Administrative Travel Specialist

6 days ago

Tampa, United States Spathe Systems Full time

Overview:
Spathe Systems LLC is currently searching for an **Administrative Travel Specialist **to join our team in the Tampa, FL area. The specialist will assist with USSOCOM JSOU’s travel program management; planning and execution, lessons learned consolidation, review, analysis, headquarters staff training, staff instrument familiarization, preparation and instruction, audit readiness, and provide travel management assistance.

Spathe Systems is a rapidly growing SOF led, 8(a) defense contractor headquartered in Tampa, FL with offices in Fayetteville, NC and strategic partner locations in Virginia Beach and Coronado. As a small business with a tight knit family feel, Spathe empowers its employees to solve problems and make decisions.

**Responsibilities**:

- Operate and maintain requirements for the Defense Travel System (DTS), CitiDirect Card Management System, and Citibank Custom Reporting System for travelers on the organization's Travel Lines of Accounting.
- Provide non-personal service assistance as a Defense Travel Administrator and Agency Program Manager to division travel managers, reviewing and approving officials throughout all phases of planning and executing travel requirements, including the consolidation, compilation, and initial analysis of travel voucher and government travel charge card audits.
- Prepare, maintain, and present monthly and quarterly reports to operate travel requirements IAW DoD Financial Management Regulations (FMR), Joint Travel Regulations, USAF DTS Business Manuals, Air Force Government Travel Card Guide, and the USSOCOM Travel Regulations.
- Provide assistance with the travel program, which requires experience in budgetary requirements, military, financial documents, reporting, analyzing, auditing, and travel policy.
- Provide assistance to the USSOCOM Travel Program Manager and Higher Headquarters as well as other Agencies with expense reports, budget projections, spend plans, audits, travel debts, compliance travel system reports, and performing command-wide travel pre and post-payment audits in accordance with Command and Service guidelines.
- Shall possess knowledge of transportation entitlements as described in the Federal Acquisition Regulation (FAR), Joint Travel Regulations (JTR), and Financial Management Regulations (FMR). Be able to understand and enforce the Fly America Act as needed.
- Perform travel-related customer services functions for Spathe and consulting personnel. Assist travelers in filling out travel authorization forms, ensuring accuracy and completeness.
- The AT Specialist shall support administrative tasks such as pricing commercial airline tickets, rental cars, and hotels according to the Federal Acquisition Regulation (FAR), government regulations, and travel funding limits.
- Verify international and country-specific visa and vaccine requirements for travelers.
- Coordinate and process invoices and verify completeness. Able to communicate with travelers professionally and effectively to ensure invoices are free of errors.
- Assist travelers in scheduling flight reservations, changes, reissues, rental car reservations, and hotel reservations within the allocated funding limits associated with specific travel requirements. Ensure all required paperwork is submitted correctly and on time.
- Contact employees and consultants to discuss travel funding limits, airline availability and routing, hotel availability, as well as rental car issues associated with FAR and government policies and limitations.
- Understand Spathe Systems travel processes for employees and consultants in order to establish and implement processes to improve service.
- Liaise with the Account Payables and Finance departments to assist with voucher reconciliation and speed up the payment process.
- Perform Government Travel Credit Card Program (GTCC) Agency Program Coordinator (APC) duties and tasks, including proficiency in using the CitiDirect CitiManager and its various reports to manage the program effectively and monitor travel charge card use.
- Create and maintain a current GTCC SOP to ensure regulatory compliance.
- Establish Procedures to ensure cardholders in/out process with the assignment APC for proper maintenance of accounts. Ensure accounts are closed for cardholders separating or terminating employment with the DoD.
- Ensure all cardholders complete all mandatory training and sign the DoD Statement of Understanding.
- Run the required CCRS reports to identify potential misuse, abuse, and/or fraud and conduct monthly audits.
- Ensure delinquency notifications, reports, card limit increases, and other documents are kept on file.
- Be able to communicate clearly and effectively with others, both verbally and in writing.
- Enter data into multiple databases accurately.
- Be able to work in an environment that is fast-paced, completing multiple tasks and meeting stringent timelines.
- Exhibit courteous, polite, and professional behavior at all times.

Qualif

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