Intake Coordinator, Texas Film Commission

• Project Type: Industry
• Pay Status: Paid
• Production Company / Studio: Texas Film Commission
• Location: Austin
• Start Date: Thursday, December 8, 2022

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.

Project posted December 8, 2022