Administrative Assistant — Travel Clerk

Job description

Are you looking for a Challenge? Looking for an innovative organization and the opportunity to learn and grow professionally? We can help! We are seeking an Administrative Assistant — Travel Clerk / Reserve Training Coordinator to support Amphibious Construction Battalion ONE (ACB-1 / PHIBCB ONE), Naval Amphibious Base Coronado in San Diego, California. This is an excellent opportunity for an experienced military travel and administrative professional to support Defense Travel System (DTS) administration, travel compliance, Government Travel Charge Card (GTC) management, travel voucher auditing, and reserve training coordination. I’ve never heard of Terrestris. What do you do? At Terrestris, we leverage technology to create better mission outcomes through better human performance. We form strong client and team relationships through transparency and strive to create an environment where our team can let their excellence shine through. By finding, developing, and incorporating new ideas, we provide memorable services. Rooted in the USMC values of honor, courage, and commitment, Terrestris seeks to deliver extraordinary value to the American people by helping the Government become more efficient and effective. So, what will the Administrative Assistant — Travel Clerk / Reserve Training Coordinator at Terrestris do? The Administrative Assistant — Travel Clerk / Reserve Training Coordinator will provide administrative and travel support focused on Defense Travel System (DTS) operations, military travel planning, Joint Travel Regulations (JTR) compliance, travel voucher auditing, Government Travel Charge Card (GTC) administration, and reserve training coordination. The ideal candidate is an organized, detail-oriented administrative professional with hands-on experience supporting military travel and the Defense Travel System. The candidate should understand federal travel requirements and the JTR, be comfortable reviewing travel authorizations and vouchers for accuracy and compliance, and have the ability to coordinate training requirements for a large military organization. What does a typical day look like for an Administrative Assistant — Travel Clerk / Reserve Training Coordinator? You will: Provide first-line customer support for Defense Travel System (DTS) users. Troubleshoot basic DTS system and administrative issues and assist travelers with resolving routine problems. Perform DTS administrative routing and ensure travel documents are routed to the appropriate personnel for review and approval. Maintain and update DTS traveler profiles and associated administrative information. Plan and coordinate compliant military travel itineraries, including flights, hotels, and rental vehicles . Research available travel options and identify solutions that provide the lowest overall cost to the Government while complying with applicable travel requirements. Review DTS authorizations for accuracy, completeness, and compliance with applicable federal travel requirements and Joint Travel Regulations (JTR) . Review travel entitlements and supporting documentation to ensure travelers are authorized the appropriate expenses. Audit DD Form 1351-2 travel vouchers for accuracy, completeness, required signatures, supporting documentation, and receipts. Identify errors and discrepancies in travel documentation and coordinate corrections with travelers and appropriate personnel. Prepare and submit weekly Error/Discrepancy Reports to the Contracting Officer's Representative (COR) and Authorizing Official. Process Government Travel Charge Card (GTC) actions, including enrollments, transfers, and terminations. Prepare weekly Individually Billed Account (IBA) delinquency reports and identify outstanding or delinquent accounts requiring attention. Maintain accurate travel, voucher, GTC, and administrative records. Conduct quarterly DTS and travel entitlement training for personnel requiring travel system and travel policy instruction. Provide guidance to travelers and staff regarding DTS procedures, travel entitlements, documentation requirements, and applicable travel policies. Support ACB-1's Training Department with Reserve Component training coordination . Coordinate training requirements for approximately 550 Reserve Component Sailors during operational downtime. Communicate with military personnel, training staff, leadership, and other stakeholders to coordinate training requirements and schedules. Track training requirements, participation, schedules, and other applicable administrative information. Assist with identifying scheduling conflicts, training gaps, and other issues affecting Reserve Component training execution. Recommend annual office process improvements and optimization opportunities related to travel administration, DTS processes, training coordination, and administrative procedures. Develop and maintain organized electronic and physical administrative records. Prepare reports, spreadsheets, correspondence, and other administrative documentation as required. Maintain confidentiality and appropriately safeguard sensitive travel, personnel, and financial information. Follow established federal, Department of Defense, Navy, and organizational policies, procedures, and internal controls. Assist with other administrative, travel, training, and coordination functions as needed. What qualifications do you look for? You might be the professional we’re looking for if you have: Authorization to permanently work in the United States without sponsorship. A High school diploma or equivalent. A minimum of 3 years of Defense Travel System (DTS) experience . Hands-on experience providing DTS customer support and administrative assistance . Working knowledge of the Joint Travel Regulations (JTR) . Experience planning and coordinating military or federal government travel. Experience reviewing DTS authorizations for accuracy and compliance. Experience processing and auditing DD Form 1351-2 travel claims/vouchers . Experience reviewing travel vouchers for accuracy, completeness, required receipts, and supporting documentation. Familiarity with Government Travel Charge Card (GTC) programs. Experience processing GTC enrollments, transfers, terminations, or similar administrative actions. Experience preparing or reviewing IBA delinquency reports . Ability to research travel options and identify cost-effective travel arrangements while maintaining compliance with applicable regulations. Experience coordinating training, schedules, or administrative requirements for military personnel. Strong attention to detail and accuracy. Strong organizational and time-management skills. Ability to manage multiple priorities and deadlines simultaneously. Proficiency with Microsoft Office, particularly Excel, Word, Outlook, and Teams . Strong written and verbal communication skills. Ability to work independently while also collaborating effectively with military, government, and contractor personnel. Ability to handle sensitive travel, financial, and personnel information appropriately. We are extra impressed by folks with: More than 3 years of hands-on DTS experience supporting military or Department of Defense organizations. Extensive experience providing first-line DTS customer support and troubleshooting routine DTS issues. Experience performing DTS administrative routing and maintaining large numbers of traveler profiles. Strong working knowledge of the Joint Travel Regulations (JTR) and federal travel requirements. Experience planning travel for military personnel, including flights, lodging, and rental vehicles. Experience evaluating travel options based on cost, compliance, availability, and mission requirements . Extensive experience auditing DD Form 1351-2 travel vouchers and identifying errors, missing documentation, and entitlement discrepancies. Experience preparing recurring DTS Error/Discrepancy Reports for CORs, Authorizing Officials, or other government leadership. Experience administering Government Travel Charge Card (GTC) programs. Experience preparing and analyzing Individually Billed Account (IBA) delinquency reports . Experience providing DTS and travel entitlement training to military or civilian personnel. Experience supporting Navy, Marine Corps, or other Department of Defense travel programs. Experience coordinating training requirements for large Active Duty and Reserve Component organizations . Experience coordinating training for 500+ military personnel or similarly sized organizations. Experience supporting Reserve Component training, including coordination during operational downtime or inactive periods. Experience working directly with military Training Departments, unit leadership, and administrative personnel. Experience developing administrative processes, standard operating procedures, or workflow improvements. Advanced Microsoft Excel skills for maintaining travel, training, and administrative tracking data. Experience working in a fast-paced military or government environment where accuracy, compliance, and deadlines are critical. What kind of benefits does Terrestris Offer? We offer outstanding benefits including health, financial, and retirement benefits, as well as paid leave, professional development, tuition assistance, and work-life programs. Our award programs acknowledge employees for exceptional performance and superior demonstration of our service standards. Full-time and part-time employees working at least 20 hours a week on a regular basis are eligible to participate in our benefit programs. Other offerings may be provided for employees not within this category. Terrestris is an Equal Opportunity Employer (EOE). Qualified applicants are considered for employment without regard to age, race, color, religion, sex, national origin, sexual orientation, disability, or veteran status. Applicants must be authorized to work in the U.S. DILBERT © 2018 Scott Adams. Used By permission of ANDREWS MCMEEL SYNDICATION. All rights reserved.