What are the responsibilities and job description for the Passport Admin Support Clerk- Part-time position at City of Maple Grove?
JOB
About Maple Grove, MNMaple Grove is a forward-thinking, thriving community in the northwest suburbs of the Twin Cities metropolitan area. We are home to over 70,000 residents with a projected population of 90,000 by 2040 with 2,500 acres of undeveloped land. The City of Maple Grove is proud to employ over 250 benefit-earning employees, 500 part-time, casual, temporary, seasonal employees, and 100 paid-on-call firefighters to staff our many departments. We provide public safety, public works, community and economic development, parks & recreation, and many other important public services to a growing community. The PositionThe City of Maple Grove is seeking a detail-oriented Passport Admin Support Clerk! In this role, you will process passport applications, verify documents, collect fees, and ensure compliance with federal regulations. You will be tasked with providing excellent customer service while interacting with the public, managing records, taking passport photos, and assisting with election-related duties. Strong attention to detail, organization, and customer service skills are key to success in this fast-paced environment. The City of Maple Grove provides competitive salaries along with exceptional medical and dental benefits, generous sick and vacation time, and a state-operated pension plan to ensure your long-term success. Join us today and become a vital member of our team, committed to delivering unforgettable experiences for our residents!Hours of Work: This is a part-time position that is scheduled to work 20 hours per week. Hiring Timeline*Subject to change*Application window closes- March 5First Round Interviews- March 13Final Round Interviews- March 20Tentative Start Date- April
EXAMPLE OF DUTIES
Reviews passport applications to verify that all required information has been provided in compliance with federal requirements.Evaluates the need for signed parental consent and supporting documents (i.e. adoption decree, if application is for minors) and/or gives direction as needed.Executes passport applications by authenticating the validity of citizenship and identity of documents necessary to satisfy federal requirements. Takes digital passport photos which meet the specific requirements of the U.S. Department of State for new passport applications and renewals.Collects all fees associated for the passport services provided.Completes daily deposits and reconciles financial reports.Mails completed passport applications on a daily basis, along with cover letter.Completes federally required daily tracking and transmittal reports.Assists customers in scheduling passport appointments.Maintains annual re-certification training. Assists with records management to include scanning and quality checking of documents in Laserfiche.Assists with elections by maintaining database of election-related information, assists with equipment testing, processing absentee ballots, and performs other election related duties.Provides efficient service and interacts respectfully with other staff and the general public. Greets and routes any non-passport related visitors to the appropriate departments.Knowledge of: Cash handling and basic math.Records and electronic data management.Department policies and procedures.English grammar, spelling, and punctuation.Office procedures and computer systems.Business letter writing and report preparation.City operations and structure.Ability to: Operate office and payment processing equipment.Handle diverse customers and conflict situations professionally.Stay calm under stress and work independently.Manage confidential information per legal guidelines.Work well in a team and multitask effectively.Prioritize tasks accurately and meet deadlines.Build strong working relationships across departments.Communicate clearly in speech and writing.Use necessary computer applications proficiently.Detect fraud indicators with strong attention to detail.Make sound decisions and demonstrate good judgment.Occasionally lift up to 40 pounds.
SUPPLEMENTAL INFORMATION
WORKING CONDITIONSEnvironmental Conditions: Office environment; exposure to computer screens; working closely with others; frequent interruptions; subject to high levels of public contact.Physical Conditions: Essential and other important responsibilities and duties require maintaining physical condition necessary for standing and sitting for prolonged periods of time; general manual dexterity; adequate hearing, vision, and speech required; must be able to operate assigned equipment.
About Maple Grove, MNMaple Grove is a forward-thinking, thriving community in the northwest suburbs of the Twin Cities metropolitan area. We are home to over 70,000 residents with a projected population of 90,000 by 2040 with 2,500 acres of undeveloped land. The City of Maple Grove is proud to employ over 250 benefit-earning employees, 500 part-time, casual, temporary, seasonal employees, and 100 paid-on-call firefighters to staff our many departments. We provide public safety, public works, community and economic development, parks & recreation, and many other important public services to a growing community. The PositionThe City of Maple Grove is seeking a detail-oriented Passport Admin Support Clerk! In this role, you will process passport applications, verify documents, collect fees, and ensure compliance with federal regulations. You will be tasked with providing excellent customer service while interacting with the public, managing records, taking passport photos, and assisting with election-related duties. Strong attention to detail, organization, and customer service skills are key to success in this fast-paced environment. The City of Maple Grove provides competitive salaries along with exceptional medical and dental benefits, generous sick and vacation time, and a state-operated pension plan to ensure your long-term success. Join us today and become a vital member of our team, committed to delivering unforgettable experiences for our residents!Hours of Work: This is a part-time position that is scheduled to work 20 hours per week. Hiring Timeline*Subject to change*Application window closes- March 5First Round Interviews- March 13Final Round Interviews- March 20Tentative Start Date- April
EXAMPLE OF DUTIES
Reviews passport applications to verify that all required information has been provided in compliance with federal requirements.Evaluates the need for signed parental consent and supporting documents (i.e. adoption decree, if application is for minors) and/or gives direction as needed.Executes passport applications by authenticating the validity of citizenship and identity of documents necessary to satisfy federal requirements. Takes digital passport photos which meet the specific requirements of the U.S. Department of State for new passport applications and renewals.Collects all fees associated for the passport services provided.Completes daily deposits and reconciles financial reports.Mails completed passport applications on a daily basis, along with cover letter.Completes federally required daily tracking and transmittal reports.Assists customers in scheduling passport appointments.Maintains annual re-certification training. Assists with records management to include scanning and quality checking of documents in Laserfiche.Assists with elections by maintaining database of election-related information, assists with equipment testing, processing absentee ballots, and performs other election related duties.Provides efficient service and interacts respectfully with other staff and the general public. Greets and routes any non-passport related visitors to the appropriate departments.Knowledge of: Cash handling and basic math.Records and electronic data management.Department policies and procedures.English grammar, spelling, and punctuation.Office procedures and computer systems.Business letter writing and report preparation.City operations and structure.Ability to: Operate office and payment processing equipment.Handle diverse customers and conflict situations professionally.Stay calm under stress and work independently.Manage confidential information per legal guidelines.Work well in a team and multitask effectively.Prioritize tasks accurately and meet deadlines.Build strong working relationships across departments.Communicate clearly in speech and writing.Use necessary computer applications proficiently.Detect fraud indicators with strong attention to detail.Make sound decisions and demonstrate good judgment.Occasionally lift up to 40 pounds.
SUPPLEMENTAL INFORMATION
WORKING CONDITIONSEnvironmental Conditions: Office environment; exposure to computer screens; working closely with others; frequent interruptions; subject to high levels of public contact.Physical Conditions: Essential and other important responsibilities and duties require maintaining physical condition necessary for standing and sitting for prolonged periods of time; general manual dexterity; adequate hearing, vision, and speech required; must be able to operate assigned equipment.
