Passport Agent

Job Description

The City of Saratoga Springs is currently hiring a part-time Passport Agent. This position is responsible for providing passport acceptance services and accurately processing passport applications to ensure all materials needed to process the application are correctly submitted. This position requires detail oriented, and process-intensive, skills and duties.

Works under the specific direction of the Passport Coordinator and the general direction of the City Recorder. All employees are also under the general supervision of the City Manager.

Job Responsibilities

• Interacts with the public and co-workers in a friendly and professional manner
• Responds to inquiries about passport processing and related services
• Accurately prepares, processes, and mails passports and passport-related documents
  • Meets timeline and deadlines for mailing and submitting applications for efficient processing
• Provides confidentiality and professional handling of personal documents and verifies identification of applicants
  • Ensures that all documents are handled and stored securely, and that the applicant's personally identifiable information (PII) is protected
• Upholds legal responsibilities as a Passport Acceptance Agent
• Takes passport photos and ensures correct background, lighting and regulations are met
• Keeps informed of regulations, laws, and policies regarding passports, and ensures procedures and practices are followed in all passport processing
  • meets annual training requirements
• Receives and processes payments for passport services
• Assists in monitoring office and supplies needs
• Files documentation and forms for reporting and auditing as needed
• Consistently exercises initiative in using time productively and without close supervision
• Support the office with routine administrative tasks such as typing, scanning, and filing
• Acts as a Notary Public for City business.
• Performs other duties as assigned

Qualifications

Education & Experience:

• A High School Diploma or GED equivalent
• Two (2) years of experience in a customer service role(s)

Special Qualifications & Certifications:

• Must be at least 18 years old
• Must have, and provide evidence for, U.S. Citizenship
• Must not be under indictment, parole, or probation related to any federal, state, or local felony or misdemeanor involving a breach of trust or moral turpitude (e.g., drug offense, embezzlement, document fraud, or dishonest conduct in public trust responsibilities)
• Inability to access birth or identity document printing, amending, or issuance functions, including performing duties on different days or hours
• Passport Acceptance Agent certification
• Notary Public certification

Knowledge, Skills and Abilities

• Ability to follow City policies and procedures
• Ability to project and maintain a positive, professional, and empathetic attitude toward customers at all times; apply tact and judgement when serving the public
• Ability to communicate effectively, in English, both verbally and in writing
• Ability to follow instructions and adhere to policies, procedures, practices, and laws for passport processes and city administration
• Ability to research and find answers to complex situations
• Ability to stay calm when under pressure and act with sensitivity in response to changing situations and needs
• Ability to perform duties resourcefully under stressful conditions while exercising good judgment, flexibility, creativity
• Ability to maintain confidentiality of documents and information
• Knowledge of modern office equipment, practices and procedures with the ability to learn and use any software required
• Ability to utilize Microsoft Office Suite software, position primarily utilizes Outlook, Word, and Excel
• Strong interpersonal communication skills including proper telephone etiquette
• Ability to exercise independent judgment and to act resourcefully under varying conditions
• Ability to establish and maintain effective working relationships with fellow employees, elected officials, and other agencies of the public
• Ability to establish and maintain comprehensive records and files
• Type, at a minimum, 40 words per minute
• Perform all cash handling functions as outlined in the Cash Handling Procedures manual

Working Conditions

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions-including but not limited to the job functions, qualifications, and competencies listed herein-of this job in the working conditions below. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. The physical demands and work environment include, but are not limited to, the following:

• Sit or stand at a desk or table to operate a computer and related equipment and to type, read, proofread, interpret, and apply information obtained there from
• Essential functions require communication such as talking, hearing, and seeing
• Stoop and/or bend to move items into and between file drawers
• Regularly walk, stand, and/or stoop
• Lift, carry, push, pull or move boxes weighing up to 30 pounds
• Push, pull, or move carts of items weighing up to 100 pounds
• Work at a computer for sustained periods of time while maintaining efficiency, attention to detail, alertness, proficiency, and accuracy

Compensation and Benefits

Wage Range:

The full wage range is as follows, please note that hiring will normally occur at the minimum of the range and will not exceed the midpoint.

Minimum - $21.12/hr.
Midpoint - $25.34/hr.
Maximum - $29.56/hr.

Benefits:

There are no benefits offered as part of this position.

Schedule:

Monday thru Friday: Hours vary

Closed:

Open until filled, applications received before the first review on November 16, 2026, will be reviewed on, or close to that date. Any applications received on November 17, 2026, or after will be held; they will be reviewed if subsequent review(s) of applications are deemed necessary

Disclaimer
SUSPENSION OF PROCESS, ETC.:
The City reserves the right to reject any and all applicants, to waive any requirement set forth in this announcement, and to hire anyone as the City Manager or designee deems to be in the City's best interest, all subject to legal requirements. Any application in response to this Announcement is at the applicant's sole risk and expense. Although the City anticipates hiring one of the applicants responding to this announcement, there is no guarantee that any responding applicant will be hired.

Saratoga Springs is an Equal Opportunity Employer.

This job description is intended to describe the general nature and level of work being performed by the position. This description is not intended to be an exhaustive list of duties, responsibilities, and skill required for the position.

• The City will provide reasonable accommodations as needed.

Application Special Instructions

All candidates are required to submit an online application. Please attach any supporting documentation to your online applications such as cover letter, resumes, or proof of certifications.

Please contact the Human Resources Department at 801.766.9793 X187 or 801.766.9793 X121 or email us at hr@saratogasprings-ut.gov if you have any questions.