Records Services Cashier with Admin Support

Job Description

Job Description

Job Summary: The Cashier/Records Support Specialist is responsible for performing a wide range of administrative, financial, and recordkeeping duties within a high-volume, customer-focused environment. The position ensures the accurate collection, verification, and deposit of fees, maintenance of records, and adherence to established Department of State (DOS) and internal procedures.

This role requires excellent organizational, analytical, and communication skills, along with the ability to manage multiple priorities while maintaining accuracy and professionalism. The incumbent will be expected to uphold high standards of integrity, accuracy, and confidentiality in all aspects of financial and records management

Roles and Responsibilities:

Cashiering Functions:

Adhere to all cashiering procedures, ensuring acceptance, verification, and recording of correct fees.

Verify that all cash received is reported to the Section Chief and ensure each deposit balances before initiating a new one.

Prepare daily deposit summaries, verification reports, and submit deposits in accordance with DOS procedures.

Identify and resolve discrepancies, process corrections and overrides, and maintain compliance with internal controls.

Monitor for potential fraud, report overages or shortages, and ensure accurate cashier record retention.

Supervise and train cashiering personnel; ensure proper documentation for armored car pick-up activities.

Generate and review daily, weekly, and monthly transaction reports.

Records and Administrative Support:

Digitally scan and perform image quality control functions for Passport Applications, Lookout Records, and other Consular Vital Records.

Perform data reconciliation, discrepancy reviews, and quality control for records integrated into database systems.

Collaborate with the Resource Management Office on repatriation loan debt programs and manage related passport holds.

Communicate with other agencies regarding passport or records issues.

File and process incoming records, including passport applications, Consular Reports of Birth and Death, and various correspondence.

Conduct searches in database systems and coordinate record retrievals as required.

Prepare files for retention, disposition, and retrieval; assist with the issuance of certified copies of consular documents.

Respond to requests for information from domestic passport agencies, consular posts, other government offices, and external partners.

Assist with special projects and provide support to management as assigned.