Temporary Administrative Clerk - Passport Acceptance Agent

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?

Job Summary

• 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.

• 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.

• 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.

• 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.

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.

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 425-587-3210 or Telecommunications Device for the Deaf 711.