Capitol Coordinator

Job Title

Capitol Coordinator

Agency

Texas Division of Emergency Management

Department

Office of the Chief of External Affairs

Proposed Minimum Salary

$5,000.00 monthly

Job Location

Austin, Texas

Job Type

Staff

Job Description

GENERAL DESCRIPTION:

The Texas Division of Emergency Management (TDEM) is an emergency response entity and this status can affect working hours, travel and change in duties as needed.

The Capitol Coordinator, under general direction, performs consultative services, technical assistance, and event planning work. Work involves planning, developing, and implementing an agency program, providing consultative services and performs advanced professional administrative work for the Chief of External Affairs, and supporting executive staff. Works under minimal supervision, with moderate latitude for the use of initiative and independent judgment.

This position reports to the Chief of External Affairs.

*Final pay rate commensurate with experience and will be determined by the Chief of External Affairs. $5,000.00 - $6,500.00 monthly/ $60,000.00-$78,000.00 annually.

ESSENTIAL JOB DUTIES AND RESPONSIBLITIES:

• Participate in meetings and meet with staff to gather information. Compose, review, and edit documents, materials, notes, white papers, research papers, meeting notes and reports.

• Prepare and refine material for speeches and other public presentations, hearings and outreach events.

• Perform an array of technical, training, research, planning, policy, process, program assessment, and administrative activities related to assignment.

• Plan and schedule documentation delivery to include arranging for the duplication and distribution of documents, publications, and reports in print and new media formats.

• Prepare responses to correspondence, reports, surveys, questionnaires, and other requests for information by senior TDEM leadership.

• Review, analyze, edit, and summarize documents; ensure all documents within the section are standardized and consistent in formatting.

• Provide administrative and technical assistance to the Chief of External Affairs and executive staff reporting to the Assistant Agency Director.

• Provide technical guidance and advice on administrative matters to agency executives, management, or other staff.

• Provide support for long-range planning and scheduling activities.

• Ability to travel up to 20%.

• Perform related work as assigned.

• Face-to-face and person-to-person interactions are required.

• Maintain a regular course of attendance during assigned work schedule and work extended hours when needed. Attend work regularly and observe approved work hours in accordance with agency leave and attendance policies.

This document represents the major duties, responsibilities, and authorities of this job, and is not intended to be a complete list of all tasks and functions. Other duties may be assigned.

MINIMUM QUALIFICATIONS:

Education –  Bachelor's degree in applicable field or equivalent combination of education and experience.

Experience – Two years of related experience.   

PREFERRED QUALIFICATIONS:

• Preference for working knowledge of, or the ability to rapidly assimilate information related to TDEM, State and Federal regulations, legislation, guidelines, policies, and procedures.

• Experience working or interning in the legislature or state government.

• Proficiency with utilized software and systems and be able to learn new software/systems.

*Additional work experience of the type described above may be substituted for the education requirement on a year-for-year basis. Thirty (30) semester hours is equivalent to one (1) year of experience. A completed advanced degree may be substituted in lieu of work experience.

KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of, or the ability to rapidly assimilate information related to TDEM, State and Federal regulations, legislation, guidelines, policies and procedures. 

• Knowledge of, or the ability to understand and explain highly technical information and translate it into easily understandable language. 

• Strong writing, editing and interpersonal skills.

• Strong organizational skills.

• Strong and effective communication skills.

• Skill in handling multiple tasks and prioritizing.

• Ability to exercise poise, tact, diplomacy and an ability to establish and maintain positive, working/professional relationships with internal/external customers.

• Ability to be organized, flexible, and able to effectively prioritize in a multi-demand and constantly changing environment; able to meet multiple and sometimes conflicting deadlines without sacrificing accuracy, timeliness or professionalism. 

• Ability to construct and deliver clear, concise, and professional presentations to a variety of audiences and/or individuals.

• Ability to quickly and efficiently access relevant information and be able to utilize and/or present research and conclusions in a clear and concise manner.

• Ability to be customer-service oriented, collaborative and self-motivated.

• Ability to work with frequent interruptions and changes in priorities. Ability to multi-task.

• Ability to conduct legal research and analysis.

• Ability to anticipate and identify issues and problem solve.

• Ability to meet strict deadlines required by law.

• Must possess appropriate levels of proficiency with utilized software and systems and be able to learn new software/systems.  Demonstrated proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). 

• Must demonstrate an ability to responsibly handle sensitive and confidential information and situations and adhere to applicable laws/statutes/policies related to access, maintenance and dissemination of information.

• Must be able to work in safe manner at all times, avoiding shortcuts that have potential adverse results/risks, and must be able to comply with safety standards and best practices.

• Availability for after-hour, holiday and weekend work is required to include twelve (12) hour shifts during activations of the State Operations Center during emergencies and disasters.

• May be required to travel in- or out-of-state by vehicle or other mode of transportation, sometimes overnight or for extended periods.

REGISTRATION, CERTIFICATION OR LICENSURE:

Requisite within twelve (12) months of employment to complete the following training courses and obtain certification: IS-100, IS-200, IS-700, IS-800 and FEMA Professional Development Series.

*Additional Military Crosswalk (occupational specialty code) information can be accessed at: http://www.hr.sao.texas.gov/CompensationSystem/JobDescriptions.

*Resumes are not accepted in lieu of an application.

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/Veterans/Disability Employer.