The Travel Specialist provides administrative travel support for the Department of Energy (DOE), Office of Science, Travel Office. This position is responsible for making accurate and cost-effective foreign and domestic travel arrangements, providing technical knowledge of Federal foreign and domestic travel regulations, and mail distribution.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Essential duties and responsibilities include the following. Other duties may be assigned.
Responsible for the integration of CNI Core Competencies into daily functions, including: commitment to integrity, knowledge / quality of work, supporting financial goals of the company, initiative / motivation, cooperation / relationships, problem analysis / discretion, accomplishing goals through organization, positive oral / written communication skills, leadership abilities, commitment to Affirmative Action, reliability / dependability, flexibility and ownership / accountability of actions taken.
Coordinates foreign and domestic travel for employees and groups of employees on a recurring basis. Responds with a sense of urgency on cases having a high priority for expedited action and response operation.
Provides travel support for other invitational, domestic, international and special groups, as assigned.
Provides analytical and reporting support for travel office metrics.
Reviews organization and support requirements as a result of foreign and domestic travel regulations and policy changes, etc. Per instruction, informs / instructs other office personnel on requirement changes.
Conducts reviews and audits of travel orders to ensure travel mode and entitlements accurately reflect travelers’ itineraries.
Assesses travel orders to ensure that they are in compliance with regulatory guidance and that they reflect appropriate accounting citations, funding allotments and budget clearances. Prepares financial status data and reports for management, as required.
Reviews local, domestic and international travel reservations, authorizations and vouchers. Adheres to policy compliance / reporting. Assists employees in the use of online travel systems.
Contacts travel planners and/or travelers concerning errors in authorizations and vouchers.
Provides accurate and timely records of travel in order to resolve reimbursement issues. Assists with adjustments after travel has occurred. Resolves missing, non-payments, over payments or under payment issues.
Ensures quality control and compliance to the Federal Travel Regulations (FTR) and departmental policy for all travel authorizations and expense reports.
Provides mail services that include receiving mail twice a day and placing mail in the program office mail slots.
Responsible for aiding in own self-development by being available and receptive to all training made available by the company.
Plans daily activities within the guidelines of company policy, job description and supervisor’s instruction in such a way as to maximize personal output.
Responsible for keeping own immediate work area in a neat and orderly condition to ensure safety of self and coworkers. Will report any unsafe conditions and/or practices to the appropriate supervisor and human resources. Will immediately correct any unsafe conditions to the best of own ability.
EDUCATION / EXPERIENCE
Bachelor's degree and a minimum of years of experience as specified below; or equivalent combination of education / experience. Experience using Concur, FTMS, and AdTrav automated travel management systems. Requires experience with analysis and reporting using Excel and/or other reporting mechanisms.
Travel Specialist II – 4A - (required degree) and three (3) years related experience
Travel Specialist I – 3A - (required degree)
CERTIFICATES / LICENSES / REGISTRATION
JOB SPECIFIC KNOWLEDGE / SKILLS / ABILITIES
Operational knowledge of online travel systems, including AdTrav, FTMS, and Concur
Working knowledge of Federal Travel Regulation (FTR)
Requires knowledge in using Microsoft Office Suite and other DOE legacy administrative systems
Operational knowledge of standard office practices and procedures
Proficient in the use of standard office equipment and automation systems
Requires knowledge in gathering and synthesizing data from various sources to support reporting process
Excellent verbal and written communications skills
Excellent customer service and relationship-building skills
Ability to effectively interact with a large, diverse customer population
Excellent listening and problem resolution skills
Excellent organization and analytical skills with ability to manage multiple projects and priorities
Ability to work effectively both individually and in a team environment
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.