance

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. Ideal candidates thrive in a fast-paced environment, demonstrate impeccable attention to detail, and are 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.  

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
• Operate office equipment including computers, fax machines, scanners, and copiers
• Perform related duties as assigned      

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 GED equivalent , and three 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
• Selection Process
• Background Investigation
• Appointment

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

Salary : $17 - $26