Program Specialist (Program Specialist I)
Job #: 2019-09
- TWC Job #: 8677879
- Opening Date: 10/05/2018
- Travel Required: NA
- Monthly Salary: $3,081.00 — $3,500.00/mo
- Position Location: Austin, Texas
- Group Step: B17
- Class: 1570
Military Occupational Specialist codes that may be applicable to this position: 35F, 712X, 040, 0231, 60C0
Omission of data on the state application is grounds for disqualification of the application.
This position handles a broad range of administrative, technical, and program support duties to support the work of the Office of the Governor’s Economic Development and Tourism Office (EDT). Coordinates and conducts general office operations, procurement, administrative support, and special projects, as assigned. Demonstrates efficiency, superior customer focus and strong interpersonal effectiveness whether communicating with others over the telephone or in-person. Works under moderate supervision, with limited latitude for the use of initiative and independent judgment.
- Receives, interprets, and appropriately disseminates and/or re-directs calls, visitors and mail to EDT leadership and other appropriate staff in the agency.
- Announces visitors, annotates and relays clear messages according to EDT reception desk procedures and management expectations.
- Monitors and maintains the front desk during normal business hours ensuring the desk and phone lines are covered at all times.
- Responds to high number of complex and routine information requests — both written and oral.
- Coordinates and distributes requests for information to proper personnel for response and monitor for completeness and timeliness as the Public Information Request (PIR) Coordinator for the division.
- Performs general office duties such as ordering supplies, performing bookkeeping work, purchasing and processing travel, as needed.
- Maintains awareness of staff schedules, division calendars and visitor traffic to assist in maintaining customer service efficiency.
- Cheerfully greets visitors and callers and responds to general questions.
- Develops and maintains filing, recordkeeping, and records management systems.
- Handles sensitive documentation/information and maintains confidentiality of data at all times.
- Coordinates meetings, conferences, and seminars. Assists in planning, including logistics, gathering and shipping of materials and development of materials for special meetings, events and conferences, as assigned.
- Ensures operation of equipment by calling for repairs, keeping up with inventory and maintenance requirements as appropriate, and coordinates office safety matters including acting as the additional duty safety officer.
- Provides administrative and technical assistance to an agency executive, including maintaining files, contacts, and calendars, as directed.
- Participates and works with others on economic development and tourism projects.
- Assists in the development of policies and procedures.
- Performs backup duties to other office staff.
- Trains others, as needed.
- Remains well-informed of division and OOG initiatives, operations, new releases, web content, programs, statewide trends, OOG policies and procedures.
- Maintains regular attendance and may work extended hours, as needed.
- Performs all other duties as assigned.
Required Qualifications: (Minimum Qualifications)
Must be able to start work at 8:00 a.m. Regular attendance required. Discretion and ability to maintain confidentiality of matters. Valid Texas driver’s license.
Education and Experience:
Graduation from an accredited four-year college or university, plus one (1) year experience in administrative support, office work, program support, or customer service-related position. Duties require demonstrated and sustained proficient use of personal computers in a Windows environment, including Microsoft Word and Excel software applications. Regular and reliable attendance is required. Must be able to lift, grasp, bend, overhead reach and kneel as required to perform repetitive duties, keyboarding, filing and other related office support duties. Demonstrates sustained knowledge of safe work practices. Experience and education may be substituted for each other on a year-for-year basis.
Bilingual in Spanish. Prior experience with multi-line phone system.
Knowledge, Skills and Abilities:
- Knowledge of office practices and administrative procedures.
- Skill in gathering and analyzing accurate and relevant information.
- Skill in providing outstanding customer service to internal and external customers.
- Skill in written and verbal communication.
- Skill in the use of standard office equipment, personal computers and software applications.
- Skill in using Microsoft Excel and ability to create spreadsheets and presentations.
- Skill in inventory control, planning and general organization.
- Skill in attention to detail.
- Ability to maintain professionalism and confidence in stressful situations.
- Ability to implement administrative procedures and to interpret rules, regulations, policies, and procedures.
- Ability to maintain effective working relationships within and outside the agency.
- Ability to work within a team environment.
- Ability to communicate effectively and train others, as needed.
- Ability to identify problems, evaluate alternatives, and implement effective solutions.
- Ability to maintain confidentiality.
- Ability to exercise initiative and creativity.
- Ability to exercise discretion and sound judgment in making critical decisions.
Registration, Certification or Licensure: Valid Texas Driver’s License.
Physical Requirements and/or Working Conditions: This classification functions in a standard office environment. Ability to move up to 35 lbs. Ability to drive as needed. Must be able to remain in a stationary position for 50% of the time. Will need to occasionally move about the office to access file cabinets, office machinery, to distribute correspondence, etc. Must be able to communicate and exchange accurate information via phone, computer and in person. Must be able to observe and/or identify visitors and staff entering the building in person and/or via video monitor or phone call. Must have the stamina to work a regular 8-hour work day and to work extended hours, as needed. Must be able to work hours during a legislative session that include holidays and as needed.