Advance Representative (Program Specialist II)
Job #: 2020-46
- TWC Job #: 14026753
- Opening Date: 3/10/2020
- Travel Required: 75%
- Monthly Salary: $4,000.00 /mo
- Position Location: Austin, Texas
- Group Step: B18
- Class: 1571
Veterans, Reservists or members of the Guard with a Military Occupational Specialty (MOS) code of 42A – Human Resources Specialist, YN – Yeoman, PS – Personnel Specialist, 0111 – Administrative Specialist, 3F5X1 – Administration or other related fields may meet the minimum requirements for this position and are highly encouraged to apply.
Additional Military Crosswalk information can be accessed at: http://www.hr.sao.texas.gov/compensation/militarycrosswalk/mosc_administrativesupport.pdf
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.
Only interviewed applicants will receive notice of the final disposition of the selection process.
The Advance Representative reports to the Director of Scheduling and Advance for the Office of the Governor (OOG) and is hired to assist in researching and planning appropriate sites for state press and policy events. Works collaboratively with Advance Representatives and other OOG agency staff to plan, coordinate and assist with event site selection, crowd control and staff briefings. This position staffs the Governor at the events and is the main point of contact for the Governor and staff. Maintains strictest confidentiality and demonstrates ethical judgment in conducting business on behalf of the Office of the Governor. As a member of the Governor’s Scheduling and Advance team, the incumbent frequently works on-call and must be available, including on short notice and in crises. Demonstrates sustained awareness of the Governor’s calendar, contacts and events as necessary to effectively fulfill scheduling and advance activities. Works under general supervision, with limited latitude for the use of initiative and independent judgement.
- 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 assist with scheduling assistant duties when necessary.
- Adheres to regular and reliable attendance standards.
- May train other staff.
- Performs all other related duties as assigned.
Graduation from an accredited four-year college or university with a degree in Business, Marketing, Communications, Public Administration, Political Science with two years (2) years of professional experience.
Note: Experience and education may be substituted for each other on a year-for-year basis.
Experience working for an elected official comparable to duties performed in this job description.
Knowledge, Skills, and Abilities Requirements:
- Knowledge of state government.
- Skill in organization.
- Skill in communication.
- Skill in the use personal computers and software applications in a windows environment with Microsoft Suite Products.
- 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 www.sss.gov. 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.