Administrative Assistant Sr/Passport Coordinator

Job Summary

JOB SUMMARY

Performs a variety of general clerical tasks in support of the City Clerk’s Office operations; provides customer service to the public; processes passport applications; provides administrative support to the Mayor and Council, as directed by City Clerk; and performs other related duties. Work is performed under general supervision requiring initiative and independent judgement.

Essential Functions And Decision Making

ESSENTIAL FUNCTIONS Responsible for receiving, inspecting, and processes passport applications and supporting documents, ensuring all are acceptable and complete in accordance with U.S. Department of State guidelines. Prepares all passport applications received for transmittal, including completing forms and mailing documents. Collects payments, issues receipts, completes daily cash reports, deposits monies, and reconciles financial reports. Tracks passport mailings daily and follows up on mailings that appear to be undelivered. Orders and maintains inventory of all passport forms and supplies. Maintains site facility to meet U.S. Department of State standards to meet the criteria for annual recertification. Coordinates and maintains calendar and appointment system. Produces reports, handles special projects, ordering office supplies and other duties as assigned . Handles various types of inquiries and concerns regarding passports, and/or other departmental matters by telephone, email, and in person. Assists with content management on the City Clerk webpages Assists the City Clerk and/or Deputy City Clerk by archiving, printing and posting council, boards and commissions agendas and minutes. City Council Support:

• Assist with Council meeting day preparation.
• Coordinate Videoconferencing/Virtual Platform for remote & hybrid public meetings.
• Maintains and submits Citizen Comment submissions and reports to Council.
• Prioritizes incoming mail and takes appropriate action coordinating responses.
• Serves as backup for other administrative positions in the City Clerk’s Office.

DECISION MAKING

• This position works under general supervision.

MINIMUM QUALIFICATIONS (Salary Is Dependent Upon Qualifications)

MINIMUM REQUIREMENTS

• Associate Degree or equivalent is required. Two years of directly relevant experience may be substituted for each year of required education.
• Must have superior customer service, professional, and interpersonal skills.
• Must be at least 18 years of age and able to satisfy the requirements set forth by the U.S. Secretary of States Office to become Passport Acceptance Agent.
• Must possess strong analytical, organizational skills, and attention to detail.
• Ability to complete Passport Acceptance Agent Training certification annually.
• Must possess a valid Texas Driver’s License with an acceptable driving record.
• Three (3) years general clerical/administrative experience required. Experience in City Clerk’s office is preferred. Additional work experience may substitute for the education up to the maximum of two (2) years.

Preferred Requirements

• Bi-lingual in English/Spanish.
• Appointment/Commission as a Notary Public is desirable.
• Experience working in Municipal Government.
• Experience with various videoconferencing platforms.

CORE COMPETENCIES AND PHYSICAL DEMANDS

JOB DIMENSIONS

• Must be able to maintain positive working relationships with City officials and departments, outside agencies, and the general public.
• Competency in the following skill sets:
• Organization and Time Management
• Customer Service
• Effective verbal and written communication skills are required.
• Ability to maintain high levels of confidentiality, integrity, and capacity for independent judgement.
• Must be able to read and process passport applications.
• Cash Management
• Attention to detail
• Must have the ability to comprehend policies applicable to passports and interpret governmental regulations.

PHYSICAL DEMANDS AND WORKING CONDITIONS

Physical requirements include lifting up to 35 pounds occasionally. Subject to vision, hearing and talking constantly; sitting, handling and fine dexterity frequently; standing, walking, lifting, carrying, pushing/pulling, reaching, kneeling, crouching, bending, twisting, balancing and foot controls occasionally.

Working conditions are occasional exposure to variable and/or extreme weather conditions, working at heights when climbing ladders, and machinery with moving parts. Utilizes a computer, office equipment, recording devices, hand truck, and departmental vehicle

The City of San Marcos offers its employees a broad range of benefits to enhance their personal and occupational lives. We are committed to a total rewards strategy that provides employees with competitive compensation, comprehensive benefits, and an environment that supports a healthy work/life balance. 2023 Benefits Guide

Benefits

Medical, Dental & Vision Coverage

• Choice Plus PPO Plan
• Wellness Initiatives
• Virtual Doctor Visits 24/7
• Dental Plan
• Prescription Drug Plan
• United Healthcare

Davis Vision Insurance

• Laser Vision Correction discounts
• Base Vision Plan
• Premium Vision Plan

Retirement

• Texas MunicipalRetirement System (TMRS)
• Mission Square Retirement Corporation - optional 457-deferred compensation plan & Roth IRA

ADDITIONAL BENEFITS

• Vacation
• Flexible Spending Accounts
• Voluntary Life, AD&D and Long Term Disability insurance
• Employee Assistance Program
• Tuition Reimbursement
• Activity Center Membership
• Direct Deposit
• Sick Leave
• Holidays
• Longevity Pay
• City paid Life and AD&D Insurance

The City of San Marcos strives to provide employees with an opportunity for a flexible and positive work/life balance. Employees in eligible positions are offered remote telework options of up to two days per week or 40% of an employee's scheduled work hours. Remote telework eligibility will be determined by department directors to ensure the City provides quality services.

Closing Date/Time: 8/18/2023 11:59 PM Central

Salary: $21.16 - $26.13 Hourly