Passport Coordinator

Job Summary

The Passport and Postal Coordinator is responsible for four primary functional areas within Postal, Passport, and Printing Services. The primary area is mail processing and distribution, which includes the receipt, processing, sorting, and delivery of all student, staff, and faculty mail and packages. This includes shipments received through the United States Postal Service (USPS) and commercial carriers such as UPS, FedEx, DHL, and Amazon. Responsibilities also include the acceptance, processing, and dispatch of outgoing mail and packages, including bulk mailings. The second area is the operation of the USPS Contract Postal Unit Retail Services, providing a full range of postal retail services to ETSU students, faculty, staff, and the general public. The third area is Passport and Photo Acceptance Services, which provides passport application acceptance services to the ETSU community and the general public, as well as passport and identification photography services. The fourth area is Print Services, which provides printing services for ETSU departments and offices, with the exception of the College of Medicine.

Knowledge, Skills, and Abilities

• Knowledge of general written standards and procedures utilized.
• Knowledge of how to read, interpret, and follow procedural and policy manuals related to job tasks.
• Knowledge of passport policies and procedures, including passport photo requirements.
• Knowledge of the international mail manual, customs forms requirements, and hazardous mail handling procedures.
• Knowledge of the USPS Bank Secrecy Act and the USPS Hazmat Training for mailing.
• Skill in examining passport applications to determine the authenticity of documents, the citizenship of applicants, and identifying possible fraud.
• Skill in operating a cash register for cash, check, and credit card transactions with accuracy.
• Skill in operating and maintaining the Address Mailing Machine, including processing through Address Management Software.
• Skill in processing bulk mailings, including automated addressing, folding, inserting, sealing, and sorting in proper zip code order.
• Skill in processing and electronically submitting required paperwork to the USPS Business Mail Entry Unit (BMEU) for bulk mailings.
• Skill in preparing and processing automated bulk mail, campus mail, US mail, international mailings, overnight express mailing, shipping, and package preparation.
• Skill in ensuring accurate postage rates are applied to mailings.
• Ability to pass the Annual Certification for Passport Acceptance Agent.
• Ability to interpret and apply all passport policies and procedures as well as passport photo requirements.
• Ability to assist in the operation of the mail center activities, including all aspects of mail handling and delivery.
• Ability to ensure personnel are trained on mail-handling procedures and policies.
• Ability to manage priorities, timelines, deadlines, and details under pressure with accuracy and proficiency.
• Ability to maintain a high level of confidentiality.
• Ability to work independently while also being a team player.
• Ability to provide quality customer service by creating a welcoming and supportive environment.
• Ability to demonstrate professionalism in dealing with a diverse population while respecting different views, personalities, and working styles.
• Ability to respond positively to supervision, guidance, and direction in accordance with stated policies.

Required Qualifications

• High school diploma or equivalent.
• Ability to pass the Passport Acceptance Agent Exam.
• Possession of a valid driver’s license.

Preferred Qualifications

• Bachelor’s degree from a regionally accredited institution, or an equivalent combination of education and experience.
• Minimum of one year of experience in printing or photo services, or an equivalent combination of relevant experience.
• Minimum of one year of experience as a Passport Acceptance Agent, or an equivalent combination of relevant experience.
• Completion of USPS Mail Design Professional training.
• Two years of experience in bulk mail processing and/or postal retail sales, or an equivalent combination of relevant experience.
• Knowledge of software operations and hardware maintenance to successfully operate and maintain over 20 postal, mailing, and printing systems.

Compensation & Benefits

• Job Family – Operations Specialist 2
• Market Range - 3 Salary Schedules
• For information on benefits, please visit www.etsu.edu/human-resources/benefits/ .

Application Instructions and additional details

• Non-exempt positions are only required to be posted for a minimum of fourteen (14) calendar days. The closing date for this posting is subject to change without notice to applicants.
• Cover letter, resume, and three references available upon request.
• Employment is contingent on a satisfactory background check

ETSU is an Equal Opportunity Employer

University Overview

East Tennessee State University (ETSU) is an institution with over 14,000 diverse students highly ranked graduate and undergraduate programs. Located in the Southern Appalachian Mountains of Northeast Tennessee, ETSU serves as a hub for community, discovery, and service. Aligned with the institution's mission, we value efforts to engage in teaching, scholarship, creative activities, and service that involve community partners and address significant societal needs in our region and beyond. Recognized in 2024 as a Great College to Work For, recent strategic initiatives prioritize the institution’s focus on community engagement.

Disclaimer: The Job Summary is intended to describe the general nature and level of work individuals perform in this classification. It is not intended to be a complete list of all responsibilities, duties, and skills required. Management reserves the right to revise the job or require different tasks to be performed as assigned to reflect changes in the position. Employees must be able to perform the position's essential functions satisfactorily with or without reasonable accommodations.