Program Assistant at City of Irvine

Description

Do you have a passion for public service and helping others prepare for their next international travel adventure?

The City of Irvine is seeking a dependable, detail-oriented Program Assistant to support the City's Passport Services program and assist with records management functions in the City Clerk's Office of Records and Information. In this dynamic role, you'll help residents prepare for their next international travel adventure by guiding them through the passport application process, ensuring accuracy and compliance every step of the way. If you're detail-oriented, dependable, and thrive in a customer-focused environment, this is your opportunity to make a meaningful impact in your community

This recruitment will supplement an existing Eligibility List for the Program Assistant position, which will expire on August 18, 2026. If you are already on an eligibility list, please reapply to demonstrate interest and update your application information.

Your Impact

• Serve as a designated Passport Acceptance Agent certified by the U.S. Department of State.
• Verify identity, citizenship, and eligibility of passport applicants in accordance with federal regulations.
• Review, process, and submit passport applications accurately and efficiently.
• Provide outstanding customer service to applicants by responding to inquiries, explaining passport requirements, and assisting with theapplication process.
• Capture and process passport photos in compliance with Department of State standards.
• Maintain security and confidentiality of sensitive applicant information and documents.
• Manage appointments, collect fees, reconcile daily transactions, and maintain accurate records for passport services.
• Coordinate with the U.S. Department of State on policy updates, procedural changes, and audit compliance.
• Support the City Clerk's Office of Records and Information by assisting with associatedadministrative tasks, records management, and customer inquiries as needed.
• Find additional information in the Program Assistant job description.
  
  

Minimum Qualifications

• Junior or Community college coursework in business, office practices, or related field with four years increasingly responsible administrative support experience, or any combination of education and experience that provides equivalent knowledge, skills, and abilities.
• May require a valid California driver's license.
• U.S. citizenship is required in accordance with Department of State passport agent requirements.
• Ability to obtain and maintain certification as a Passport Acceptance Agent through the U.S. Department of State.
  
  

Best Fit

• Strong attention to detail and ability to follow strict federal policies andprocedures.
• Exceptional interpersonal and communication skills with a focus on providing excellent customer service to a diverse community.
• Proven ability to handle confidential information responsibly.
• Proficiency with Microsoft Office applications and point-of-sale or appointment management systems.
• Reliable, professional, and able to work independently while contributing to a team environment.
  
  

Your Team

The Mission of the Employees of the City of Irvine is to create and maintain a community where people can live, work, and play in an environment that is safe, vibrant, and aesthetically pleasing. We are one team that exists to serve our community in the continual pursuit of a city that offers an exceptional quality of life. The City of Irvine's five values of Humility, Innovation, Empathy, Passion, and Integrity reflect the interests and needs of the community, and the level of service they expect and desire. We are One Irvine through embrace of a team-oriented approach by living our values every day.

The City Clerk's Office administers key City functions, which include municipal elections, government transparency, records management, and internal services comprised of mail and duplicating, and the use of technology to provide efficient and economic delivery of services.

The Process

The selection process will include an examination and a background investigation prior to appointment. This recruitment may establish an eligibility list to fill future positions in similar and/or lower classifications within the organization.

Equal Opportunity Employer

The City of Irvine is an Equal Opportunity Employer and provides reasonable accommodations to qualified individuals with disabilities. We encourage you to inform Human Resources at least two business days prior to the first phase of the selection process if you have a disability that may require an accommodation.