Administrative Officer
: Job Details :

Date Opened: Friday, November 15, 2024 12:00 AM Close Date: Friday, November 29, 2024 12:00 AM Department: City Clerk DepartmentSUMMARYThe City Clerk's Office is seeking a Passport Administration Specialist who will plan and coordinate the passport acceptance services for the City Clerk's Office. This administrative position requires competency in the following skill sets: attention to detail, cash management, customer service, communication (oral and written), organization, and time management. Ideal candidates will demonstrate analytical thinking, ability to provide high-levels of confidentiality and integrity and capacity for independent judgement, while working under limited supervision.1. Accepts, inspects, and processes passport applications and supporting documents, ensuring all are acceptable and complete, all required information has been provided, and payments are correct, in accordance with U.S. Department of State guidelines.2. Handles inquiries and concerns related to the application process and procedures by telephone, email and in person.3. Coordinates and maintains calendar and appointment system.4. Produces and reviews digital passport photos, meeting the specific requirements of the U.S. Department of State.5. Prepares all passport applications received for transmittal; including completing forms and mailing documents.6. Collects payments, issues receipts, completes daily cash reports, deposits monies, and reconciles financial reports.7. Tracks passport mailings daily and follows up on mailings that appear to be undelivered.8. Orders and maintains inventory of all passport forms and supplies.9. Advises staff on new laws and policy changes affecting passport applications and ensures compliance.10. Maintains site facility to meet U.S. Department of State standards to meet the criteria for annual recertification.11. Coordinates passport fairs, when necessary.12. Produces reports, handles special projects and other duties, as assigned.Minimum QualificationsEducation:High School diploma or equivalent and experience in providing a wide range of complex secretarial and administrative assistance or comparable technical clerical or administrative work. Proficiency in computers and related programs.Knowledge, Skills and Abilities:Thorough knowledge of business English, spelling, punctuation, and arithmetic. Considerable knowledge of the principles and methods of office management and other modern office procedures, systems, and equipment. Ability to keep complex records, to assemble and organize complex data, and to prepare reports from such records. Ability to work independently on responsible and confidential administrative assignments and advanced secretarial tasks. Ability to type accurately and rapidly and to compose effective and accurate correspondence. Ability to think independently using critical thinking skills.CONDITIONS OF EMPLOYMENTThe City's Background Check Policy requires background checks to be conducted on final internal or external candidate(s) applying for any position with the City of Charlotte. The type of information that will be collected as part of a background check includes, but is not limited to: reference checks, social security verification, education verification, criminal conviction record check, and, if applicable, a credit history check, sex offender registry and motor vehicle records check.Background checks must be in compliance with all federal and state statutes, such as the Fair Credit Reporting Act (FCRA). The checks must be consistent with the guidelines set forth by these laws requiring organizations to obtain a candidate's written authorization before obtaining a criminal background report, motor vehicle records check or credit report; and to properly store and dispose of information derived from such reports.Final candidates must pass a pre-employment drug-screening test and physical examination. During the selection process, candidates may be asked to take a skills test, and/or participate in other assessments.The City of Charlotte is an Equal Opportunity Employer.HOW TO APPLYApply online.Federal law requires employers to provide reasonable accommodations to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job.You are welcome to visit the City of Charlotte Human Resources Department lobby where we have workstations available. Our office is located at 700 East 4th Street, Suite 200, Charlotte, NC 28202. Our hours are Monday through Friday, 8 a.m. to 5 p.m. (EST), excluding official City holidays.The City of Charlotte is committed to making the job application process accessible to all. Upon request, auxiliary aids, written materials in alternate formats, language access, and other reasonable accommodations or modification will be provided. To make a request, please email ...@charlottenc.gov, call 704-###-####, or visit us in person at 700 4th St., Charlotte, NC 28202.BENEFITSThe City of Charlotte provides a comprehensive benefits package to all employees.Click here to learn more about the City of Charlotte's benefits.The City of Charlotte is a drug and alcohol-free workplace.