Office Specialist Sr

Arizona State University

Office Specialist Sr

Campus: Tempe

JR106705

End Date: June 4, 2025

Department Statement:

Auxiliary Business Services provides oversight and partnership while developing and releasing RFPs and negotiating agreements for several large operational areas, including: licensing (CLC), bookstore management (Follett), intercampus shuttles (Arrow Stage Lines) and parking management system (T2) as well as collaborating on food services (Aramark/ Sodexo/ Atlasta). At ASU, we care about our employees. We offer a total rewards package that includes: AZ state school tuition reduction for employees and their dependents and spouse; all available on day one of employment. Competitive wages. Disability and leave program for income protection. Employee assistance for confidential and free behavioral health services. Generous accrual of paid sick and vacation time. Low cost dental, health, life and vision insurance benefits; all available on day one of employment. Paid adoption and fertility subsidies. Paid time for professional development and volunteering. Retirement programs with employer match; designed to promote long-term savings and provide income upon retirement. Wellness program for preventative health education and screenings. Wide variety of employee discounts through ASU partnerships. 

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

Job Description:

Pay Rate: $20 per hour

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. Applicants must be a U.S. Citizen or U.S. National. Proof of status will be requested during the hiring process to comply with U.S. Department of State regulations.

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.

Desired Qualifications:

• Experience working in a Passport Acceptance Facility or with federally regulated compliance programs.
• Familiarity with university systems, financial transactions, or public service environments.
• Experience working in a multicultural setting and with a diverse population.
• Bilingual (English/Spanish) highly preferred.

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. Ability to clearly communicate to perform essential functions. Regular activities require the ability to quickly change priorities, which may include and/or are subject to resolution of conflicts.

Applicant must be eligible to work in the United States; ASU University Business Services will not be sponsor for this position.

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.

Instructions to Apply

Current Employees and Students should apply directly within Workday using the Jobs Hub. Use this link and log in using SSO:

https://www.myworkday.com/asu/d/inst/1$9925/9925$7520.htmld

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

Cover letter

Resume/CV

Note: Multiple documents can be submitted into the attachment box. Alternatively, merge all documents into one PDF for submission.

Please include all employment information in month/year format (e.g., 6/88 to 8/94), job title, job duties and name of employer for each position. Resume should clearly illustrate how prior knowledge and experience meets the Minimum and Desired qualifications of this position. NOTE: GA and Intern positions are counted as .5 for job experience (ie. 1 year equals 6 months experience equivalency). Only electronic applications are accepted for this position.

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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. 

ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco 

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.

Notice of Availability of the ASU Annual Security and Fire Safety Report 

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 https://www.asu.edu/police/PDFs/ASU-Clery-Report.pdf. You may request a hard copy of the report by contacting the ASU Police Department at 480-965-3456. 

Relocation Assistance – For information about schools, housing child resources, neighborhoods, hospitals, community events, and taxes, visit https://cfo.asu.edu/az-resources.

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.

About Arizona State University

Recognized by U.S. News & World Report as the country’s most innovative school, Arizona State University is where students and faculty work with NASA to develop, advance and lead innovations in space exploration.

To view full description or to apply please click this link:

https://asu.wd1.myworkdayjobs.com/en-US/ASUStaffCareers/details/Office-Specialist-Sr_JR106705-2?q=jr106705