Part Time Administrative Assistant

4 weeks ago

Rolling Hills, United States Palos Verdes Library Full time

The Palos Verdes Library District is a public library system that operates three vibrant libraries serving the 68,000 residents of the four cities on the beautiful Palos Verdes Peninsula. We collaborate with our community to create inclusive environments for learning and inspiration, and to share the unique history of the Peninsula. The Palos Verdes Library District’s role as the community's center for discovery, lifelong learning, and personal enrichment for all is supported by a strong emphasis on community engagement and a robust network of community partners. As an Independent Special District, the District’s $12 million budget is funded primarily by a dedicated allocation of local property taxes, and is governed by a publicly elected Board of Library Trustees.

**The Position**:
**ESSENTIAL JOB FUNCTIONS**
- Provide high-level customer service to all.
- Respond to patron questions and requests for information in a timely and professional manner.
- Assist the public at the front counter and the Passport Office and direct the public to appropriate locations/staff.
- Serve as a liaison to the Passport Agency. Ensure that agent questions are answered and provide follow up when necessary.
- Monitor signage, brochures, and the Passport Agency website and provide updates as needed.
- Organize and maintain an up-to-date Passport News Notebook at each passport acceptance location.
- Assist with Passport volunteer training as needed.
- Monitor current passport supply stock and order supplies as needed for all branches.
- Act as a certified Passport Acceptance Agent and process passports and collect documents and information as required by the National Passport Office; perform all administrative functions related to passport processing, such as photos, mailing, postage, and completing transmittal reports.
- Serve as backup and provide general clerical and administrative support in the administration/reception area.
- Serve as backup for the passport office on an as needed basis.
- Schedule and assist with organizing the annual passport training seminar.
- May train and dispense work to assigned volunteers.

**View Job Description**

**Experience and Skills**:
**QUALIFICATIONS**

**Knowledge of**:

- Techniques for providing a high level of customer service to the public, volunteers, and District staff in person and over the telephone.
- Principles, practices, and techniques of effectively dealing with the public and public relations.
- Knowledge of confidentiality of customer information, freedom of information, and intellectual freedom.
- English usage, grammar, spelling, vocabulary, and punctuation.
- Alphabetic and numeric systems.
- Basic arithmetic principles and cash handling.
- Modern office practices, methods, and computer equipment.
- Basic record keeping principles and procedures.
- Basic principles and practices of data collection and report preparation.
- Proficiency in Microsoft Office.

**Ability to**:

- Respond to requests and inquiries from the general public.
- Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
- Perform responsible administrative and secretarial support work with accuracy, speed, and mínimal supervision.
- Prepare and maintain accurate and complete records.
- Organize own work and set priorities within procedural guidelines, work with speed and accuracy.
- Operate modern office equipment, including computer equipment and copy machines.
- Establish and maintain cooperative working relationships with colleagues.
- Respond well to change and be flexible in performing assigned tasks.
- Respond to and effectively prioritize passport phone calls, walk-up traffic, and other requests/ interruptions.

**EDUCA**TION, LICENSE AND EXPERIENCE**
- Equivalent to graduation from high school and meet all guidelines set by the National Passport Office:_
- Be a United States citizen or U. S. National
- Be at least 18 years old
- Be approved by the Department of State
- Be unable to issue, create, or amend citizenship or identity documents, such as birth certificates and driver’s licenses.
- Not presently on parole or probation related to any Federal, State, or local convictions.
- Not presently under indictment for a Federal, State, or local felony, or a misdemeanor related to breach of trust or moral turpitude.
- Free of any Federal, State, or local felony convictions.
- Free of any Federal, State, or local misdemeanor convictions related to breach of trust or moral turpitude (i.e. embezzlement, document fraud, drug offense, or dishonesty carrying out a responsibility involving public trust).

**Physical Demands**
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This classification requires continuous walking between work areas and pro

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