Travel / Administrative Specialist

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Job description

Overview

Travel/Administrative Specialist

Washington, DC

Are you ready to enhance your skills and build your career in a rapidly evolving business climate? Are you looking for a career where professional development is embedded in your employer's core culture? If so, Chenega Military, Intelligence & Operations Support (MIOS) could be the place for you! Join our team of professionals who support large-scale government operations by leveraging cutting-edge technology and take your career to the next level!

Articus Solutions, LLC is a certified ANC 8(a), Small Disadvantaged Business (SDB) headquartered in Colorado Springs, Colorado. We provide world-class Engineering, Integrated Hardware and Software, Advisory & Assistance Services (A&AS), Program & Project Management, Subject Matter Experts, Financial & Administrative Services, and Records Management Services. Articus has extensive experience supporting customers throughout the US and around the globe and is a wholly owned subsidiary of Chenega Corporation.

The Travel/Administrative Specialist will provide travel, transportation, and administrative support to the U.S. Agency for International Development (USAID) Bureau for Management (M), Office of Management Services (MS), Travel and Transportation (TTD) Division.

Responsibilities

• Provide support and assist with the USAID travel program supporting Agency travelers on international travel, passport, and visa requirements.
• Monitor the Travel and Transportation inbox and send inquiries and requests to the appropriate personnel.
• Triage incoming requests and interface with the various stakeholders to resolve any concerns/issues.
• Serve as a subject matter expert for the USAID passport and visa program.
• Stay abreast of guidance and updates as it pertains to international travel.
• Work with staff of foreign embassies ensuring all requirements are met to obtain a visa.
• Work directly with all employees to facilitate passport and visa requirements before traveling.
• Work with the Special Issuance Agency (SIA) ensuring all requirements are met to obtain an official/diplomatic passport.
• Quality control of passport applications to ensure accuracy before submitting them to the Special Issuance Agency (SIA).
• Quality control of visa applications to ensure accuracy before submitting to the Embassy.
• Confirm appointments, take passport/visa photos, accept applications, and complete visa requests.
• Manage a database to track and visa passport information.
• Develop proficiency in preparing documents for actions in the E2 travel system.
• Deliver and retrieve visa and passport applications and log them into a tracking system.
• Deliver passports and visas to the traveler.
• Serve as the primary POC for the Travel and Transportation division help desk.
• Liaise with various offices, including the Department of State, General Services Administration, and other federal government agencies as required.
• Maintain electronic and hard copy files and systems in compliance with the USG, Agency, and office standards.
• Provide administrative support duties, including scanning, copying, filing, and other administrative support, making sure clearances and mandatory training are completed and up to date, as needed.
• Maintain any communications materials that may be needed, like a newsletter or training materials.
• Deliver passport and visa documents to the Department of State Special Issuance Agency and various embassies.
• Other duties as assigned.

Qualifications

• High school diploma or GED equivalent
• Minimum 2+ years of relevant experience
• Experience as an intern, support contractor, government staff, or industry staff
• Experience with Microsoft Office and Google Suite of productivity tools
• Experience with travel-related systems
• Experience working in a travel, transportation, or passport role
• Experience working in a team environment
• Experience completing individual tasks effectively
• Must possess a valid driver's license
• US citizenship
• Background Check required with the ability to obtain a Secret Clearance.

Knowledge, Skills, and Abilities:

• Knowledge of federal travel rules and regulations.
• Demonstrated experience interpreting and explaining the requirements for obtaining passports and visas, including the types and sources of documentation needed.
• Demonstrated experience examining applications and supporting documents for acceptability as proof of citizenship for passports and visas.
• Ability to quality control various travel-related documents ensuring that they are error-free and accurate.
• Must be reliable, highly organized, motivated, and able to excel in a deadline-oriented work environment.
• Excellent communication skills, both written and oral. Must communicate with clients, team members, and other stakeholders throughout the travel and transportation process.
• Superior computer skills and the willingness and ability to learn new software and database management tools quickly (Microsoft Office in a network environment, Google Suite, etc.).
• Process-oriented, efficient, and highly organized with attention to detail with the ability to balance priorities and manage multiple work streams.
• The ability to complete tasks independently and promptly.
• Strong ability to identify problems and solve them with demonstrable analytical and reasoning ability.
• Customer service-oriented with the ability to build strong relationships.
• The Travel and Transportation Specialist must produce documents that receive minimal edits. Incremental progress and understanding must be observed so that the Specialist does not repeatedly make the same types of errors.
• The Travel and Transportation Specialist must be able to handle multiple travel and passport actions simultaneously while maintaining accuracy and timeliness. The incumbent should also be able to identify and prioritize actions based on the set due dates and urgent priority requests while meeting the necessary deadlines. The incumbent should communicate promptly with the COR and/or designated Program Manager when unable to meet necessary deadlines.
• Have excellent written and verbal communication skills. The Travel and Transportation Specialist should also be knowledgeable and able to convey current and accurate information.
• The Travel and Transportation Specialist must produce accurate, high-quality work rapidly while contributing to a team in a collegial manner.
• The Travel and Transportation Specialist must be perceptive and willing to pitch in or volunteer where needed; and must also demonstrate an ability to work well with a range of personalities.

How you'll grow

At Chenega MIOS, our professional development plan focuses on helping our team members at every level of their careers to identify and use their strengths to do their best work every day. From entry-level employees to senior leaders, we believe there's always room to learn.

We offer opportunities to help sharpen skills in addition to hands-on experience in the global, fast-changing business world. From on-the-job learning experiences to formal development programs, our professionals have a variety of opportunities to continue to grow throughout their careers.

Benefits

At Chenega MIOS, we know that great people make a great organization. We value our team members and offer them a broad range of benefits.

Learn more about what working at Chenega MIOS can mean for you.

Chenega MIOS's culture

Our positive and supportive culture encourages our team members to do their best work every day. We celebrate individuals by recognizing their uniqueness and offering them the flexibility to make daily choices that can help them be healthy, centered, confident, and aware. We offer well-being programs and continuously look for new ways to maintain a culture where we excel and lead healthy, happy lives.

Corporate citizenship

Chenega MIOS is led by a purpose to make an impact that matters. This purpose defines who we are and extends to relationships with our clients, our team members, and our communities. We believe that business has the power to inspire and transform. We focus on education, giving, skill-based volunteerism, and leadership to help drive positive social impact in our communities.

Learn more about Chenega's impact on the world.

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