Advance Representative (Program Specialist II)

Job #: 2020-29

  • TWC Job #: 13960706
  • Opening Date: 1/14/2020
  • Travel Required: 75%
  • Monthly Salary: $4,000.00 /mo
  • Position Location: Austin, Texas
  • Group Step: B18
  • Class: 1571

Military Occupational Specialist codes that may be applicable to this position: 42A, 92A, AZ, LS, MC, PS, RP, YN, 641LDO, 741CWP, YN, 360, 0111, 6046, 01, 6042, 3A, 3A1X1, 8A200

In order to qualify for this position a State of Texas Applications must be submitted through Work In Texas. The OOG requires all sections of the state application to be completed.

Omission of data on the state application is grounds for disqualification of the application.

General Description:

Becoming an Advance Representative can lead to some of the most incredible experiences in state government. The Scheduling and Advance division functions within the logistics side of operations for Office of the Governor. Advance is comprised of individuals who help to research and plan appropriate sites for state and press policy events. You will work collaboratively with other Advance Representatives and agency staff to plan, coordinate and assist with event site selection, crowd control and staff briefings. This includes contacting event organizers, preparing briefing papers and briefing the Governor when he arrives at the event. You will staff the Governor at the events and will be the main point of contact for the Governor and agency staff.  The Advance Representative also plays a significant role in overall creativity and visual representation of events on and off site. As a member of this team, you will frequently work on-call and must be available, including on short notice and in crises. You will demonstrate sustained awareness of the Governor’s calendar, contacts, and events as necessary to effectively fulfill scheduling and advance activities. You will also demonstrate ethical judgement in conducting business on behalf of the Office of the Governor. If you want to get the opportunity to be in the back hallways of government and truly excel at making an event come to life behind the scenes, then apply with us!

The Advance Representative reports to the Director of Scheduling and Advance. This position works under general supervision, with limited latitude for the use of initiative and independent judgement.

Essential Duties:

  • Assists the Division Director and other division staff in researching and planning site selection for special events, meetings, and all other internal and external activities for the Governor as authorized.
  • Plans and coordinates facilities, catering, signage, displays, translation, audio-visual equipment, printing and security as required for seamless events.
  • Works with event organizers on logistics and event schedules.  May assist in monitoring event expenses and/or budgets as directed.
  • Works with representatives of the media to coordinate their coverage of the Governor’s events.
  • Assists with crowd control and media accessibility at events.
  • Communicates, documents, and relays information clearly to others and consistently follows complex instructions.
  • Effectively coordinates the availability of equipment, transportation, displays, and other business needs.
  • Confers with staff at designated event and/or meeting sites in order to understand, coordinate and expedite all related details; determines special requirements, including for the Governor and staff.
  • Handles all related calls and prepares business correspondence as required to fulfill the assigned duties.
  • Prepares reports and executive briefings.
  • Responds to staff inquiries relative to the site selection.  Consults and communicates with other agency staff as required to successfully perform advance duties.
  • May assist in evaluating select providers, venues, and location staff.
  • May perform travel aide responsibilities for the Governor when necessary.
  • May train other staff.
  • Adheres to regular and reliable attendance standards.
  • May assist with scheduling assistant duties when necessary.
  • Performs all other related duties as assigned.

Minimum Qualifications:

Graduation from an accredited four-year college or university with two years (2) years of professional experience. One of those years must include executive, campaign and/or elected official scheduling experience comparable to the duties performed in this position description. Demonstrates proficiency in use of a personal computer and software applications in a Windows environment with Microsoft Office Suite products. Experience and education may be substituted for each other on a year-for-year basis.

Preferred Qualifications:

Graduation from an accredited four-year college or university with a degree in Business, Marketing, Communications, Public Administration, Political Science. Experience in logistics, marketing, and/or advertising.

Knowledge, Skills, and Abilities Requirements:

  • Knowledge of state government.
  • Skill in organization.
  • Skill in communication.
  • Ability to research.
  • Ability to work in a fast paced environment.
  • Ability to work effectively with agency personnel and the public.
  • Ability to exercise initiative, creativity and broad communication skills.
  • Ability to exercise discretion and confidentiality
  • Ability to work a flexible schedule.
  • Ability to communicate effectively.
  • Ability to multitask effectively.
  • Ability to analyze.
  • Ability to travel frequently, up to75%, (i.e., weekly-monthly) under normal conditions for long distances. 

Registration, Certification or Licensure:   Valid Texas Driver’s License.

Physical Requirements and/or Working Conditions:  This classification functions in a standard office environment as well as various offsite events.  Ability to move up to 75 lbs.  Ability to drive and travel as needed.  Will need to move about the office to access file cabinets, office machinery, etc. Must be able to communicate and exchange accurate information via phone, computer and in person.  Must be able to view invoices and written communications and marketing plans. Must be able to work hours that can include holidays and weekends 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 Applicants may obtain 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.