Program Specialist (Program Specialist I)
Job #: 2019-59
- TWC Job #: 6723227
- Opening Date: 4/16/2019
- Travel Required: 5%
- Monthly Salary: $3,082.00-$3,900.00
- Position Location: Austin, Texas
- Group Step: B17
- Class: 1570
Military Occupational Specialist codes that may be applicable to this position: 2499, RP, 002766, 0111, 2615, 270A, 3F500.
This position handles a broad range of administrative, technical, and program support duties to support the work of the Texas Film Commission (TFC). This position reports directly to the Director and Deputy Director of the TFC. 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 within the creative industries or among the Office of the Governor. Works under moderate supervision, with limited latitude for the use of initiative and independent judgment. Must be able to work at 9am. Regular and reliable attendance is required.
- Receives, interprets, and appropriately disseminates and/or re-directs calls, visitors and mail to TFC leadership and other appropriate staff in the division.
- Announces visitors, annotates and relays clear messages according to TFC procedures and management expectations.
- Monitors and maintains the main TFC phone lines and email during normal business hours ensuring phone lines are covered at all times.
- Responds to and disseminates 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 payments, as needed.
- Coordinates the booking of travel for TFC staff for film festivals, conferences, special events, and workshops.
- 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 for TFC leadership.
- Handles sensitive documentation/information and maintains confidentiality of data at all times.
- Coordinates meetings, conferences, and seminars. Assists TFC marketing department in planning, including logistics, gathering and shipping of materials for special events, film festivals and conferences, as assigned.
- Ensures operation of equipment by calling for repairs, keeping up with inventory and maintenance requirements as appropriate.
- Provides administrative and technical assistance to an agency executive, including maintaining files, contacts, and calendars, as directed.
- Participates and works with others on TFC projects as needed.
- Assists in the development of policies and procedures.
- Performs backup duties to other office staff.
- Represents the TFC at film festivals, trade shows and conferences as needed.
- Trains others, as needed.
- Remains well-informed of division and OOG initiatives, operations, news 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.
Graduation from an accredited four-year college or university, plus one (1) year experience in administrative support, office work, program support, or related industry experience. Experience and education may be substituted for each other on a year-for-year basis.
Preferred Qualifications: Bilingual in Spanish. Prior experience with multi-line phone system. Knowledge of film, television, commercial, and video game industries.
Knowledge, Skills and Abilities:
- Knowledge of office practices and administrative procedures.
- Knowledge of safe work practices.
- Knowledge of gaming and social media platforms.
- Knowledge of database systems preferred.
- 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 in a Windows environment, Microsoft software applications, and media technology such as digital cameras.
- Skill in using Microsoft Excel to create spreadsheets and presentations.
- Skill in inventory control, planning and general organization.
- Skill in attention to detail.
- Ability to navigate Microsoft office suite.
- 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 lift, grasp, bend, overhead reach and kneel as required to perform repetitive duties, keyboarding, filing and other related office support duties. 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.
The Office of the Governor is an Equal Opportunity Employer. The Immigration Reform and Control Act of 1986 requires all new employees to present proof of eligibility to work in the United States within three (3) days of being hired. The Office of the Governor participates in E-Verify and will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee’s Form I-9 to confirm work authorization. Male candidates between 18 and 25 years of age are required to show proof of Selective Service registration (or exemption) prior to an offer of employment being extended. Such proof is not required to be filed with an application but must be provided upon request by the Human Resources office. For additional information pertaining to Selective Service registration, you may visit www.sss.gov. Applicants may obtatin a copy of the Agency's Equal Employment Opportunity Utilization Report upon request.
Notice to Applicants Who May Require Reasonable Accommodation in the Interview Process
Applicants with disabilities who may need to discuss special accommodations during the interview process should contact 512-463-5873 and ask to speak to the Office of the Governor’s Americans With Disabilities Act (ADA) Coordinator in the Human Resources Department. If reasonably possible, please call at least 48 hours in advance to afford our representative and the hiring division sufficient time to properly review and coordinate your request.