Library Assistant - Passport Services

About This Position

 

This role will serve as a certified Passport Acceptance Agent, processing official government documents in compliance with U.S. State Department requirements and also supports daily library operations through data entry, clerical tasks, customer service, collection maintenance, basic equipment troubleshooting, and assisting patrons with locating, using library resources, and enforcing library policies.

 

Job Description:

Library Assistant

Purpose:

Under general supervision, this position serves as support for administrative and volunteer staff in a unit of the Austin Public Library.

Duties, Functions and Responsibilities:

Essential duties and functions, pursuant to the Americans with Disabilities Act, may include the following. Other related duties may be assigned.

• Inputs library patron information into library automation system or other databases and monitors information input by other staff members.

• Performs clerical activities such as answering telephones, sorting mail, filing, typing, and photocopying and mailing out materials. Develops work schedules and monitors timesheets and payroll for administrative and volunteer staff.

• Handles, reports, and reconciles library funds.

• Assists librarians in the maintenance of collection of books, periodicals, magazines, newspapers, and audiovisual and other materials; customer services; and research needs.

• Sorts books, publications, and other items according to established procedures and return them to shelves, files, or other designated areas.

• Troubleshoots basic computer, printer, and copying equipment problems that arise.

• Acts as a liaison with Library vendors, delivery services and maintenance.

• Instructs and assists staff and the public with using reference sources, automated information sources, software, and the internet. Explains and enforces library policies and procedures to the public and staff.

• Answers routine inquiries and refers patrons in need of professional assistance to librarians.

• Locates library materials for patrons, including books, periodicals, audio tapes, Braille volumes, and pictures.

Responsibilities - Supervisor and/or Leadership Exercised:

• May provide leadership, training, and guidance to others.

Knowledge, Skills, and Abilities:

Must possess required knowledge, skills, abilities, and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.

• Knowledge of money handling and accounting practices.

• Knowledge of books, electronic databases, internet resources, bibliographies and reference materials.

• Knowledge of equity, diversity, and inclusion principles and practices in libraries.

• Knowledge of Federal, State, and Local laws.

• Knowledge of City practices, policies, and procedures.

• Skill in customer service principles.

• Skill in oral and written communication.

• Skill in handling multiple tasks and prioritizing.

• Skill in planning and organizing.

• Skill in using computers and related software, including Microsoft Office products.

• Ability to assist library patrons and other staff.

• Ability to provide high-level customer service.

• Ability to work with frequent interruptions and changes in priorities.

• Ability to review materials to ensure accuracy, completeness and adherence to established formats and procedures.

• Ability to use library automation and the internet.

• Ability to establish and maintain good working relationships with other City employees and the public.

• Ability to work with people of diverse backgrounds.

Minimum Qualifications:

• Graduation with a Bachelor’s degree from an accredited college or university, plus one (1) year of experience in a related field.

• Experience may substitute for education up to a maximum of four (4) years.

Licenses and Certifications Required:

• None.

Physical Requirements:

• Must be able to stoop, bend, walk, and reach heights of six (6) feet.

• Must be able to lift or pull book bags and equipment up to fifty (50) pounds.

• Must be able to push a loaded book truck up to three hundred (300) pounds.

• Must have manual dexterity to operate a computer keyboard.

Preferred Qualifications:

• Certified Passport Acceptance Agent, or the ability to complete certification training within six (6) months of hire.

• Certified Texas Notary Public, or the ability to complete certification training within six (6) months of hire.

• Experience processing government or legal documents.

• Experience resolving complex customer service issues.

• Experience handling, reporting, and reconciling funds.

• Ability to communicate effectively in Spanish, American Sign Language, or other world languages.

• Ability to travel to more than one work location.

 

Notes to Candidate:

The Library Assistant – serving as a Passport Acceptance Agent – will support the daily operations of the Passport Office at one of four Austin Public Library locations and perform the following duties:

• Become a trained and certified Texas Notary Public

• Fully execute passport applications including photo services.

• Provide information and assistance to Passport Services Office customers on the phone, via email, and in person.

• Work collaboratively with and train employees in the Passport Services Office and other involved units.

• Maintain, store, and reorder necessary forms and supplies.

• Collect, document, and reconcile all applicable fees.

• Comply with all pertinent federal regulations regarding Passport Acceptance Facilities.

• Due to federal mandate, the selected applicant must be a U.S. Citizen.

Certified US Passport Acceptance Agent: If selected for hire without the required certification, arrangements will be made for Passport Acceptance Agent Training (PAAT).

Certified Texas Notary Public: If selected for hire without a certified Texas Notary, arrangements will be made for certification training.

PASSPORT SERVICES LOCATIONS:

Central Library
710 Cesar Chavez
Austin, TX 78701
Monday – Saturday operations

Ruiz Branch
1600 Grove Blvd.
Austin, TX 78741
Tuesday – Saturday operations

Spicewood Springs Branch
8637 Spicewood Springs Rd.
Austin, TX 78759
Monday – Saturday operations

Yarborough Branch
2200 Hancock Dr
Austin, TX 78756
Tuesday – Saturday operations
 

Work Location:

All Austin Public Library Passport Office Locations (Austin, Texas)

Salary Range:

$22.48 to $25.24 per hour

Hours and Schedule:

Full Time/40 hours per week (Monday - Saturday). Passport office operational hours are as follows:

• Monday - Thursday: 8:00 AM to 8:00 PM

• Friday and Saturday: 8:00 AM to 5:00 PM

  • Hours and schedule may vary based on operational or business needs; evenings and weekends are required.

  • Visit The Austin Public Library for library operational hours per location.

To view the City of Austin recruitment video, please click here.
 

Benefits:

Working with the City of Austin provides a number of health and welfare benefits such as low-cost medical, dental, vision, paid leave time, a highly competitive retirement plan, training opportunities, and more. Please click HERE for more information.
 

Application Information:

• A detailed, complete COA employment application is REQUIRED. It helps us to better evaluate your qualifications and will be used to determine your salary if you are selected for this position. 

• Please be sure to provide a COMPLETE and detailed employment history, including all previous employment that you wish to be considered as part of your qualifications. 

• For each position, please describe your specific experience as it relates to the minimum and preferred qualifications.  

• Incomplete applications will not be considered. 

Note: 

• A cover letter and/or resume will NOT be used to substitute for an incomplete job application.

• Please understand that your job application, cover letter, and resume will be used to measure or assess your written communication skills, including grammar, punctuation, and spelling, in helping us screen applications and determine candidates to be interviewed.

Additional Information:

• Travel:  If you are selected for this position and meet the Driver Safety Standards in the City of Austin Driver Safety Program, you may drive when necessary to multiple locations as part of your regular job duties. Otherwise, you are responsible for getting to and from these locations.

• All new employees are required to attend City of Austin and Austin Public Library training as scheduled and should arrange their outside schedules to accommodate such training.

• This posting may be used to fill additional vacancies (90 Day Provision) of the same job title that may become vacant. The additional vacancies may include a difference in work location, workweek hours, and schedule. Filling additional vacancies from this posting is based on the business needs of the department.

If Selected as a Top Candidate:

• Verification of the minimum qualification (Graduation with a Bachelor’s degree from an accredited college or university, plus one (1) year of experience in a related field/ or experience may substitute for education up to a maximum of four (4) years) will be required. You must provide proof of education from an accredited organization/institute.

Veteran:

• Veteran candidates will be required to provide a copy of their DD-214.

Language:

• Must have the ability to read, write, and speak fluently in English.

 Important Note to Applicants:

• The Austin Public Library reserves the right to close posted positions prior to the advertised close date, based on recruitment strategies and business needs.

• This posting may be used to fill additional vacancies of the same job title that may become vacant. The additional vacancies may include a difference in work location, workweek hours, and schedule. Filling additional vacancies from this posting is based on the business needs of the department.

Please be aware that the Job Posting Close Date reflects the final day to apply, but the posting will close at 11:59 PM the day before the date listed. All application steps, including attachments and submission, must be fully completed before that time.

We also recommend that you save or print a copy of the job posting for your records. Once a posting has closed, it will no longer be viewable in the system.

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JOIN THE CITY OF AUSTIN TEAM

 

At the City of Austin, we are more than just an employer—we are a vibrant community dedicated to shaping one of the nation's most dynamic and innovative cities. As we strive to fulfill our commitment as public servants, it is important that we ground our efforts in a set of guiding principles – Empathy, Ethics, Excellence, Engagement, and Equity – that anchor our delivery of services that significantly impact the lives of Austinites. Joining the City of Austin means embarking on a purposeful career, contributing to the community, and being part of a forward-thinking organization that values every employee.

 

What Makes the City of Austin Special?

• Make a Difference: Join a team driving meaningful change in one of the fastest-growing cities in the nation.

• Value and Innovation: Work in an environment where employees are valued, and innovation thrives.

• Competitive Benefits: Enjoy a comprehensive compensation package that includes generous leave, work-life balance programs, and extensive benefits.

• Retirement Security: Plan for the future with the City of Austin Employees' Retirement System.

• Sustainable Transportation Options: Commute easily with access to public transit and bike-friendly infrastructure.

• Focus on Wellness: Stay healthy through wellness programs, on-site fitness centers, and mental health support.

• Career Growth: Advance your skills and expertise with professional development and leadership opportunities.

• Modern Workspaces: Work in innovative and sustainable environments that foster collaboration and inspiration.

 

By joining us, you become part of a community that values its people and is committed to making Austin the most thriving and resilient city in the country.

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EEO Statement for City of Austin:

The City of Austin will not discriminate against any applicant or employee based on race, creed, color, national origin, sex, gender identity, age, religion, veteran status, disability, or sexual orientation. In addition, the City will not discriminate in employment decisions on the basis of an individual's AIDS, AIDS Related Complex, or HIV status; nor will the City discriminate against individuals who are perceived to be at risk of HIV infection, or who associate with individuals who are believed to be at risk.

City of Austin is committed to compliance with the Americans with Disabilities Act. If you require reasonable accommodation during the application process or have a question regarding an essential job function, please call (512) 974-3210 or Texas Relay by dialing 7-1-1.