Administrative Assistant (Travel Clerk)

Administrative Assistant (Travel Clerk)
Place of Performance: San Diego, CA

General Description:

Administrative Assistant (Travel Clerk), administrative support of personnel travel for conferences, events, and Fleet exercises for Active and Reserve components and support for manning and training coordination of over five hundred Reserve Personnel.

Specific Tasks:

• Provide customer service for Defense Travel System (DTS) to include trouble shooting system irregularities, performance issues, and system glitches and submit trouble reports to DTS help desk.
• Plan itineraries and arrange for flights, hotels, and rental cars that meet regulations and mission requirements in term of dates, times, and places at the lowest costs and report actions to the Government Authorizing Official. All recommendations shall be supported with pricing information and citations to applicable regulations. Final Authority for authorization shall rest with the Government Authorizing Official.
• Assist in the preparations of Travel Authorization and Travel Vouchers for emergent travel of personnel who does not have Government Travel Card and does not have DTS access. Travel Authorization and Travel Voucher shall be submitted to the Government Authorizing Official for review and approval.
• Administer member profiles in DTS to include creating, editing, receiving, and transferring member profiles in DTS.
• Monitor, track and report unapproved Travel Authorizations in Word format to the COR with copy to the Government Authorizing Official every Friday of each work week.
• Review DTS authorizations in accordance with applicable laws/regulations and funding constraints while meeting travelers’ identified mission goals and objectives. Task includes identifying potential discrepancies to the Government Authorizing Official for corrections; verifying travel authorization’s accuracy and completeness; and providing narrative support, with regulatory citations, travel/lodging pricing information, location, and availability information.
• Review submitted vouchers and sub-vouchers in DTS for accuracy, completeness, and for appropriate supporting documentations (e.g. receipts as required per Join Travel Regulation (JTR)). Errors and discrepancies shall be summarized in Word Format and submitted to the COR with copy to the Government Authorizing Official no later than by close of business Friday of each week.
• Process government furnished travel card documentation by: providing and submitting travel card request form from new personnel; and processing travel card terminations and transfers for new check-in and transferring personnel respectively.
• Prepare draft weekly reports in excel format on travel Individually Billed Accounts (IBA) for the Agency Program Coordinator (APC) review and approval. The draft reports shall include delinquency status; credit balances, over payments, erroneous payments, possible irregularities, and unauthorized charges and submitted to the COR with copy to the Government Authorizing Official no later than Friday of each work week.
• Conduct individual or classroom training sessions on travel entitlements and Defense Travel System (DTS) processes on a quarterly basis.
• Review and make recommendations to the Government Authorizing Official for approval for improvement of office procedures, related to travel according to guidelines of the organization on a yearly basis; implement approved recommendations.
• When on down-time or as directed as being in down-time, you will report to ACB-1’s training department to assist the active-duty personnel with the reserve component with carious needs for them to complete their training. Down-time meaning that there are no personnel traveling on behalf of Amphibious Construction Battalion ONE (ACB-1).