Job Description

Position Information

Announcement Number STAFF - VA - 23430
For questions regarding this position, please contact:

Kathy Jahnke at 406-994-6774 or at
Classification Title Program Coord II
Working Title Passport Specialist
Brief Position Overview

The Passport Operations Specialist performs a variety of clerical and manual work in processing Passport applications and has strong computer and customer service skills. Work requires a high degree of accuracy, independence, and attention to detail. The position will support other Mail Services operations as needed.
Position Number 4M0555
Department Facility Services
Division University Services
Appointment Type Classified
Contract Term Fiscal Year
Semester
If other, specify From date
If other, specify End date
FLSA Non-Exempt
Union Affiliation FOCUS-MFPE
FTE 1.0
Benefits Eligible Eligible
Salary Minimum $23.00 per hour, commensurate with experience, education and qualifications
Contract Type Classified Salary
If other, please specify
Recruitment Type Open

Position Details

General Statement

The mission of Mail Services is to provide the University community with reliable, customer-focused, cost-effective service and to efficiently integrate with the U.S. Postal Service. The purpose of the Passport Operations Specialist is to process Passport applications for the University community (Faculty, Staff, Students, and Departments) and surrounding community through attention to detail, maintaining accurate records, protecting customer privacy and exhibiting MSU Service Excellent standards.
Duties and Responsibilities

• Act as the Lead individual for the Passport Acceptance Office.
• Provide accurate accounting and reporting, opening and closing procedures, and maintains cash.
• Perform accounting oversight and/or reconciliation tasks for Passport Office.
• Establish operational procedures within assigned work unit.
• Provide operational recommendations to the Mail Services Manager to ensure compliance with the university, USPS, and Department of State regulations.
• Receive, verify and process Passport application and photo materials, respond directly to customer\'s inquiries concerning applications processing, timelines, and prices.
• Receive and process Passport applications following the US Department of State, MSU and USPS regulations.
• Prepare passport applications and mail for dispatch.
• Maintain tracking numbers and reports to the US Department of State.
• Update with the Department of State travel.
• Operate equipment such as personal computer, Cannon camera, passport cutters, photo printer, copier/fax/scanner/printer, postage meter, scales, calculator, deposit forms, email, Schedulicity, Mail Services passport website and telephone with voice mail.
• Maintaining stamp stock inventory for prepaid returned envelopes.
• Become a Passport Acceptance Agent and maintain certification.
• Other duties as assigned.

Required Qualifications - Experience, Education, Knowledge & Skills * High School graduate or G.E.D/HiSET plus progressively responsible program coordination experience or an equivalent combination of relevant education and/or experience.

• Currently or ability to become a certified Passport Acceptance Agent and maintain certification (Must obtain certification as a Passport Acceptance Agent within 30 days of hire).
• Demonstrated experience with a variety of office equipment and computer experience.
• Demonstrated experience in customer service with constituents from diverse backgrounds.
• Demonstrated experience conveying vendor policies, procedures, rules, regulations, and requirements to general public.

Preferred Qualifications - Experience, Education, Knowledge & Skills * Demonstrated ability to monitor day-to-day priorities and make necessary adjustments to respond to changing needs and circumstances.

• Experience with taking and printing digital photos.
• Experience in monitoring changes within university, federal and Department of State regulations and provide recommendations on procedural adjustments to ensure compliance.

The Successful Candidate Will

• Consistently exercise initiative and good judgment.
• Accuracy and attention to detail.
• Possess excellent organizational skills.
• Possess good interpersonal communication skills and be able to convey information to the university (departments/faculty/staff/students) and general public.
• Effectively and safely operate work-related equipment and tools.
• Accurately follow written and oral instructions and procedures.
• Communicate effectively with co-workers, supervisors and clients both in person, email and over the phone.
• Establish and maintain effective working relationships with supervisors, co-workers, university community, and the public.
• Be a successful team player.
• Provide excellent customer service.
• Represent the department and MSU to others in a professional and courteous manner.

Position Special Requirements/Additional Information

Must obtain certification as a Passport Acceptance Agent within 30 days of hire.

Must possess currently or be eligible to obtain a valid State of Montana Driver\'s license and have an acceptable driving record (less than 12 points). Do NOT send a copy of the driver\'s license.

This job description should not be construed as an exhaustive statement of duties, responsibilities or requirements, but a general description of the job. Nothing contained herein restricts Montana State University\'s rights to assign or reassign duties and responsibilities to this job at any time.
Physical Demands

This position may provide back-up to other Mail Services functions, which may require the incumbent to: load and unload mail vans, sort departmental mail, fill in on transversing and driving delivery routes and an occasional Saturday, and process both campus and retail mail.

Incumbent must be able to transport up to 70 pounds, remain in a stationary position for prolonged periods of time, work in adverse weather conditions, and ascend and descend stairs with parcels and sacks of mail.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodations. The requirements listed above are representative of the knowledge, skill, and/or ability required.
This position has supervisory duties? No

Posting Detail Information

Number of Vacancies 1
Desired Start Date Upon completion of a successful search.
Position End Date (if temporary)
Open Date
Close Date
Applications will be:

Screening of applications will begin on July 6, 2023; however, applications will continue to be accepted until an adequate applicant pool has been established.

Special Instructions
Diversity Statement

Montana State University values diverse perspectives and is committed to continually supporting, promoting and building an inclusive and culturally diverse campus environment. MSU recognizes the importance of work-life integration and strives to be responsive to the needs of dual career couples.

In compliance with the Montana Veteran\'s Employment Preference Act, MSU provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran\'s preference please complete the veteran\'s preference information located in the Demographics section of your profile.

MSU\'s Non-Discrimination Policy and Discrimination Grievance Procedures can be located on the MSU Website:

Applicant Documents

Required Documents * Resume

• Cover Letter

Optional Documents

Montana State University