8/7/17
CGI (www.cgi.com/usfederal)
Other
/yr
Full Time
Employee
Contractor
Minneapolis
Minnesota
United States
Passport Support Associate - Minneapolis
Position Description
Under the direct supervision of the Contract Management Team, performs various clerical and repetitive manual functions. Operates various office equipment and machinery in the preparation, processing, and mailing of passports and passport related documents. Utilizes the current TDIS-PD and PRISM computer operating systems to include document preparation, creation of document batches, document imaging (scanning) and reviewing, retrieval of individual application information, data entry, book printing, the generation of mailing labels, and sorting and affixing postage to sealed envelopes. Must be able to perform quality checks for standard fee information on individual applications. Ability to follow pre-set pattern for document sequencing. Insert and retrieve application packages from file cabinets. May involve performing cashiering duties on occasion.
Principle Duties and Responsibilities:
Mail Open and Document Preparation
? Verify that all applications are included and fees are correct.
? Prioritize applications by creating appropriate batches for routing and expedited applications.
? Pull and prepare applications for scanning and processing through TDIS-PD.
? Verify batch count and review passport applications, monies, checks, early departures, and postage.
? Receive, sort, deliver, process and log regular and expedited postal mail.
? Pack quality checked applications for shipment to permanent file.
? Determine the ?Attention: To? mail and distributing it to proper location.
? Prepare applications for scanning through PRISM.
Image Capture (Scanning)
? Operate computer equipment including Image Trac Scanner.
? Electronically image capture (scan) and organize applications.
? Electronically rescan questionable photo image for passport acceptability.
? Electronically rescan questionable document image in PRISM for acceptability.
Image Review
? Review TDIS photo images for correct alignment.
? Review photo image quality for passport acceptability.
? Review document image from PRISM for quality.
Data Entry
? Enter information from application into data fields with great accuracy.
Book Print
? Responsible for control and accountability of all passport books received and returned.
? Review application information for errors.
? Review application information and print passport books using passport printers.
? Remove or reject applications and passport books with errors.
? Review printed passport books for errors and quality.
? Verify individual book usage report.
? Prioritize work (i.e., expedited applications and early departures, regular batches).
? Operate computer equipment, including passport printers, and being responsible for the care of this equipment.
? Change foils/ribbons on book printers as directed.
? Responsible for adherence to internal controls procedures at all times
Quality Control and Mail Out
? Check data on passport using optical character reader.
? Determine acceptability of passport quality.
? Perform data entry function and use the computer screen to verify correctness of data.
? Print correct passport endorsements and amendments as appropriate.
? Generate address labels, attach to mailing envelopes, and place sealed envelopes into postal trays for mailing.
? Operate various computer and office equipment.
? Responsible for adherence to internal controls procedures at all times.
Remote Issuance (RI) Document Mail Out
? Verify correctness of address against application image and make any necessary corrections
? Insert passport information inserts into envelope containing applicant documents
? Generate address labels, attach to mailing envelopes and place sealed envelopes into postal trays for mailing
Correspondence
? Type information into form letters.
Searching
? Retrieve information utilizing TDIS-PD trace screens to locate applications.
? Locate applications and attach the necessary paperwork for processing.
Filing
? Collate correspondence to applicants.
? Place applications in appropriate folder.
Miscellaneous
? Assist in training employees in the essential job functions, helping to constantly improve the training process/procedure.
? Perform other functions as requested by Management Team.
? Participate and assist within each passport operation as required by the workload.
? Responsible for adherence to internal controls procedures at all times.
Expectations:
A. Job Performance
? Quality - must meet department minimum requirements for quality and job knowledge in one month of hire and thereafter consistently exceed those standards.
? Flexibility - willingly adapt to changes in procedures and assignments. Readily adjust to new situations and responsibilities. Maintain composure and productivity under stressful situations.
B. Professionalism
? Interpersonal/Organizational Communication - interact harmoniously, productively and in a courteous manner with DOS, Passport customers and co-workers. Willingly and positively accept feedback about performance, and respond with constructive improvements. Actively build relationships with others, which are free of conflict and lead to an easy exchange of information and help. Execute directions and plans from management, and demonstrates an ability to understand and help accomplish the overall goals of the Agency. Take care not to disturb others, (e.g. loud noises or excessive socializing.
? Time Utilization - use time effectively, set priorities, organize work and maintain an efficient workflow.
C. Dependability/Reliability
? Attendance - maintain an acceptable attendance record by not abusing leave time based on company policy and consistently pre-schedule planned leave with supervisor well in advance of time off.
? Punctuality - report to work at the appointed start time and continues to complete assigned tasks until the appropriate end time. Be prompt in returning from breaks, lunches and appointments.
D. Mental Demands:
? Ability to perform professionally in a highly stressful environment.
? Ability to perform multiple tasks.
? Willingness to learn other department tasks and assists in other areas of passport services as needed.
? Maintains flexibility to learn.
E. Physical Demands:
? Read rapidly from both paper and a computer terminal.
? Manual dexterity in the use of word processing equipment.
? Capable of performing daily repetitive tasks.
Required Knowledge, Skills, Abilities and Competencies:
? One (1) year of office experience
? Attention to detail.
? Basic personal computer skills.
? Good hand to eye coordination.
? Capable of doing repetitive tasks such as lifting, standing, sitting, reaching, twisting, sealing envelopes, filing and reading.
? Good data entry skills.
? Good filing and file retrieval skills
? Ability to work in one place and transverse the office on a continuing basis.
? Ability to transport up to 30 lbs.
Additional Requirements:
? Due to the nature of the government contract requirements and/or clearance requirements, U.S. Citizenship is required
? High School diploma
? Applicants selected will be subject to a CGI credit/background check and a government security investigation.
Desired Knowledge, Skills, Abilities and Competencies:
? Minimum of two (2) years of experience in an office environment.
? Minimum of one (1) year of experience in an environment involving personal computer hardware and software, including local area networks (LANs) and wide area networks (WANs).
It is an extraordinary time to be in business. As digital transformation continues to accelerate, CGI is at the center of this change?supporting our clients? digital journeys and offering our professionals exciting career opportunities.
At CGI, our success comes from the talent and commitment of our professionals. As one team, we share the challenges and rewards that come from growing our company, which reinforces our culture of ownership. All of our professionals benefit from the value we collectively create.
Be part of building one of the largest independent technology and business services firms in the world.
Learn more about CGI at www.cgi.com.
No unsolicited agency referrals please.
CGI is an equal opportunity employer.
Qualified applicants will receive consideration for employment without regard to their race, color, religion, sex, gender Identity, sexual orientation, national origin, age, disability, veteran status, pregnancy, or other status protected by law. CGI will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with CGI?s legal duty to furnish information.