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Texas Lottery Commission - Advertising Contract Specialist #070115


Job Summary:

Performs routine (journey-level) advertising contractual work for the Advertising Sectionof the Advertising, Promotions and Validations Department of the Lottery Operations Division. Work involves accurately and timely tracking and routing of advertising estimates, the reconciliation of advertising invoices and media verifications.  Works under moderate supervision with limited latitude for the use of initiative and independent judgment. This position’s daily activities are coordinated by the Advertising Contract Coordinator and reports to the Advertising and Promotions Supervisor.

**Applicants that previously applied for Posting Number 060715 will be considered and need not reapply.**

Posting Number:  070115
Posting Date:  07/24/2015  
Closing Date:  08/07/2015, 5:00 p.m.   
Salary:  B15, $32,976 - $45,000/yr.
Number of Vacancies:  1   Full Time
FLSA Status:  Non-exempt / Contract Specialist I (1976)
Division:  Lottery Operations
Work Location Address-  611 E. 6th Street, Austin, TX  78701
Refer to:  Human Resources
Telephone:  (512) 344-5000

Minimum Qualifications: 

-Graduation from an accredited four-year college or university with a degree in Business Administration, Marketing, Advertising, Communications, or a related field is required.  (Relevant experience, in excess of the required one year, may be substituted for college on a year-for-year basis.)

-One year experience in contract evaluation, billing process, reconciliation, and/or budget maintenance is required.

-Experience maintaining files and/or record keeping systems is required.

-Willingness to work irregular hours including weekends, holidays and nights is required.

-Willingness to travel for job-related purposes is required. Use of personal vehicle for work related travel is required in compliance with State and Agency travel rules and procedures.

-Experience with personal computers to include experience with Windows operating system, Microsoft Word, Microsoft Excel, multi-user databases, and e-mail is required.

-Experience with 10-key by touch is preferred.

-Experience in advertising invoice reconciliation is preferred.

 

Knowledge, Skills, and Abilities:

-Knowledge of office practices and administrative procedures.

-Knowledge of contract evaluation.

-Skill in the use of standard office equipment and computer software.

-Strong organization skills with aptitude for detail.

-Ability to evaluate fiscal data for conformity with contract requirements.

-Ability to demonstrate superior customer service skills by maintaining a pleasant and professional manner while communicating with others in a timely manner.

-Ability to manage multiple projects, organize competing priorities, follow instructions, and meet strict deadlines in a fast pasted environment.

-Ability to interpret policies, procedures, and regulations.

-Ability to communicate effectively, orally and in writing.

-Ability to establish and maintain effective working relationships with Commission management, other Commission employees, vendors and the general public.

-Ability to exercise good judgment and make sound decisions affecting the operations of department functions.

 

Physical and Mental Requirements:

-Must be able to sit or stand for extended periods of time, work under deadlines, and operate standard office equipment and computer software.

-Must be able to work in a non-office environment during market visits and promotional events (fairgrounds, stadiums, etc.) in varying weather conditions.

-Must be able to lift notebooks and boxes weighting up to 30 lbs.

 

Essential Job Functions:

Processes, tracks, and monitors advertising estimates by:

-Reviewing estimate submissions to verify they meet contractual requirements.

-Preparing proper documentation for the timely routing of estimates for approval.

-Tracking and monitoring advertising estimates through the approval process.

-Accurately maintaining the estimate tracking spreadsheet.

-Assisting with budget tracking of estimates.

-Notifying appropriate staff if issues arise that will affect the timely routing and approval of estimates.

-Performing estimate routing assignments accurately, effectively, and efficiently in accordance with procedures.

-Preparing purchase requisitions for estimates in a timely and accurate manner in accordance with procedures, guidelines, and instructions.

-Effectively communicating with appropriate staff if issues arise that will affect the timely routing of purchase requisitions.

-Working closely with Purchasing and Office of the Controller staff regarding purchase requisitions.

 

Reconciles advertising invoices for compliance with contractual requirements by:

-Maintaining needed resource materials for timely and accurate reconciliation.

-Reviewing approval of estimates, vendor invoices, and supporting documentation to verify they meet contractual requirements and accurately identify billing discrepancies.

-Researching materials to properly identify billing questions and/or discrepancies that need to be addressed by the advertising vendor.

-Effectively communicating with appropriate staff and/or vendors if issues arise that will affect the timely routing and approval of invoices.

-Performing invoice reconciliation assignments timely, accurately, effectively and efficiently in accordance with procedures, guidelines and instructions.

-Assisting the Advertising Contract Coordinator with invoice disputes.

 

Reviews and reconciles Media Placement Verification by:

-Reviewing media placement verification forms with media invoices in accordance with the procedure.

-Maintaining accurate files for field staff.

-Collecting and reviewing media placement verification forms in a timely manner from field staff.

-Traveling to media markets to verify media.

-Assisting the Advertising Contract Coordinator as needed.

 

Develops and maintains accurate filing and record keeping systems in accordance with the records retention schedule. Performs annual records retention duties for Advertising section.

Maintains a working knowledge of advertising campaigns and departmental functions.

May assist with developing and editing procedures and guidelines.

May attend meetings with the Advertising Services vendor and staff.

Performs related duties and completes special projects as assigned.

HOW TO APPLY:

Each position applied for must have a separate State of Texas Application for Employment submitted referencing the above position number and title by application deadline to:

Texas Lottery Commission
Human Resources Department
Post Office Box 16630
Austin, Texas 78761-6630

This application may be obtained at the Lottery Headquarters, any Lottery Claim Center, or Texas Workforce Commission offices throughout the State. A completed State of Texas Employment application must be received in our Human Resources office or any Lottery Claim Center statewide by 5:00 p.m. on closing date.

Applications submitted via express or overnight delivery mail services should be mailed to the following address:

Texas Lottery Commission
Attention: Human Resources
611 East 6th Street
Austin, Texas 78701

Applicants are solely responsible for timely delivery of applications by the deadline.

Proud of Our Diversity - Committed to Equal Employment Opportunities

Applications are not accepted unless submitted for a particular position. Only applicants who are invited to interview for the position will be advised of the outcome of the selection process. Tele-conferencing or video-conferencing may be provided for distant interviewees. Selection for the position will be subject to an extensive criminal background investigation. In accordance with legislation effective September 1, 1999, male candidates aged 18 to 25 are required to show proof of selective service registration (or exemption) prior to an offer of employment. Such proof is not required to be filed with an application but must be provided upon request by the Human Resources office. The State Lottery Act contains provisions that set out causes for rejection if applicable. All positions serve at the will of the Executive Director. Job line information is 1-800-375-6886. Persons with a disability needing special services should call 512-344-5000 three (3) days in advance so that appropriate arrangements can be made. 

E-Verify

This employer 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.

 


  • City: Austin
  • Job posted on: July 30, 2015
  • Posting expires on: Aug. 29, 2015
  • Respond to: Human Resources (512) 344-5000
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