Government Documentation Clerk - Bilingual English/Spanish, Passports Division

Overview

The Government Documentation Clerk performs clerical and customer service duties in the Middlesex County Clerk’s Passport Division. Under supervision, the employee assists residents in English and Spanish with passport services, notary oath filings, notary flag requests, veteran identification cards, and requests involving the County Clerk’s naturalization records. The successful candidate must be fluent in English and Spanish, communicate clearly with the public, handle sensitive documents with care, and maintain accurate records in a busy office.

Business Title: Government Documentation Clerk

Civil Service Title: Clerk 1 Bilingual Eng/Span

Office: County Clerk - Passports Division

Schedule: Mon-Fri, 8:30am-4:15pm

Responsibilities

• Assist customers in person, by phone, and by email in English and Spanish; explain office procedures, required documents, fees, and available services.
• Schedule passport appointments and help applicants identify the forms and supporting documents required under current U.S. Department of State guidance.
• Review passport applications for completeness and assist with application intake. Upon completion of required training and authorization, perform duties as a passport acceptance agent.
• Process notary public oath filings and related records; assist with requests for notary flags and other notary services provided by the County Clerk.
• Review applications and supporting documentation for County veteran identification cards, issue cards in accordance with office procedures, and maintain accurate issuance records.
• Search, retrieve, reproduce, and process requests involving naturalization records held by the County Clerk’s Office, subject to applicable access and records procedures.
• Enter and verify information in office systems; scan, index, file, and maintain electronic and physical records.
• Calculate and collect applicable fees, issue receipts, and balance transactions in accordance with County procedures.
• Explain next steps to customers and refer questions outside the office’s authority to the appropriate agency or supervisor.
• Cross-train in other functions of the County Clerk’s Office as operational needs require.
• Perform all other duties as assigned.

Qualifications

Education

• Graduation from high school or possession of a GED, required.

License and Required Credentials

• Appointees will be required to possess a driver's license valid in New Jersey.
• Appointees must complete the required passport acceptance agent training, pass the required assessment, and obtain authorization to accept passport applications.

Bilingual Requirement

• Fluency in Spanish and English sufficient to speak, read, write, and understand both languages while performing the duties of the position.
• Candidates must be able to pass a Spanish-language proficiency examination as required for the bilingual title.

Minimum Experience

• One (1) year of clerical, administrative, document-processing, or customer service experience preferred.

Knowledge, Ability, and Skills

• Strong attention to detail and accuracy.
• Ability to learn and follow federal passport guidance, New Jersey requirements, County policies, and office procedures.
• Excellent organizational and time management skills.
• Strong customer service and interpersonal skills.
• Ability to interpret and follow written procedures, policies, and instructions.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Ability to make simple arithmetic calculations and tabulations.
• Proficiency with computers, Microsoft Office applications, and electronic document management systems.
• Ability to communicate effectively, both orally and in writing.
• Ability to establish and maintain positive working relationships with coworkers, public officials, and customers.

Working Conditions

• Office-based work with frequent interaction with the public and a mix of walking, standing, and sitting throughout the day.
• Frequent computer use, document handling, and repetitive keyboard work.
• Occasional work outside standard business hours to support special events.

The anticipated starting base pay for this position is:

• $45,000 - $51,000 per year, depending on experience and qualifications.

Benefits: Build your future while helping shape the future of your community. At Middlesex County, we’re committed to supporting our employees with competitive benefits and a workplace that values well-being and balance. Middlesex County is proud to provide the resources, support, and flexibility employees need to thrive both professionally and personally.

Learn more about our benefits: Benefits  

Join Middlesex County

Are you looking for a career that fits your interests and allows you to help your community? Middlesex County has opportunities for people with talent and drive!

Our 2,000+ employees work together to provide the services and support that make Middlesex County one of the healthiest, safest, and sustainable places to live work and play. We’re preparing for the future today with our Destination 2040 plan to help local businesses and residents grow and adapt to a continuously changing world.

You can build your own future while helping to build the future of your community. With competitive benefits, including a pension plan, on-site wellness coaches, and health and dental insurance, Middlesex County offers the support employees need. The County also promotes a healthy work-life balance with generous vacation, sick, and holiday leave.

Middlesex County is the most diverse county in New Jersey, and our employees reflect the dynamic energy of the County. We have locations throughout the County, from our downtown New Brunswick offices to our healthcare facilities to our parks system. No matter your interests and skills, there’s a place for you in Middlesex County. Build your career and your community – apply for a position with Middlesex County today.

For more information, visit middlesexcountynj.gov and find us on Facebook and Instagram. 

Middlesex County is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sexual orientation, gender identity, national origin, protected veteran status, disability status, or any other characteristic protected by law.