Program Specialist

How to Apply: The State of Texas application is required and is only received through Work In Texas.

Go to: https://www.workintexas.com/vosnet/Default.asp to apply.

• OOG Job #: 2023-58
• WIT #: 15878689
• Opening Date: 3/07/2023
• Travel Required:5%
• Monthly Salary: $4,000.00 - $4,416.67/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%.

General Description

The Program Specialist works within the Office of the Governor (OOG), Economic Development and Tourism Office – Business and Community Development Division, and reports to the Director of Business and Community Development (BCD). Performs moderately complex (journey-level) administrative, technical, and program support duties to assists BCD functions and staff. Coordinates procurement, contracts, disbursements, 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.
• Develops and maintains filing, recordkeeping, and records management systems.
• Handles sensitive documentation/information and maintains confidentiality and integrity of data at all times.
• Maintains contract files and manages a BCD document tracking system, ensuring orderly recordkeeping systems and adherence to records retention policies.
• 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 reconciles financial records for BCD, preparing regular and ad hoc reports, as requested.
• Reconciles and approves financial invoices for payment by Financial Services.
• Prepares purchase requisitions, bid specifications, contracts, and related financial documents.
• Monitors the work of contractors involved with providing services for division initiatives.
• Acts as a customer service representative to explain and provide technical assistance on agency programs.
• Assists staff in data collection, organization and/or preparation of materials in response to requests for program information.
• Assists staff in determining trends and 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.
• Monitors and reviews compliance with program policies and procedures, statutes, and rules for assigned program(s).
• Provides administrative and technical assistance to BCD staff, including maintaining files, contacts, and calendars, as directed.
• Serves as back-up Additional Duty Safety Officer (ADSO) for the division.
• Serves as back-up Public Information Request coordinator for the division.
• Serves as back-up for front desk coverage.
• Serves as back-up Travel Liaison for the division. Coordinates and processes travel related forms and documents.
• Demonstrates subject matter expertise, professional confidence, and clarity when representing the office.
• Remains well informed of division and OOG initiatives, operations, news releases, web content, programs, statewide trends, and OOG policies and procedures.
• May recommend and coordinate activities to produce a more effective program.
• May train others within the division, as needed.
• Maintains regular attendance and may work extended hours, as needed.
• Performs all other related duties as assigned.

Minimum Qualifications

• Graduation from an accredited four-year college or university; and
• Two (2) years 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.

Preferred Qualifications

• Bilingual in Spanish.
• Experience with multi-line phone system.

Knowledge, Skills, and Abilities Requirements

• Knowledge of office practices and administrative 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 inventory control, 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.

Job Type: Full-time

Pay: $4,000.00 - $4,416.67 per month