Passport Data Entry Clerk II

About the role

The Chicago Passport Agency is seeking experienced Support Associates to provide customer service and administrative support.

Responsibilities

• Operate various equipment for high-speed scanning, mail out, and metering of mail.
• Prepare and mail envelopes with correct passport and corresponding supporting documents.
• Interface with passport applicants at Agency/Center Information and Will-Call counters:
• Ensure appointment is scheduled;
• Review passport application, photograph, identification and supporting documentation for completeness prior to adjudication;
• Ensure the application and documents comply with Passport requirements, photograph meets Passport standards, and customer is provided fee information.
• Prior to distributing to applicants, print and review passport books for accuracy and quality.
• Process refund/reimbursement requests.
• Generate a credit card payment from the applicant and distribute completed batches to the Cashier’s Office.
• Verify all completed transactions and run designated reports.
• Aid in Acceptance Agent training: prepare training materials, conduct “meet-and-greets,” set-up training sessions, conduct office tours, etc.
• Aid CSM in maintaining and cataloging electronic records of passport acceptance facilities.
• Contact applicants to request necessary documents.
• Resolve undeliverable mail items by contacting the customer and appropriately documenting all actions taken in a SharePoint application.
• Generate correspondence to resolve application discrepancies, including: Return to Sender (RTS), Rewrites and Re-issues, and re-batch into the system.

Requirements

• To be successful in this role, follow a number of specific procedures in completing several repetitive clerical steps performed in a prescribed or slightly varied sequence, such as coding and filing documents in an extensive alphabetical file, simple posting to individual accounts, opening mail, running mail through metering machines, and calculating and posting charges to departmental accounts.
• Have an HS diploma or GED.
• Have three years of general office experience.
• Have two years of experience utilizing a variety of office software, specifically Microsoft Office.
• Be capable of performing repetitive tasks while maintaining a high level of accuracy.
• Be able to work in one place and traverse the office on a continuing basis.
• Maintain constant awareness of all aspects of internal and external security.

Qualifications

• To be successful in this role, follow a number of specific procedures in completing several repetitive clerical steps performed in a prescribed or slightly varied sequence, such as coding and filing documents in an extensive alphabetical file, simple posting to individual accounts, opening mail, running mail through metering machines, and calculating and posting charges to departmental accounts.
• Have an HS diploma or GED.
• Have three years of general office experience.
• Have two years of experience utilizing a variety of office software, specifically Microsoft Office.
• Be capable of performing repetitive tasks while maintaining a high level of accuracy.
• Be able to work in one place and traverse the office on a continuing basis.
• Maintain constant awareness of all aspects of internal and external security.

Skills

• Excellent communication skills.
• Experience in working with customers in a front facing capacity.
• Ability to work as a team in a fast-paced environment.

Benefits

• Eligibility to participate in an attractive Share Purchase Plan (SPP) in which the company matches dollar-for-dollar contributions made by eligible employees, up to a maximum, for their job category.
• 401(k) Plan and Profit Participation for eligible professionals.
• Additional benefits determined by your Service Contract Act: Paid Time Off (PTO), Paid Federal Holidays, Health & Welfare Benefits.

Pay

Hourly Rate: $19.47/hour

Schedule

Hours may vary based on agency needs.