Office Specialist Senior

Job Profile:
Administrative Support Assistant 3 Non-Exempt

Job Family:
Administrative Support

Time Type:
Full time

Max Pay - Depends on experience:
$20.00 USD Hourly

Apply before 11:59 PM Arizona time the day before the posted End Date.

Minimum Qualifications:
High School Diploma and three years (3) experience appropriate to the area of assignment/field; OR, Any equivalent combination of experience and/or training from which comparable knowledge, skills and abilities have been achieved.

Job Profile Summary:
Provides complex administrative support to a department or group of professionals in support of department goals.

Job Description:

The Office Specialist, Senior - Passport Acceptance Agent provides administrative support to the university's Passport Services operations and ensures compliance with U.S. Department of State regulations. This position provides front-line customer service, maintains accurate records and oversees application processing. The candidate must demonstrate a high degree of professionalism, accuracy, and confidentiality while performing essential duties.

Applicant must be eligible to work in the United States. ASU will not be a sponsor for this position.

Position Salary Range:

$20 per hour

Essential Duties:

Passport Processing & Certification:

• Successfully complete U.S. Department of State Passport Acceptance Agent training and maintain certification.

• Evaluate and verify passport applications for completeness and accuracy in compliance with federal guidelines.

• Accept payments for passport services and ensure accurate transaction recording.

• Capture passport-compliant photos as part of the application process.

• Maintain a secure and up-to-date log of clients served and processed.

Client Service & Communication:

• Serve as a primary point of contact for client inquiries related to passport applications, documentation, fees, and timelines.

• Provide high-quality customer service while ensuring adherence to privacy and security standards.

• Perform other duties as assigned.

*Knowledge, Skills and Abilities*

Knowledge of policies, procedures and terminology of assigned function. Knowledge of supervisory practices and principles. Skill in effective communication, both verbal and written. Skill in the operation of a variety of office machines.

Must be a U.S. citizen to meet the U.S. Department of State's requirements for passport acceptance agents.

Desired Qualifications:

Experience working at a Passport Acceptance Facility or with federal compliance programs. Familiarity with university systems, financial transactions, or public service environments. Communicating in a multi-cultural setting and experience working with various populations. Bilingual (English/Spanish) is highly desirable. Ability to clearly communicate to perform essential functions.

Working Environment:

Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding and manipulating a computer mouse; required to walk or travel moderate distances to perform work. Frequent bending, reaching, lifting, pushing and pulling up to 25 pounds. Regular activities require the ability to quickly change priorities, which may include and/or are subject to resolution of conflicts.

Department Statement:

The U.S. Passport Acceptance Office, a unit within Auxiliary Business Services, is an official passport application facility that provides passport acceptance services to the ASU community and the greater Phoenix area. The office is committed to delivering accurate, efficient, and customer-focused service while assisting individuals throughout the passport application process.

Driving Requirement:
Driving is not required for this position.

Location:
UNIVERSITY CENTER BLDG. A

Funding:
No Federal Funding

Instructions to Apply:

Current employees, student workers seeking staff opportunities, and students applying for student worker positions must apply directly through the Workday Jobs Hub.

Please use the link below to log in using single sign-on.

To be considered, your application must include all of the following attachments:

• Cover letter
• Resume or CV

Multiple documents may be uploaded in the attachments section. Alternatively, applicants may combine all required materials into a single PDF for submission. Please ensure uploaded documents are clearly labeled and include your name.

Please ensure your resume includes all employment information in month and year format, for example 6/04 to 8/14, along with job title, job duties, and employer name for each position. Your resume should clearly demonstrate how your experience and background meet the minimum and desired qualifications for this position. Incomplete applications or missing required materials may not be considered.

Important: Do not withdraw your application to make edits. Once an application is withdrawn, it cannot be edited, reactivated, or replaced with a new submission. If you have questions or need assistance, please contact The Office of Human Resources Talent Acquisition before the posting close date.

Graduate Assistant, Intern and part-time positions are counted as half time for experience equivalency, meaning one year equals six months of experience.

Only electronic applications will be accepted for this position. By submitting an application, you confirm that the information provided is accurate and complete.

ASU Statement:

Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions inclusive excellence, and welcomes students from all fifty states and more than one hundred nations across the globe.


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All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, or any other basis protected by law.

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In compliance with federal law, ASU prepares an annual report on campus security and fire safety programs and resources. ASU's Annual Security and Fire Safety Report is available online at You may request a hard copy of the report by contacting the ASU Police Department at View phone number on click.appcast.io.


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Employment Verification Statement:

ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications.

Background Check Statement:

ASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful passing of the background check.

Fingerprint Check Statement:
This position is considered safety/security sensitive and will include a fingerprint check. Employment is contingent upon successful passing of the fingerprint check.