Travel and Honoraria Specialist

4 weeks ago

Norman, Oklahoma, United States CHICKASAW NATION INDUSTRIES INC Full time

Job Summary

The Travel and Honoraria Specialist provides administrative support for the Department of Energy (DOE), Office of Science. This role involves making accurate and cost-effective foreign and domestic travel arrangements, providing technical knowledge of Federal foreign and domestic travel regulations, and ensuring reimbursements and payments are disbursed in a timely manner.

Key Responsibilities

  • Use Concur software to book hotel and all modes of transportation reservations according to Federal government guidelines.
  • Interact with clients and researchers from the United States and abroad to support travel requirements.
  • Demonstrate excellent customer service in interacting with representatives from a large Federal agency.
  • Assist travelers in using Concur and completing expense reimbursement processes.
  • Initiate, process, and complete honoraria payments to both domestic and international subject matter experts.
  • Respond to requests for assistance with a sense of urgency on cases having a high priority for expedited action and response operation.
  • Provide travel support for other invitational, domestic, international, and special groups, as assigned.
  • Review requirements of foreign and domestic travel regulations and policy changes, etc. Inform and instruct other office personnel on requirement changes.
  • Review travel orders to ensure travel mode and entitlements accurately reflect travelers' itineraries and comply with Federal travel regulations.
  • Assess travel orders to ensure that they follow regulatory guidance and that they reflect appropriate accounting citations, funding allotments, and budget clearances.
  • Review local, domestic, and international travel reservations, authorizations, and vouchers. Adhere to policy compliance/reporting. Assist employees in the use of online travel systems.
  • Contact travel planners and/or travelers concerning errors in authorizations and vouchers.
  • Provide accurate and timely records of travel to resolve reimbursement issues. Assist with adjustments after travel has occurred. Resolve missing, non-payments, over payments, or under payment issues.
  • Ensure quality control and compliance to the Federal Travel Regulations (FTR) and departmental policy for all travel authorizations and expense reports.
  • Plan 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 aiding in own self-development by being available and receptive to all training made available by the company.

Requirements

  • Bachelor's degree and a minimum of five (5) years' relevant experience, or equivalent combination of education/experience.
  • Operational knowledge of online travel systems, including Ad Trav, 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.

Language Skills

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.

MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

REASONING ABILITY

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.

Work is primarily performed in an office environment. Regularly required to sit. Regularly required use hands to finger, handle, or feel, reach with hands and arms to handle objects and operate tools, computer, and/or controls. Required to speak and hear. Occasionally required to stand, walk, and stoop, kneel, crouch, or crawl. Must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, and ability to adjust focus. Exposed to general office noise with computers, printers, and light traffic.

CNI CORE COMPETENCIES

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.

COMPLIANCE

Promotes and encourages a culture of compliance with all applicable rules (federal, state, local, Federal Acquisition Regulations, Code of Federal Regulations, Prime Contract requirements, etc.) for themselves and the company as a whole. Fosters an environment in which they will report any violations or reasonably suspected violation of CNI policy, FAR, and/or CFR and are comfortable discussing the myriad compliance, conflict, FAR, CFR, etc. issues that arise during the performance of a government contract.

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