What are the responsibilities and job description for the Office Aide / Passport Agent (Part-time) position at City of Buena Park?
The City of Buena Park's City Clerk's Office is designated by the Department of State as a passport acceptance facility able to accept and process U.S. passport applications. To assist in the processing of these passport applications and to provide exceptional customer service to the general public, the City Clerk's Office is seeking energetic, self-motivated, detail-oriented, and reliable individual(s) for the position of Office Aide / Passport Agent.
This is an exciting opportunity for someone interested in working for a local government agency as well as a unique opportunity to receive training and become certified by the U.S. State Department to initiate and process passport applications. The ideal candidate(s) for this position is a team-player who possess excellent customer service skills and has a passion for public service.
Office Aide / Passport Agents work approximately 25-30 hours per week and are scheduled to work a flexible schedule between the hours of 8:00 a.m. to 4:00 p.m. Monday through Thursday. Individuals in this position are occasionally scheduled to work weekday evenings to assist with special events.
GENERAL PURPOSE
Under general supervision, performs basic receptionist, clerical, customer service, and records management duties; types, processes, distributes and files documents; and does related work as required.
DISTINGUISHING CHARACTERISTICS
The Office Aide is the part-time classification level in the administrative support series. The Office Aide receives greater supervision and performs more simple and/or basic office support work. This position requires less specialized knowledge of departmental policies, accounting standards, customer service practices, and data support functions than higher level classifications in this series.
ESSENTIAL FUNCTIONS
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.
Under general supervision, performs basic receptionist, clerical, customer service, and records management duties; types, processes, distributes and files documents; and does related work as required.
DISTINGUISHING CHARACTERISTICS
The Office Aide is the part-time classification level in the administrative support series. The Office Aide receives greater supervision and performs more simple and/or basic office support work. This position requires less specialized knowledge of departmental policies, accounting standards, customer service practices, and data support functions than higher level classifications in this series.
ESSENTIAL FUNCTIONS
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.
- Types, formats, proofreads, and prints reports, correspondence, memoranda, forms and other documents; types from notes, drafts, and oral instructions; prepares routine correspondence; may scan, index, and archive records.
- Assists in providing front counter assistance and information within area of assignment; responds to requests for information and distributes appropriate forms.
- Distributes incoming and outgoing mail and correspondence; maintains accurate and up-to-date logs, files, calendars and records for assigned area.
- Assists in sorting, cross-indexing, coding and filing various materials using established procedures.
- Copies, collates, and binds documents; enters data into computer from various sources; inputs corrections and updates information; verifies data for accuracy and completeness.
- Operates a variety of office equipment including computer keyboard, calculator, copier, facsimile or scanning machine.
- Greets visitors and answers and refers telephone calls, questions, and complaints to other appropriate staff and departments.
- May provide back-up for other department or division office administrative support staff.
- Sorts, assembles, and packages documents for mailing purposes.
QUALIFICATIONS GUIDELINES
Knowledge of:
Office administration practices and procedures; computer equipment and software; methods and techniques of proper telephone etiquette; correct English usage, including spelling, grammar and punctuation; photocopying, record keeping and filing techniques; effective customer service techniques.
Ability to:
Learn to correctly interpret and apply City policies and procedures; perform general clerical work; proofread basic documents; organize and maintain office records and specialized files; communicate effectively, both orally and in writing; understand and follow instructions; enter and prepare clear and accurate data for records and reports; effectively respond to requests and inquiries from the general public and City staff; operate and use office equipment including computer; learn to use various software packages including Microsoft Office Suite; establish and maintain effective working relationships with staff, management, and the general public.
PHYSICAL AND MENTAL DEMANDS
The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical Demands
While performing the duties of this class, employees are frequently required to sit, stand and walk; talk or hear, in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment; and reach with hands and arms above and below shoulder level. Employees occasionally lift and move records and documents weighing up to 20 pounds.
Specific vision abilities required by this job include close vision and the ability to adjust focus.
Mental Demands
While performing the duties of this class, employees are regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve problems; observe and interpret situations; learn and apply new information or skills; perform highly detailed work; work on multiple, concurrent tasks; work with frequent interruptions; work under intensive deadlines; and interact with staff, management, vendors, contractors, the public, and others encountered in the course of work.
WORK ENVIRONMENT
Employees typically work in office conditions, and the noise level is usually quiet, at or below 85 decibels levels.
A typical way of obtaining the knowledge, skills and abilities outlined above is graduation from high school or G.E.D. equivalent and six months of office administrative support experience; or an equivalent combination of training and experience.
When assigned to the City Clerk's office to assist with the acceptance of passport applications, the Department of State requires the following:
- Candidates must be at least 18 years of age.
- Be a U.S. citizen or non-citizen U.S. National.
- Not under indictment, parole, or probation related to any Federal, State, or local felony or misdemeanor related to breach of trust or moral turpitude.
- Free of any Federal, State, or local felony convictions or misdemeanor convictions or misdemeanor convictions related to breach of trust or moral turpitude.
WRITTEN EXAM IS TENTATIVELY SCHEDULED FOR THURSDAY, JANUARY 23, 2025
ORAL INTERVIEWS TENTATIVELY SCHEDULED FOR TUESDAY, FEBRUARY 4, 2025
Applicants must submit a City application online through the Human Resources Department web page at www.buenapark.com/hr. Applications may be accompanied by a resume describing experience, education, and training in relation to the requirements of the position, however, resumes will not be accepted in lieu of a completed City employment application.
All applications will be reviewed and only those candidates determined to be most qualified on the basis of experience and education, as submitted, will be invited to participate in the selection process. The selection process may include but is not limited to an oral interview and/or written exams and oral presentations. Successful candidates will be placed on the employment eligible list from which hires may be made. An eligible list is valid for up to one year unless exhausted sooner.
The City of Buena Park is an Equal Opportunity employer and does not discriminate on the basis of race, color, creed, ancestry, national origin, gender, marital status, sexual orientation, religion, age, veteran status or disability.
Americans with Disabilities:
Applicants with disabilities who require special testing arrangements must contact Human Resources. If you have a disability for which you require an accommodation, please contact Human Resources at (714) 562-3515 no later than 5 business days before the test date.
Fingerprinting:
Applicants who are selected for hire are fingerprinted during the pre-placement processing period. All fingerprints will be processed with the Department of Justice to verify criminal records or absence thereof.
Physical Examination:
A conditional offer of employment is based upon the successful completion of a pre-placement medical exam to determine a candidate's fitness to perform the essential functions of the position. Physicals are performed by the City's designated physician at the City's expense and may include a drug and alcohol screening.
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