Lead Office Specialist

About the role

The position is a part-time role working Monday through Friday for either a morning shift from 8:00am to 12:30pm or an afternoon shift from 12:30pm to 5:00pm.

Responsibilities

• Interacts with a high volume of customers through telephone calls, email, and in-person office visitors.
• Handles questions or matters of a technical nature and directs them to the appropriate department.
• Affords assistance in filling out a variety of forms.
• Processes passport applications and associated payments in accordance with precise directives from the U.S. Department of State.
• Arranges expedited or routine postal delivery as required.
• Maintains strict document control and security throughout the county's chain of custody.
• Creates and issues marriage licenses in accordance with state law and county policy.
• Processes returned licenses, checking for completeness and accuracy before filing for permanent retention.
• Processes applications and supporting documentation for various tax relief programs.
• Reviews applications for completeness and accuracy.
• Affords assistance in understanding application requirements and identifying any additional required documents.
• Determines and collects fees where some degree of personal judgment is involved in the decision.
• Ensures receipts, notices, certificates and licenses are complete and accurate, and keeps records of transactions.
• Communicates complex information in an easy to understand way both written and orally.
• Limits the application of appropriate rules, code, and law to circumstances as trained.
• Operates office equipment as required.

Requirements

Must be a U.S. Citizen, as it is a requirement of the U.S. Department of State in order to process passport applications.

Must be able to test for and attain U.S. Department of State certification as a Passport Acceptance Agent within 30 days.

Due to the nature of this position, the successful candidate may be required to complete a pre-employment background check prior to starting the position.

Qualifications

• Education: High School or equivalent.
• Experience: Four (4) years of increasingly responsible experience in general clerical, records, or secretarial work.

Skills and Abilities

• Knowledge of: Considerable knowledge of modern office practices and procedures.
• Considerable knowledge of grammar, spelling, and punctuation.
• Considerable knowledge of the specialized duties required by the position.
• Skill in typing at 55 wpm and data entry.
• Bilingual English/Spanish preferred.
• Ability to quickly and accurately perform complex clerical work requiring a significant exercise of independent judgment and attention to detail.
• Ability to make mathematical computations rapidly and accurately.
• Ability to communicate effectively verbally and in writing.
• Ability to establish and maintain effective working relationships with employees, other departments, and the general public.

Special Qualifications

Your Special Qualifications Must be a U.S. Citizen, as it is a requirement of the U.S. Department of State in order to process passport applications.

Physical Demands

• Frequently sits and talks or hears.
• Occasionally walks; uses hands to finger, handle, or feel objects, tools, or controls; and reaches with hands and arms.
• Occasionally lifts and/or moves up to 25 pounds.
• Specific vision abilities required by this job include close vision and the ability to adjust focus.

Work Environment

• The noise level in the work environment is generally quiet, though occasionally moderately noisy.