Travel Clerk/Receptionist

Job Description:

SUMMARY:
Performs passenger traffic duties and make arrangements for travel of individuals or groups traveling on official orders to and from overseas areas, using direct line or establish connection points and normal modes of transportation. Coordinates travel within the Unites States for travelers on official orders with the commercial travel office. Verify and reconcile the charge card company billing in accordance with the Prompt Payment Act. Out/In-process military members departing/incoming the installation. Interprets orders to determine weight allowances for member and DOD civilians.
Providing information that is needed to complete the proper move, household goods, personally procured moves, non temporary storage, unaccompanied. Make household goods appointments and route to the assigned counselor.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Arranges Permanent Change of Station travel for military, civilian, government sponsored personnel, official visitors, and other transit personnel. Conducts counseling sessions for individuals and groups traveling overseas on official orders.
- Prepares both routine and emergency travel documentation. Screens travel orders and review all itineraries for all travelers. Advises travelers of flight arrangement and requirements.
- Provide guidance to the military and civilian concerning international and domestic travel entitlements. Make sure that they are aware of passport or visa requirements for each country before traveling. Complete reviews and audits of travel orders to ensure travel mode and entitlements are proper and accurately reflect traveler's itineraries. Audit travel orders to ensure they are in compliance with regulatory guidance, reflect appropriate accounting citations, funding allotments and budge clearance.
- Special project actions involving overseas travel of military and civilian personnel on a periodic basis. These cases have a high priority for expedited action, as well as other invitational and travel special groups. Develop travel itineraries and provide assistance in developing schedules, routes, modes of travel, and any specific requirements in support of the TDY Mission. Assists in developing itineraries that are within the travelers funding allotment.
- Arrange overseas travel by determining the routing requirements of each traveler, utilizing GATES. Makes necessary reservations with the Air Mobility Command (AMC) Passenger Reservation Center. Ensure that all travel requirements listed in the travel order are completely fulfilled.
- When AMC is unable to furnish seats which will meet the traveler's mission, or if AMC does not provide service to the customer's destination, and/or commercial travel is required in connections with overseas travel, advises traveler and prepares documentation for the traveler to obtain a commercial ticket from Commercial Travel Office CTO.
- Issues cost charges for transportation, as needed, for military travelers without funds and people who are absent without leave (AWOL). Prepares DD Form 139, obtains member's signature and forwards documents to DFAS for collection from member's pay.
- Advises travelers on procedures required for overseas shipment of pets.
- Advise travelers on official travel orders who request travel from an unauthorized location of possibility of excess cost payable by member if cost to travel from the requested location is in excess to travel from authorized location.
- Upon receipt of Central Travel Office (CTO) and Charge Card Company billing, uses Government Travel System (GTS), and Account Management Manual to verify and reconcile the billing in accordance with the Prompt Payment Act. Upon completion of verification, submits to government for approval and signature. After government approval and signature, forwards bill by certified mail to Defense Finance and Accounting Service (DFAS).
- Establishes and maintains all travel files and records. Must have a working knowledge of all applicable regulations, to include Joint Travel Regulation (JTR), Defense Travel Regulation (DTR), Account Manager's Manual, and any/all other regulations pertaining to official travel.
- Gather information to schedule appointments for household goods and passports customers. Provide information for personal property customers to begin the process of movement of personal property. Assist members, civilians
  with emailing and filling out the household goods worksheet.
- Initiate help with "Self-Counsel" to arrange the movement and storage of their personal property when they have limited time to move.
- Answer and redirect phone calls to team members. Trouble shoot printers. Make mail runs to the post office.
- Performs all other administrative duties as assigned by the Transportation Supervisor. Position requires a highly motivated, self-sufficient individual with ability to pay attention to detail. Must possess excellent customer service skills.
- Perform other duties as assigned.
- Adherence to all TLC Policies accessed through Deltek Costpoint via the following path.
  - People > Employee Self Service > Company > Company Links > TLC Policies.
  - Please see the Notes fieldfor Login information.
- This position supports the DOD on federal installation, and the candidate must be available to work at the assigned physical location during business hours.
- 6:00AM-3:00PM
- 8:00AM-5:00PM

NON-ESSENTIAL DUTIES AND RESPONSIBILITIES:

- SUPERVISORY RESPONSIBILITIES:
- No Direct Supervisory Responsibilities

Requirements:

EDUCATION and/or EXPERIENCE:

Essential:

Must have a high school diploma/GED or equivalent.
Must possess excellent mathematical, written, and verbal communication skills.
Must be able to read, interpret, comprehend, retain and execute pertinent Travel regulations.
Must be able to operate keyboard, controlled data entry devices, typewriter, and multiple computer software programs. Experience in the operation of all office machines required.
Lifting and moving up to forty pounds required in maintaining and disposing of travel records and files.
Familiar with the process of long-term government travel.

Preferred:

LANGUAGE SKILLS:

The employee must have excellent written and verbal communication skills in English, with the ability to read, comprehend, interpret, and explain instructions, regulations, letters, memos, emails, and other correspondence from both internal and external sources. The position requires the ability to effectively respond to, communicate with, and present information to customers, clients, internal staff, and other employees. The employee must be able to clearly interpret instructions and information and explain them to others in the performance of job duties, possess strong computer literacy, and be able to operate standard office equipment.

PHYSICAL DEMANDS:

Work is generally performed in an office environment which requires sitting or standing and working on a computer for long periods of time. Required to walk, stand, sit and move about the property for long periods of time. Essential and marginal functions require maintaining physical condition necessary for: bending, stooping, sitting, walking, or standing for prolonged periods of time, operating through extended periods of high stress. The employee must occasionally lift and/or move up to 50 pounds. Must possess visual acuity to review written documentation; ability to hear and understand speech at normal room levels and on the telephone; and the manual dexterity to operate a cell phone, handheld radio, telephone, and keyboard.

WORK ENVIRONMENT/HOURS:

This position is not eligible for remote work, as the essential functions of the role require the employee to perform duties on-site. May be exposed to inclement/extreme weather conditions. The noise level in the work environment may vary from moderate to high, depending on location. Must be able to work in fast paced, multi-task environment. If applicable work 10(+) hours per day Will require having flexed hours to accommodate for mission requirements to include weekends and Holidays. Overtime may be required.

EXPECTATIONS:

Transportation & Access: You must have reliable transportation to and from work and be able to access military installations.

Background & Drug Screening: Employment requires passing a background check and pre-employment drug screening. Random drug and alcohol testing may also occur without prior notice.

Timesheets: Record your actual work hours daily and ensure your entries are accurate and timely to support smooth operations.

Dress & Punctuality: Arrive on time and dress appropriately for your shift.

BACKGROUND INVESTIGATIONS:

All employees are required to undergo an initial background investigation as a condition of employment. Additionally, employees may be subject to subsequent background investigations if circumstances warrant, such as the emergence of a need, an issue, or probable cause.

Employees assigned to work on federal installations or projects must also comply with government-mandated background investigations, which are conducted independently of the company's investigations. Employment and continued assignment to federal installations are contingent upon successfully meeting and maintaining these requirements.

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