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Job Description
Description
The City Clerk’s Office is recruiting a Department Services Aide to staff our high-volume Passport Acceptance Division and perform general office duties. This part-time/temporary position manages 15-minute passport application appointments, supporting the intake process and ensuring strict compliance with federal regulations while delivering outstanding customer service. In addition, the Aide will handle reception, mail processing, data entry, recordkeeping, and other clerical tasks. Ideal candidates thrive in a fast-paced environment, demonstrate impeccable attention to detail, and are proficient in standard office software.
Note: The hiring manager may close this recruitment at any time after receiving a sufficient number of qualified applications.
This is a Non-Permanent, Part-Time position
Temporary/part-time employment is restricted to 1,000 hours within a 12-month period (July 1 - June 30) and does not qualify for City benefits except those required by law. The City does not participate in Social Security. However, enrollment in PARS is mandatory (employee contribution 7.5% of base earnings). Employment is at-will and may end with or without cause or notice. CalPERS annuitants are subject to additional restrictions.
Examples of Essential Duties
Passport Acceptance Responsibilities- Review and process passport applications during scheduled 15-minute appointments
- Verify applicant identities and supporting documentation in strict accordance with federal guidelines
- Provide clear, concise guidance on passport requirements; resolve discrepancies as applicable.
- Maintain accurate logs and records of processed applications; ensure secure handling of sensitive data
- Manage high-volume appointment flow to meet procedural time constraints
- Monitor irregularities in submissions; document issues and recommend corrective action.
Clerical and Administrative Duties- Greet visitors, answer and route multi-line telephone calls
- Distribute incoming/outgoing mail; copy, collate, and bind documents
- Maintain up-to-date logs, files, calendars, and records for passport and general office functions
- Operate office equipment including computers, fax machines, scanners, and copiers
- Perform related duties as assigned
Minimum Qualifications
Knowledge of- Modern office procedures, methods, equipment, and software such as Microsoft Suite
- Proper telephone etiquette and customer service principles
- English usage, spelling, grammar, punctuation and basic math
Ability to- Interpret and apply City policies and procedures correctly
- Perform general clerical work with speed and accuracy
- Communicate clearly and courteously, both orally and in writing
- Establish and maintain effective working relationships with the public and staff
- Learn specialized passport processing procedures efficiently and in a timely manner.
- Deliver quality customer service efficiently
Education and Experience: High school diploma or GED equivalent , and three years of clerical support, reception and customer service experience in a high-volume office environment.
Prior or current certification as a Passport Acceptance Agent is highly desirable.
SPECIAL CONDITIONS
Public Employee Disaster Service Worker: In accordance with Government Code Section 3100, all Huntington Beach city employees are required to perform assigned disaster service worker duties in the event of an emergency or a disaster.
APPLICATION & SELECTION PROCEDURE- Application Review
- Department Interview
- Selection Process
- Background Investigation
- Appointment
Please Note: Our primary means of communication with applicants is sent via email; therefore, please include a valid email address on your application.
The SALARY RANGE is composed of seven steps. Merit step increases are based on satisfactory performance.
PROMOTIONS within the City are based upon the merit system principles emphasizing individual ability and utilizing competitive examinations.
CREDIT UNION membership is available to all City employees and provides access to low interest loans.
NOTE: The provisions of this bulletin do not constitute a contract expressed or implied, and any provisions contained herein may be modified or revoked without notice.
Closing Date/Time: Continuous -
ABOUT THE COMPANY
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City of Huntington Beach
Show moreTHE COMMUNITY
The City of Huntington Beach is located on the shore of the Pacific Ocean in northwestern Orange County, 40 miles south of Los Angeles and 90 miles north of San Diego. As the fourth largest city in Orange County, with a population near 200,000 residents, Huntington Beach is known as “Surf City USA” due to its abundance of beaches, sunny, warm Mediterranean climate and casual lifestyle. Huntington Beach covers 28 square miles of land, 26 square miles of water, and is the 24th largest city in California. With more than 8 miles of uninterrupted beach along the Pacific Ocean, the City also plays host to an annual visitor population of over 11 million people, especially during the summer, special events and weekends.
Huntington Beach has one of the largest pleasure piers in the world and has the longest concrete pier in the State. The City’s park system includes 58 public parks (with a dog park), riding stables and the largest city-owned and operated regional park in Orange County — Huntington Central Park. Also within the City’s boundaries are five recreation centers (including a senior center), three miles of equestrian trails, two golf courses, 72 tennis courts, a marina and a protected wildlife preserve. Running parallel to Pacific Coast Highway and just steps from the ocean is an eight-mile strand perfect for biking, inline skating, jogging or a leisurely stroll.
The City is centrally located to all major attractions in Orange County including the Disney Resorts, the Orange County Performing Arts Center and Repertory Theater, and the Long Beach Aquarium of the Pacific. The City is home to the International Surfing Museum, the Surfing Walk of Fame, Bolsa Chica Ecological Reserve, Huntington Harbour and the Huntington Beach Art Center. Huntington Beach draws some of the largest crowds in the world to such professional sporting events as the U.S. Open of Surfing, Van’s World Championship of Skateboarding and AVP Pro Beach Volleyball.
There are 35 elementary schools, five public high schools and one community college (Golden West College) located within Huntington Beach. The City has a world-class library located within the 365-acre Central Park as well as four additional branch libraries. In addition, Orange Coast College; the University of California, Irvine; and California State Universities at Long Beach and Fullerton are located in close proximity.
There are over 117,000 households within a five-mile radius of the Huntington Beach Civic Center. The average family household income is $122,851, ranking one of the highest in the nation based on the top 100 largest cities in the country.
THE CITY GOVERNMENT
Founded in the late 1880s, Huntington Beach was incorporated as a Charter City in 1909. Huntington Beach has a City Council/ City Manager form of government. The City Council has seven members who are elected at large, on a non-partisan basis, to four-year overlapping terms. City Council members are limited to two consecutive 4-year terms. There are three elected department heads - the City Attorney, City Clerk and City Treasurer. The position of Mayor is filled on a rotating basis.
The City of Huntington Beach is organized into 13 major departments including City Treasurer, City Clerk, City Attorney, City Manager, Community Development, Community Services, Finance, Fire, Human Resources, Information Services, Library Services, Police, and Public Works.
The City has approximately 1,600 full and part-time employees and a total budget of approximately $345 Million.
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