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Temporary Administrative Clerk - Passport Acceptance Agent

✦ New

🏢 City of Kirkland

Salary not disclosed

Kirkland, WA 1 day ago

Employer

City of Kirkland

Salary

$27.21 - $32.00 Hourly

Location

Kirkland, WA

Job Type

Full-Time

Job Number

202100754

Location

Finance & Admin. - City Clerk's Office

Opening Date

03/06/2026

FLSA

Non-Exempt

Bargaining Unit

AFSCME

Job Summary

The City of Kirkland's Finance & Administration Department is seeking to hire a Temporary Administrative Clerk - Passport Acceptance Agent!
Note: This position is classified as temporary and is currently funded through 08/15/2026.

Why Kirkland?

Ranked as one of the most livable cities in America, Kirkland is an attractive and inviting place to live, work, and visit. We have big city vision while maintaining a small-town, community feel. If you are a candidate with the desire to join an organization looking to innovate into the future, the City of Kirkland is the place for you!

If you ask our employees why they love where they work, they will tell you about the great people, work environment, supportive leadership and City Council, and fearless innovation.

We also invest in you!

Competitive Wages: We strive to maintain competitive compensation packages and work to provide wages that meet the knowledge, skills, and abilities of our employees.

Awesome benefits: The City offers benefits that are unmatched by most other employers. Please click on the benefits tab above to view more details.

Childcare Programs: To help address the challenge of reliable childcare, the City of Kirkland has agreements with two local childcare providers that offer discounted rates for our employees at 10 locations within 20 miles of Kirkland. Learn more!

Training and Career Development: The City of Kirkland believes in developing it's employees. You will have access to training opportunities designed for career development and advancement based on your position, skills, and interests.

Job Summary

Serve as first point of contact for City Hall and departments' customers and provide clerical and reception services to contribute to the effective office operation of City Hall and the applicable department.

Level Description: As an entry level position, work is performed under close to basic supervision and assignments are accompanied by clear, detailed, and specific instructions. The work consists of duties that involve related and established steps, processes, or methods. The decisions regarding what needs to be done involve various choices requiring the ability to recognize the existence of and differences among a few recognizable situations.

Qualifier Description: The Administrative qualifier designates that this position will assist and participate in all forms of administrative, clerical, customer service, and office work across multiple departments.

Job Series Description: Clerks perform a variety of clerical tasks varying in authority and complexity, including answering telephones, typing documents, filing records, and official documents. Primarily involved in clerical functions relating to document and office administration.

Distinguishing Characteristics: The work of the Administrative clerk is different from other roles in the series due to its entry level, clerical, and basic administrative focus. The incumbent performs clerical duties with established standards, processes, and functions. This position is does not make policy decisions or influence procedure or process changes. Performs basic administrative tasks across multiple departments and in multiple different facets.

Essential Functions: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:

Principal Accountabilities:

Answer main telephone lines, responding to inquiries regarding the City and City programs or directing calls to the appropriate person/department.
May administer assigned programs or processes.
Function as first point of contact to City Hall customers. Direct customers to appropriate departments or individuals. Respond to customer inquiries regarding the City and City programs.
Maintain filing systems. Set up new files.
Distribute mail to staff and process return mail.
Distribute items from applicants to staff.
Provide general administrative duties including mailing, copying, data entry, document routing and scanning.

Essential Responsibilities:

Depending upon department, may act as passport application acceptance agent. *This would include providing extensive informational services related to all facets of passports.
Operate a 12-trunk telephone system with six primary and two auxiliary lines. Maintain the City's phone tree, record voice mail greetings for the phone tree as needed.
Provide information about City services, programs, and department functions. Maintain current information or referral information on services not provided by City, depending on assigned responsibilities.
Depending upon department, may facilitate bankruptcy memorandum routing process.
Create, post, and remove signs/notices to direct customers to meeting rooms. Coordinate efforts with departments when large groups of people are present for meetings, testing and interviewing.
Keep copy area and printing stations clean, neat and stocked with paper and office supplies. Call for copier maintenance and supplies when needed.
Maintain a supply of forms at the front counter.
Depending upon department, may update code and comprehensive plan books or other pertinent documents.
Depending upon department, may assist in supporting boards and commissions. This includes contacting members of various boards and commissions when needed to establish availability and provide reminders of meetings. Orders meals for meetings as needed.
Depending upon department, may scan and attach electronic documents to permit tracking system.
Order files from archives.

Peripheral Responsibilities:

As appropriate, assist with requests for copies by general public.
Receive incoming shipments and miscellaneous deliveries.
Maintain customer pickup basket and call customers if items are not picked up.
Provide backup telephone/reception coverage to other departments.
Perform other duties as assigned.

Knowledge, Skills and Abilities

Basic computer literacy and experience using a personal computer and data entry work.
Ability to operate a multi-trunk telephone system.
Ability to establish and maintain effective working relationships with City staff, elected officials, and other agencies and the general public.
Ability to read and understand procedures. Must be able to respond to ongoing requests for the same information, instructions, and directions.
Ability to communicate effectively, both orally and in written form.
Ability to manage a variety of interruptions, manage multiple tasks, and set and meet deadlines.
Ability to work independently.
Ability to exercise discretion when handling sensitive or confidential materials.

Qualifications

Minimum Qualifications:
High School Diploma or GED; Minimum of 2 years work experience in an office environment with heavy public contact, multi-line telephone systems, and passport processing standards, or an equivalent combination of education and experience to successfully perform the functions of the position.

Required Licenses or Certifications:

Ability to obtain a Notary Designation.
Passport acceptance agents must be U.S. Citizens and certified by the U.S. Department of State.

*Note: Passport acceptance agents must be U.S. Citizens and certified by the U.S. Department of State.
Other

Physical Demands and Working Environment:
Work is performed in a standard office environment. Position requires sitting for sometimes up to two hours or more without a break. Must use side and far vision and turn left and right to watch resource area and direct customers. Requires extensive use of telephone.

Selection Process

Position requires a resume and cover letter for consideration of application. Please note how you meet minimum qualifications within the cover letter. Applicants who are selected for next steps in the hiring process will be invited by phone or e-mail. Candidates are encouraged to apply at the earliest possible date as screening, interviewing, and hiring decisions will be made through the recruitment period, until such time as the vacancy is filled.

The City of Kirkland is a welcoming community where every person can thrive and grow. We value diversity, inclusion, belonging, and work together to support our community. We do this by solving problems, focusing on the customer, and respecting all people who come into the City whether to visit, live, or work. As an Equal Opportunity Employer, we are committed to creating a workforce that does not discriminate on the basis of race, sex, age, color, sexual orientation, religion, national origin, marital status, genetic information, veteran status, disability, or any other basis prohibited by federal, state or local law. We encourage qualified applicants of all backgrounds and identities to apply to our job postings. Persons with a disability who need reasonable accommodations in the application or testing process, or those needing this announcement in an alternative format, may call or Telecommunications Device for the Deaf 711.

temporary