Intake Coordinator (Program Specialist II)

Job #: 2023-45

  • TWC Job #: 15715556
  • Opening Date: 12/08/2022
  • Travel Required: 5%
  • Monthly Salary: $4,000.00-$4,583.34/mo
  • Position Location: Austin, Texas
  • Group Step: B18
  • Class: 1571

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%.

Benefits

  • Defined benefit retirement plan
  • Optional 401(k) and 457 Plans
  • Medical Insurance - State pays 100% of the health plan premium for eligible full-time employees and 50% of the premium for their eligible dependents. State pays 50% of the eligible part-time employee’s premium and 25% for eligible dependents
  • Optional Benefits such as dental, vision, and life insurance
  • Paid vacation and sick leave that accrues from your first day worked
  • Longevity pay
  • Confidential and personalized Employee Assistance Program services
  • Telework Program – telework opportunities are available upon request. Reliable internet is required. Alternate work schedules and telework may be discussed with the hiring manager during the interview process

General Description

The Intake Coordinator works within the Office of the Governor, Economic Development and Tourism Office, and reports to the Director of the Texas Film Commission (TFC). Performs moderately complex (journey-level) administrative, technical, and program support duties to assist TFC functions and staff. Coordinates procurement, contracts, disbursements, travel, and special projects and assignments with staff and external organizations, when appropriate. Demonstrates efficiency, superior customer focus, and strong interpersonal effectiveness whether communicating with others over the telephone or in person. May provide guidance to others. Works under general supervision, with limited latitude for the use of initiative and independent judgment.

Essential Duties

  • Responds to high number of complex and routine information requests — both written and oral. 
  • Assists in maintaining filing, recordkeeping, and records management systems.
  • Handles sensitive documentation/information and maintains confidentiality and integrity of data at all times.
  • Coordinates meetings, events, and conferences.
  • Assists in the preparation of materials for meetings, events, conferences, and special projects, as needed.
  • Assists in planning and development, procurement, organization, and gathering and shipping of materials.
  • Prepares and assists in reconciling financial records and invoices for TFC
  • Prepares purchase requisitions, bid specifications and related financial documents.
  • Assists in monitoring the work of contractors involved with providing services for division initiatives.
  • Acts as a customer service representative to explain and provide assistance on agency programs and resources.
  • Assists staff in data collection, organization and/or preparation of materials in response to requests for program information.
  • Assists staff in resolving technical problems.
  • Assists staff in the preparation of disbursement documents.
  • Prepares administrative reports, and assists with program area functions, operations and with the development of plans to initiate and address areas of concern.
  • Assists in the development of administrative policies and procedures.
  • Provides administrative and technical assistance to TFC staff, including maintaining files, contacts, and calendars, as directed.
  • Serves as Public Information Request coordinator for the division.
  • Serves as front desk coverage.
  • Serves as Travel Liaison for TFC. Coordinates and processes travel related forms and documents.
  • Demonstrates subject matter expertise, professional confidence, and clarity when representing the office.
  • Represents TFC at trade shows, conferences, and film festivals when necessary.
  • Maintains regular work schedule.
  • Performs all other related duties as assigned.

Minimum Qualifications

  • Graduation from an accredited four-year college or university with a degree in Business Administration or Public Relations, Marketing, Radio, Television and Film or related degree; and
  • One (1) year of experience in administrative support, office work, program support, or customer service-related positions.

Note: Experience and education may be substituted for one another on a year-for-year basis.  

Knowledge, Skills, and Abilities Requirements

  • Knowledge of office practices and administrative procedures.
  • Knowledge of Media Production practices and 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 Suite Software such as PowerPoint, Word, Excel and the ability to create spreadsheets and presentations.
  • Skill in 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 20 Ibs. Ability to drive and travel as needed. Will need to move about the office to access file cabinets, office machinery, set up conference rooms for meetings, etc. 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. 

Apply Online at Work in Texas

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 512-463-8315 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

(512) 463-5873

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