Program Coordinator

Program Coordinator (Legislative Front Desk)

The Office of Secretary of State (OSOS) is looking for a Program Coordinator for the External Affairs division. This position reports to the director of the External Affairs Division and is responsible for the front desk functions at the Legislative building. This position represents the Office of the Secretary of State and is the first point of contact for customers and dignitaries. The program coordinator provides a wide range of knowledge and services specific to customers of the Executive Office and supports the programs within the External Affairs Division.

Program and operational support to the Executive Office and OSOS divisions Tasks include:

• Acts as liaison between customers and the Corporations and Charities Division; explains detailed information about the available services, forms, and the online filing processes.
• Monitors the executive mailbox; forwards email to appropriate staff and programs.
• Operates the executive office phone line; Assists callers with information or routes to appropriate division or agency.
• Responds to general inquiries from the public regarding OSOS programs, issues, and functions and how to access services.
• Greets in-person customers which may include elected officials, foreign dignitaries, constituents, and the public.
• Exercises independent judgement in interpreting and applying rules and regulations.
• Coordinates with OSOS Communications Division to respond to constituent inquiries and comments in-person, via phone and email.
• Supports OSOS Communications, Community Engagement, and the State Archives for Executive Office exhibits and events.
• Leads the planning of, and facilitates day-of activities, for OSOS All-Staff events.
• Assists in the set-up of special office events.
• Provides support for programs within the External Affairs Division and Executive office tenants.
• Tracks and organizes project work and coordinates with other Executive Reception staff.

Administrative support to the Executive Office and External Affairs Division Tasks include:

• Receives documents, correspondence, mail, or other items from Legislative Building tenants and state agencies.
• Screens, prioritizes, and distributes incoming mail.
• Prepares outbound mail and packages.
• Maintains front desk manual.
• Operates the online State Seal Store e-commerce platform.
• Manages inventory stock for the State Seal Store; orders additional inventory as needed.
• Processes and fulfills online or in-person transactions of flags and Legacy books.
• Coordinates with the Legislative Information Center for special requests of items purchased from the State Seal Store.
• Coordinates office projects that involve multiple OSOS programs.
• Inventories and maintains stock of the office supply room.
• Maintains, updates, and distributes executive and Office phone/contact lists.
• Manages OSOS conference room reservations across several buildings.
• Schedules meetings and coordinates events.
• Assists in the development of fliers and publications.
• Conducts routine housekeeping tasks within the executive office.
• Conducts opening and end-of-day tasks within the Executive Office as scheduled.

Operational support to External Affairs Division programs Tasks include:

• Provides dedicated backup support to the Address Confidentiality Program.
• May support ACP Mail Operations Supervisor by acting as legal agent for service of process on behalf of ACP participants.
• Supports ACP mail operations as required.
• Provides support to the External Affairs Administrative Assistant as needed.
• Provides backup support for Combined Fund Drive and Productivity Board as needed by the External Affairs Division.

Miscellaneous Tasks include:

• Delivers correspondence and vendor purchases to division programs outside of the capitol campus.
• Other duties as assigned.

Required Qualifications:

• Two years of experience providing support to staff or a program including, but not limited to, interpreting policy and instructing others on application of policies, representing a program or office to clients, interacting with members of the public, composing correspondence, scheduling appointments and meetings, or coordinating events.
• Ability to efficiently use a personal computer and applicable software to successfully perform the essential functions of the position.
• Ability to read and write English language.

Preferred/Desired Qualifications:

• Proficient use in Microsoft M35 software applications.
• Experience working with a variety of internal and external customers.
• Ability to handle multiple and constant interruptions.

Working Conditions In this position, the incumbent works in a demanding, fast-paced office environment that requires the ability to work independently with complex information and deadlines along with the ability to sit for extended periods of time. The standard core business hours of Monday – Friday, 8:00am to 5:00pm with the ability to work irregular hours and weekends as needed to support business activities and events, which are generally scheduled in advance. Infrequent local travel to other office facilities, event support, and pickup of purchased goods is expected less than 5% of the time. Must be able to move and maneuver up to 30 pounds with or without reasonable accommodation. The incumbent in this position must be willing to work with diverse groups and individuals with compassion and sensitivity.

How to Apply:

• To be considered for this position you must attach the following:
• Letter of interest describing how your experience and qualifications relate to the duties and qualifications of the position.
• Current Resume
• Three Professional references. Personal references will not be considered.
• You must complete the supplemental questions at the end of this application. Incomplete responses such as "see resume" will not be considered.
• All veterans must include a copy of your DD214 to receive preference in the hiring process. You must black out your social security number before attaching it to your application.

The Office of the Secretary of State is an equal opportunity employer (EOE). We do not discriminate on the basis of religion, age, sex, marital status, race, color, creed, national origin, political affiliation, military status, sexual orientation, gender identity, or any real or perceived sensory, mental or physical ability. All interested candidates are encouraged to apply. Persons of disability needing assistance in the application process, or those needing this announcement in alternative format, should call View phone number on click.appcast.io.