Administrative Services Assistant I en City of Gaithersburg, MD
City of Gaithersburg, MD · Gaithersburg, Estados Unidos De América · Onsite
- Junior
- Oficina en Gaithersburg
About the Department
The Department of Planning & Code Administration has an immediate opening for a full-time Administrative Services Assistant I to perform a wide variety of clerical, administrative, and technical work in support of programs and services provided by the Department.
In addition to typical administrative duties such as answering telephones, assisting customers, and preparing and maintaining correspondence, files, records, reports, and other documents, a primary function of this position is processing passport applications in accordance with federal guidelines. This includes responding to inquiries about the process, scheduling appointments, checking documentation, verifying identity, collecting and processing fees and issuing receipts, tracking submitted applications, and preparing program reports. The successful candidate must possess Certification as a Passport Acceptance Agent by the U.S. Department of State, or agree to obtain Certification within 60 days of hire as a condition of employment.
In addition to typical administrative duties such as answering telephones, assisting customers, and preparing and maintaining correspondence, files, records, reports, and other documents, a primary function of this position is processing passport applications in accordance with federal guidelines. This includes responding to inquiries about the process, scheduling appointments, checking documentation, verifying identity, collecting and processing fees and issuing receipts, tracking submitted applications, and preparing program reports. The successful candidate must possess Certification as a Passport Acceptance Agent by the U.S. Department of State, or agree to obtain Certification within 60 days of hire as a condition of employment.
This position also serves as a first point of contact at the public counter at Gaithersburg City Hall, requiring significant interaction with the public - citizens, visitors, homeowners, contractors, business owners, public officials, staff from other City Departments, and representatives of various government agencies. The ability to fluently speak, read, write, and comprehend English and Spanish is preferred.
The ideal candidate will be extremely customer focused, flexible, and resourceful to adapt to changing priorities and deadlines, able to complete tasks accurately and in a timely manner, and able to handle a variety of duties with composure and confidence. Must show amazing attention to detail and have the ability to meticulously review documents, verify information, and process passport applications and other documents accurately to prevent errors and ensure compliance. Must have excellent communication (verbal and written), organizational, and time management skills and thrive on working collaboratively with others in order to contribute to an effective team and create a positive and productive work environment.
40 hours per week, Monday through Friday; a core work schedule will be established based on operational needs. Starting salary is negotiable within the anticipated target hiring range ($42,000 - $48,000) and will be offered at a level consistent with the relevant experience and qualifications of the candidate. The City provides comprehensive insurance benefits (medical, dental, vision, long-term care, life), paid time off, generous retirement contributions, health and wellness programs, tools to assist with paying down student loan debt and managing student loans, training and professional growth opportunities, and excellent work/life balance.
The ideal candidate will be extremely customer focused, flexible, and resourceful to adapt to changing priorities and deadlines, able to complete tasks accurately and in a timely manner, and able to handle a variety of duties with composure and confidence. Must show amazing attention to detail and have the ability to meticulously review documents, verify information, and process passport applications and other documents accurately to prevent errors and ensure compliance. Must have excellent communication (verbal and written), organizational, and time management skills and thrive on working collaboratively with others in order to contribute to an effective team and create a positive and productive work environment.
40 hours per week, Monday through Friday; a core work schedule will be established based on operational needs. Starting salary is negotiable within the anticipated target hiring range ($42,000 - $48,000) and will be offered at a level consistent with the relevant experience and qualifications of the candidate. The City provides comprehensive insurance benefits (medical, dental, vision, long-term care, life), paid time off, generous retirement contributions, health and wellness programs, tools to assist with paying down student loan debt and managing student loans, training and professional growth opportunities, and excellent work/life balance.
Position Duties
What you will do with us:
- Act as an acceptance agent for the U.S. Department of State processing passport applications, checking documentation, verifying identity, swearing in applicants, and collecting fees; ensure appointments are scheduled; contact applicants to request necessary documents.
- Prepare passport application transmittal documents; process fees and issue receipts; track submitted passport applications; report trends or patterns in the volume or nature of inquiries handled; report on fees collected relating to passport applications.
- Research and respond to specific questions or inquiries about passport application and processing issues and provide general information about passport application services provided.
- Assist customers at the City Hall front counter; answer questions on policies and procedures; provide information on processes; respond to inquiries in person and via phone, email, and written correspondence.
- Perform a wide variety of clerical, administrative, and technical duties in support of Department functions and operations, including greeting and assisting the public, answering and screening a variety of telephone calls, record keeping, and report preparation, as well as other duties and responsibilities.
- Collect, review, verify, and organize documents, records, and forms for accuracy, completeness, and conformance to applicable standards, policies, and procedures.
- Input data into databases from a variety of sources; maintain paper and electronic files; prepare related reports.
- Receive and process information of a confidential nature; ensure information is maintained in strict confidentiality.
- Provide outstanding service, pursue continuous improvement, and exceed expectations.
Key responsibilities are highlighted above; please click here to view the complete classification description for the Administrative Services Assistant I position. The classification description indicates the full salary range established for this position to provide opportunity for growth and development (Grade 101 in the City's FY 2026 Schedule of Salary Ranges).
Minimum Qualifications
What you will need to be considered:
- High school diploma or equivalent.
- At least one year of relevant customer service and administrative office experience.
- Possession of U.S. Department of State Passport Acceptance Agent Certification (or obtain within 60 days of hire) (required).
- Strong and effective customer service, organizational, administrative, and time management skills and demonstrated ability to manage multiple tasks, prioritize workload, and work quickly, accurately, efficiently, and effectively under tight deadlines with minimal supervision.
- Solid computer/technology skills (Microsoft Office), with the ability to quickly become proficient with other specialized software and database applications.
- Be outgoing, resourceful, creative, diplomatic, and professional and willing and eager to assume new challenges and increased responsibility.
- Basic mathematical skills to accurately calculate and process fees.
- Ability to communicate in written and spoken English and Spanish language preferred.
- Or any acceptable equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities to satisfactorily perform job duties.
Other Qualifications
Interested applicants must submit the following to be considered:
- A complete online application
- Current resume (attached to the online application)
Review of applications will begin immediately, so prompt application is strongly encouraged. Positions will remain open until filled; recruitment will close without notice when a sufficient number of qualified applications are received or all hiring decisions have been made.
This is a full-time, non-exempt position, which means an individual in this position is eligible for overtime compensation under the provisions of the Fair Labor Standards Act (FLSA) and the City's personnel regulations. Direct deposit of paychecks is a condition of employment for all City of Gaithersburg employees.
The successful candidate will be subject to a pre-employment background investigation. The City has established an alcohol-free, drug-free, and smoke-free workplace which applies to any person employed by, conducting business with, or applying for a position with the City. Each employee, as a condition of their employment, may be required to participate in pre-employment and reasonable suspicion testing. Employees classified as safety sensitive are also subject to immediate post accident and random testing.
For more information about the position, contact Permitting Manager Gretchen Wyrick at [email protected] or 240-805-1063. Questions regarding the online application process may be directed to the Department of Human Resources at [email protected] or 301.258.6327.
This recruitment will establish an eligibility list which will be used to fill the current vacancy and may be used to fill other openings in this classification which occur in the next 12 months.
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This recruitment will establish an eligibility list which will be used to fill the current vacancy and may be used to fill other openings in this classification which occur in the next 12 months.
