Program Specialist (Program Specialist I)
Job #: 2022-11
- TWC Job #: 14844723
- Opening Date: 10/01/2021
- Travel Required: NA
- Monthly Salary: $3,081.34 - $3,750.00/mo
- Position Location: Austin, Texas
- Group Step: B17
- Class: 1570
Veterans, Reservists or members of the Guard can compare this position to Military Occupations (MOS) at the Texas State Auditor's Office.
Omission of data on the state application is grounds for disqualification of the application.
Only interviewed applicants will receive notice of the final disposition of the selection process.
OOG employees applying for a position in the same pay group, if selected, will be laterally transferred with a maximum increase in salary of 3.4%.
The Program Specialist works within the Office of the Governor (OOG), Economic Development and Tourism (EDT) and reports to the Director of Business and Community Development (BCD). Performs routine (journey-level) technical and administrative assistance work. 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.
- 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.
- Performs general office duties such as ordering supplies, performing bookkeeping work and handling mail, 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.
- Serves as the Records Management Coordinator for the division. Develops and maintains filing, recordkeeping, and records management systems.
- Serves as the Divisional Purchase Requisition point of contact.
- 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.
- 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 office inventory and maintenance requirements as appropriate. Ensures operation of equipment by calling for repairs.
- Coordinates office safety matters, including acting as the additional duty safety officer (ADSO) for the division.
- Serves as the Travel Liaison for the division. Coordinates and processes travel related forms and documents.
- Serves as the Public Information Request Coordinator for the division. Coordinates and distributes requests for information to proper personnel for response and monitors for completeness and timeliness.
- May provide administrative and technical assistance to an agency executive.
- Provides administrative and technical assistance to EDT staff as directed, including maintaining files, contacts, and calendars, as directed.
- Participates and works with others on EDT projects.
- May assists in the development of policies and procedures.
- 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 related duties as assigned.
- Graduation from an accredited four-year college or university; and
- One (1) year experience in administrative support, office work, program support, or customer service-related position.
Note: Experience and education may be substituted for one another on a year-for-year basis.
- Bilingual in Spanish.
- Prior experience with multi-line phone system.
Knowledge, Skills, and Abilities Requirements
- Knowledge of personal computers and software applications.
- Knowledge of office practices and administrative procedures.
- Skill in customer service.
- 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 Word and Excel and ability to create spreadsheets and presentations.
- Skill in inventory control, planning and general organization.
- Skill in organization, record keeping, and maintenance.
- 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 20 Ibs. Ability to drive and travel as needed. Must be able to remain in a stationary position for 50% of the time. Will need to move about the office to access file cabinets, office machinery, set up conference rooms for meetings, 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 evaluate data in a variety of formats, including hard copy, electronic and media formats. Must be able to work hours during a legislative session that include holidays and as needed.
How to Apply
Applications are received only 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. Requests for accommodation should be made to the Human Resources office as early as possible in the application/employment process.
Equal Opportunity Employer
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. View a copy of the Agency's Equal Employment Opportunity Utilization Report.
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 email the OOG’s Reasonable Accommodation Program Manager or call 512-463-5873 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.
Contact Human Resources