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Career Opportunity:

Travel Program Coordinator

Honolulu, Hawaii

Posted: March 10, 2020

We are looking for an individual who will provide non-personal business support for our clients’ Travel Program. The individual shall become the subject matter expert, that shall provide advice, analysis, and assistance in carrying out responsibilities and all actions required to support our clients’ travel program.

Objective: The contractor shall assist the program office in managing their Travel Program. The contractor will be responsible for managing reports, reconciling transactions, identifying variances to coordinate resolution or obtain information from staff action officers. The contractor shall include establishing processes and procedures for the Defense Travel System (DTS) and assist with training of newly appointed directorate level Organization Defense Travel Administrators (ODTAs).

If You Join Us, You Will:

  • Be responsible for the overall management of the Travel Program and the travel system to include member in-and out-processing, users access, and monthly travel reports such as but not limited to the un-submitted voucher reports, separation of duty (SOD) requests, and Traveler/Approving Official training.
  • Manage the Centrally billed Account (CBA) Module and the Debt Management module (DMM) in the travel system.
  • Assist in the development of overarching Standard Operating Procedures (SOPs) for travel-related processes, to improve accuracy in reporting of travel transactions and timely clearing or reconciliation of discrepancy reports.
  • Ensure the Travel Program is audit-ready and compliant to Financial Improvement and Audit Readiness (FIAR) standards.
  • In response to audit tasks, you will coordinate with directorate personnel, if necessary, to obtain information or data to properly respond to the audit or task. This includes pulling information from DTS or from electronic or hard copy files available information to respond to the task. Where information may not be readily available, you will need to coordinate directly with directorate personnel to complete.
  • Pull reports each week directly from the travel system to review each transaction, and take corrective actions to clear transactions from the report. Corrective actions may require coordination with directorate personnel to edit, modify or remove transactions in the travel system, or require coordination with the proper personnel to correct.
  • Conduct a quarterly review of the Separation of Duties (SOD) report to submit to the Level III Agency Coordinator to obtain approval for a waiver. You will maintain records of all SODs submitted and the status of approvals received.
  • Assist directorate Approving Officials (AOs) with Customer Service Help Desk requests. Assist travelers with itinerary changes and/or carriers/routing or processing of travel claims. Provide copies of all itinerary changes to the corresponding directorate AOs.
  • Perform, at a minimum, monthly quality control inspections of DTS to identify transactions that may be susceptible to improper payments. Results shall clearly identify the population size, sample size, standards, 2 of 9 and evaluation methods (random sampling, periodic sampling, 100% inspection). If the standard is not met, you shall provide a report on actions needed and taken to correct the improper payment.
  • Develop a database or method to track training certifications and appointment dates for all travel system participants. You will contact users when refresher training is required and follow up for completion. You will also scan all appointment letters, necessary forms and training certificates for electronic filing. Maintain hard copy files of appointment letters, training certificates and necessary forms for reference and back-up documentation.
  • Customer Service. You will make phone calls to other directorate action officers, resource managers, and travelers, or to the Travel Management Office to obtain information on open/outstanding vouchers orders or vouchers or to obtain supporting documentation to resolve discrepancies or to support audit tasks. You will receive phone calls or emails from customers or other directorate personnel in response to inquiries or emails sent or to gather information necessary to develop task responses.

Our Ideal Candidates Will be Knowledgeable/Proficient In:

  • Knowledgeable of industry standards and best practices.
  • Strong communications skills, including the ability to interact efficiently with employees through email and other written correspondence, by phone call and verbal interaction.
  • Minimum 2 years’ experience utilizing a travel system as an ODTA, Agency Program Coordinator (APC) and/or Approving Official.
  • Basic computer skills (the ability to navigate to a webpage, make entries, use a mouse, enter data on basic spreadsheets etc.) are highly essential.
  • Comfortable working with multi-disciplinary, multi-locational and multicultural teams.
  • Confident and proactive in communicating challenges or opportunities.
  • Committed to your personal success, as well as your peers.

Basic Qualifications:

  • Minimum 2 years’ experience in using Microsoft Word, Excel, PowerPoint, and Access.
  • Strong Mathematical skills, able to add, subtract, multiply, divide, etc.
  • Bachelor Degree in any field of Study.
  • Typing skills
  • Basic computer skills (the ability to navigate to a webpage, make entries, use a mouse, enter data on basic spreadsheets etc.) are highly essential.
  • U.S. Citizen (must be able to pass a background check)

Preferred Qualifications:

  • Passion for learning new technologies and systems patterns.
  • Demonstrated ability to drive and articulate technical challenges and solutions.
  • Experience collaborating with customers.
  • Familiarity with working in an Agile environment.

Salary Range: Negotiable, Based on Experience

Relocation Expenses Not Covered

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