Travel Support Specialist II

Role Overview

• Reports to the organization’s Division Chief and is responsible for coordinating and creating travel authorizations for all personnel within the division.
• Manages travel arrangements for division staff, including senior leadership.
• Responsible for preparing travel authorizations in accordance with the Federal Travel Regulations and in the E2 Solutions travel system; coordinates with Carlson Wagonlit Travel, as required.
• Reviews travel authorizations to certify the availability of funds as per appropriation law and other applicable legislation.
• Serves as an assistant liaison to division personnel on all matters pertaining to transportation policy; ensuring timely dissemination of regulatory updates that affect DoS missions domestically and overseas.
• Resolves issues related to the preparation, processing, and approval of travel expenditures.
• Assists in the preparation of an annual operational budget to assure funds are available for projected travel and coordinates with the DO Resource Manager to ensure accurate funding source is identified on all travel authorizations.
• Obtains diplomatic and official passports for personnel in support of Division travel.
• Directly interacts with host-country embassies to maintain up-to-date knowledge of visa issuance procedures and requirements.
• Coordinates visa issuance through host-country embassies and tracks complex approval processes spanning 1 – 6 weeks.
• Secures required clearances from the Office of the Under Secretary for Management and through the host nation’s Ministry of Foreign Affairs (MFA) for entry and/or transit of DS employees designated to report to HTHR posts.
• Creates and submits electronic country clearance (eCC) requests for employees traveling to HTHR posts in accordance with host country requirements.
• Drafts travel voucher upon completion of employee travel and manages the voucher processing.
• Assists with the collection and writing for the Weekly Activity Report (WAR).
• Conducts in and out-processing procedures for new hire and departing employees to include assigning workspace, submitting requests for computer and facilities access; grants SharePoint access; issues cell/blackberry device and fob, etc.
• Maintains Division Filing Systems (active and inactive), SharePoint Sites, Staffing Calendar, and the network shared folder.
• Coordinates building and facilities maintenance with DS/EX/LS, GSA Property Management, commercial property management, vendors, and outside contractors.
• Supports proper security protocol: acts as a visitor escort; oversees proper storage, handling, and destruction of classified material as directed; controls/limits access to office spaces.
• Backing up for entering time and attendance records for government employees using Web.TATEL software and manually maintaining Compensation Time for Travel accounts.
• Backing up assisting with personnel actions, work requirements statements, and EERs on the GEMS HR On-Line system.
• Briefs senior personnel on office travel requirements and related projects and requirements.
• Serves as subject matter expert on travel policies, procedures, and requirements.

Requirements

• Undergraduate degree and 1-3 years of administrative and/or travel experience.
• Without a degree, must have 5-7 years of administrative and/or travel experience.
• Skill and functional knowledge of E2 Travel Solutions (in-house training offered).
• Working knowledge and ability to apply the Federal Travel Regulations.
• Ability to communicate effectively both orally and in writing.
• Ability to establish and maintain positive relationships with service providers and clients.
• Ability to provide excellent customer service.
• Expertise in dealing with travel industry parties in order to facilitate the needs of personnel during complicated movements to remote and isolated areas of the world.
• Strong ability to plan and remain organized.
• Possess strong multi-tasking skills with the ability to work effectively and efficiently in a fast-paced, high-volume work environment.

Benefits

• Olgoonik is an Equal Opportunity Employer
• Some travel both domestically and internationally required based on business demands.