Job Posting: Passport Agent

Summary: The Parsippany Library is seeking a Part-Time Passport Agent (Civil Service Title:
Community Library Assistant) to join the Administration Department, and perform clerical work
to assist Patrons with completing, reviewing, and submitting U.S. Passport applications. This
position will also assist with Notary Services.

About the Library: The Parsippany Library serves a population of 56,000 with a Main Library
and two branches. Located in Morris County, NJ, Parsippany is a vibrant and diverse community
which has often been recognized as one of the best places to live in the U.S.

Title: Passport Agent (Civil Service Title: Community Library Assistant)

Location: Main Library 449 Halsey Road, Parsippany, NJ 07054

Department: Administration

Supervisor: Passport and Notary Supervisor

Salary: $18.00/hour

Schedule: Up to 15-20 hours per week, and will include evening and weekend shifts. Please
note that since this position provides a service offered by the Library, it is not eligible for
Sunday Pay.

Benefits: Vacation, Sick, and Holiday pay provided according to Library Policy, and enrollment in
the Defined Contribution Retirement Plan (DCRP) if eligible.

To apply: Please submit a completed application (found on our website) along with a resume
and cover letter to Melanie.allerdings@parsippanylibrary.org. This position will remain open until
filled. No phone calls please. Only those selected for an interview will be contacted.

Job Description: Passport Agent

Definition: Working in the Administration department under the Passport and Notary Supervisor, the
Passport Agent performs a range of administrative tasks related to the acceptance of Passport
applications and provides Notary services. This position schedules appointments for services, taking,
printing, and processing photographs, reviewing applications and verifying information provided is
correct, collecting fees, and witnessing signatures.

Essential Functions:
– Provide courteous and professional assistance to the Public throughout the service process.
– Schedule appointments and respond to requests over the phone, through email, and in person
for notary and passport services.
– Communicate instructions to Patrons regarding paperwork, documentation, and items needed.
– Take and print photographs for Patrons to include in their passport applications, or, verify
provided photograph is in true likeness of the applicant.
– Collect fees and follow established procedures for deposit.
– Record the identification documentation presented on the application.
– Review applications to ensure all information has been provided correctly.
– Administer the Oath to the applicant and witness their signature.
– Sign name and affix the Library’s authorized seal or stamp on the application.
– Ensure all documentation is handled properly and maintains confidentiality.
– Mail completed passport applications to the appropriate address and maintain tracking
information.
– Provide application status and tracking information upon request.
– Resolve Patron issues within established Library policies.
– Enforce Library rules of conduct and policies with patrons.
– Other duties as assigned.

Ability To:
– Effectively communicate with staff and members of the Public.
– Track, keep, and maintain statistics of services provided and questions answered.
– Arrive to work and clock in and out and scheduled shift times.
– Travel between Library Branches as needed or assigned.
– Maintain certification as a passport agent and notary provider.
– Understand and execute instructions given verbally and in writing.
– Operate modern office equipment, organize own work, set priorities, and effectively manage
time.
– Check and respond to email and voicemail at every shift, and follow all Library policies.

Job Qualifications:
– Bachelor’s Degree from an accredited college or university.
– 2 years of customer service experience.

Position Requirements:
– Be a U.S. Citizen and 18 years of age or older.
– Unable to issue, print, create records for, or amend birth or identity documents, and have no
access to information or electronic systems/databases used for these functions.
– Not presently under indictment, on parole, or on probation related to any Federal, State, or
local felony or misdemeanor related to breach of trust or moral turpitude.
– Free of any Federal, State, or local felony convictions or 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).
– Obtain the U.S. Passport Agent and N.J. Notary Public Certifications as soon as possible after
hire.
– New Jersey residency requirement: “New Jersey First Act”, N.J.S.A. 52:14-7 (L. 2011, Chapter
70).
– Daytime, evening, and weekend hours required.
– Ability to perform the job with or without reasonable accommodation. Able to sit, stand, bend,
kneel, climb, push, and pull. Ability to lift up to 25 pounds.