Travel/Administrative Specialist

Req ID: 32279SummaryTravel/Administrative SpecialistWashington, DCArticus 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.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!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

Provides support and assists 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.

Serves as subject matter expert for the USAID passport and visa program.

Demonstrates experience interpreting and explaining the requirements for obtaining passports and visas including the types and sources of documentation needed.

Demonstrates experience examining applications and supporting documents for acceptability as proof of citizenship for passports and visas.

Responsible for staying abreast of guidance and updates as it pertains to international travel.

Works with staff of foreign embassies ensuring all requirements are met to obtain a visa.

Works directly with all employees to facilitate passport and visa requirements prior to traveling

Works with the Special Issuance Agency (SIA) ensuring all requirements are met to obtain an official/diplomatic passport.

Quality controls passport applications to ensure accuracy prior to submitting to the Special Issuance Agency (SIA).

Quality controls visa applications to ensure accuracy prior to submitting them to the Embassy.

Responsible for confirming appointments, taking passport/visa photos, accepting applications, and completing visa requests.

Manages a database to track and visa passport information.

Develop proficiency in preparing documents for actions in the E2 travel system responsible for delivering and retrieving visa and passport applications and logging them into a tracking system.

Responsible for delivering passports and visas to the traveler.Serving as the primary POC for the Travel and Transportation Division help desk.

Liaising with various offices, including the Department of State, General Services Administration, and other federal government agencies as required.

Maintaining electronic and hard copy files and systems in compliance with USG, Agency, and office standards.Providing administrative support duties including scanning, copying, filing, and other administrative support (making sure clearances and mandatory training are all completed and up to date) as needed.

Maintain any communications materials that may be needed such as a newsletter or training materials.

Delivers passport and visa documents to the Department of State Special Issuance Agency and various embassies.

Qualifications

High school diploma or GED equivalent required

2+ years of relevant experience to include:

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

US Citizenship

Must possess a valid driver’s license

Background check and ability to obtain USAID Facilities Access required

Knowledge, Skills, and Abilities:

Ability to quality control various travel-related documents ensuring that they are error-free and accurate.

Ability to triage incoming requests and interface with the various stakeholders to resolve any concerns/issues.

Knowledge of federal travel rules and regulations.

Successful candidates must be reliable, highly organized, motivated, and able to excel in a deadline-oriented work environment. S/he will have:

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/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. Ability to balance priorities and manage multiple work streams.

Self-motivated . The ability to complete tasks independently and in a timely manner.

Analytical . Strong ability to identify problems and solve them with demonstrable analytical and reasoning ability.

Customer service-oriented with the ability to build strong relationships.

Demonstrates strong attention to detail. 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.

Demonstrates the ability to manage multiple work streams and balance priorities. 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 in a timely manner with the COR and/or designated Program Manager when unable to meet necessary deadlines.

Understands Client relationships and handles communications effectively and appropriately. Have excellent written and verbal communication skills. The Travel and Transportation Specialist should also be knowledgeable and able to convey current and accurate information.

Meets client needs, acts professionally, shows initiative, and represents the team positively. The Travel and Transportation Specialist must produce accurate, high-quality work rapidly while contributing to a team in a collegial manner.

Contributes proactively as part of a team. The Travel and Transportation Specialist must be perceptive and willing to pitch in or volunteer where needed; must also demonstrate an ability to work well with a range of personalities.

How you’ll growAt 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.BenefitsAt 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 cultureOur 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 citizenshipChenega 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.Chenega MIOS News- https://chenegamios.com/news/Tips from your Talent Acquisition TeamWe want job seekers exploring opportunities at Chenega MIOS to feel prepared and confident. To help you with your research, we suggest you review the following links:Chenega MIOS web site - www.chenegamios.comGlassdoor - https://www.glassdoor.com/Overview/Working-at-Chenega-MIOS-EIIE369514.11,23.htmLinkedIn - https://www.linkedin.com/company/1472684/Facebook - https://www.facebook.com/chenegamios/#Articus, LLCChenega Corporation and family of companies is an EOE.Equal Opportunity Employer/Veterans/DisabledNative preference under PL 93-638.We participate in the E-Verify Employment Verification Program