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Transportation Assistant

4 months ago

Chelsea, United States Veterans Health Administration Full time

Summary

This position serves in the Travel Section of the Office of Finance at the VA Maine Healthcare System (VAMHCS) and is responsible for providing planning and coordinating travel services to all staff and serving. This position is a full-time at 40 hours per week.

Duties

The position focuses primarily on coordinating travel arrangements and ensuring accurate documentation for those staff with approved travel orders and uses designated travel software and/or other prescribed tools to ensure travel arrangements for staff are completed timely, accurately, and within prescribed federal government and Department of Veterans Affairs guidelines.

Major duties and responsibilities include, but are not limited to: Coordinates the arrangements required for travel to conferences, summits, clinical trials, and various other events approved for Department of Veterans Affairs employees. Each project is complex and requires a different interpretation of regulations and policies based on the unique set of requirements. Works with outside vendors, facilities, Contractors, and VISN staff to coordinate the movement of personnel related to travel services. Identifies the funding source and requirements of the program associated with the employee travel and facilitates the booking process in the government contracted electronic travel system. Receives, reviews and processes a variety of programs required and related documents; ensures all documentation is accurate and complete; responsible for random system auditing to ensure compiled data is accurate and complete; Reviews program information to ensure transactions agree with and are supported by required documentation and regulations, and that transactions are processed according to established procedures and policies; Serves as the subject matter expert to staff, management, and other key staff, consults and advises management on program matters and issues; provides customer service to knowledgably respond to program related inquiries from staff and assist staff with resolving rejected documents and costing errors associated with the program; Prepares, reviews, and submits reconciliation reports to the internal auditor and Chief of Finance Service; Uses prescribed and available software and other tools to provide designated services under the auspices of the Travel section; Uses cost estimations and cost benefit analyses to evaluate the effectiveness of program processes and policies to ensure the most efficient and cost-effective execution of the program mission, goals and objectives as possible; responsible for continual process improvement; Performs work consisting of the examination for accuracy, adequacy of documentation, compliance with regulations, verification and justification of documentation and other requests; Secures missing facts, forms, receipts, or signatures and performs administrative tasks such as filing, coding or determining format; Performs a variety of budgetary and administrative functions to include analyzing various types of documents to determine propriety, validity, budget, expenditure limitation and correctness of account data in implementing the organization's travel program, policies, and procedures; Maintains and archives all pertinent documents and records for efficient retrieval, review and reporting; Researches, gathers, and/or compiles information to provide required reports to Office of Finance and Medical Center leadership; Conducts studies, monitors, reports and analyzes workload data to determine the amount of travel by appropriation, service line and reimbursable from other stations and the VISN; Performs a variety of clerical, administrative and technical duties/responsibilities in support of program goals and objectives in a complex health care delivery system to include monitoring and making inputs to vendor files, preparing memos and debt letters, developing estimates and preparing the necessary documents for transfers of funds. Work Schedule: Monday-Friday 7:00 am-3:30 pm
Telework: Yes; 1-2 days per pay period. This position is authorized for telework but has not been authorized as virtual or remote (., must be able to work at the location the position is being announced for). VA supports the use of telework to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. Telework eligibility may be discussed during the interview process.
Virtual: This is not a virtual position.
Position Description/PD#: Transportation Assistant (Teller) / PD003500
Relocation/Recruitment Incentives: May be Authorized
Critical Skills Incentive (CSI): Not Approved
Permanent Change of Station (PCS): Not Authorized
Financial Disclosure Report: Not required

Notifications: This position is a AFGE Bargaining Unit position. Veterans' preference does not apply for internal or other current permanent Federal agency employees. Notifications continued below in Requirements section.