Travel Clerk III

Set Pay Rate: $19.75 per hour
SHIFT: 7:30am-4:00pm
Job Summary:
Verifying travel orders: Ensuring that travel orders are in line with costs, availability, and convenience. Notifying personnel: Informing personnel of travel dates, baggage limits, medical and visa requirements. Assisting with travel forms: Helping personnel complete travel forms and other travel-related business transactions. Delivering travel orders: Delivering travel orders and personnel files to individuals prior to departure. As appropriate, meeting arriving personnel: Informing arriving personnel of available facilities and housing. Arranging transportation: Arranging motor transportation for arriving or departing personnel.
Essential Functions:

• Comply with all Agency policies and procedures and follow contract specifications
• Promptly respond to all calls or messages from supervisor or designated representative
• Communicates with the US Army War College to arrange all GOPAX bus transportation requests.
• Processes and reconciliates the office’s two CBA credit cards used for PCS and TDY travel using the CBARS, CEDMS, and CitiManager systems.
• Assists and addresses all customer questions and concerns which includes explaining claim settlements.
• Counsel customers on the procedures and policies for PCs flights, shipping and receiving personal property including claims procedures.
• Maintains and reconciles the office’s two CBA credit cards.
• Uses AMC GATES and SATO systems to book PCS flights for CONUS and OCONUS locations for the state of PA.
• Respects confidentiality and carries out all responsibilities in a professional manner with regard to site appearance, customer satisfaction, and compliance with all policies.
• Keeps required job training and certification up to date and properly documented.
• Assists in determining creative and effective ways to disseminate essential information to customers in the office, on campus, and at annual expo events.
• Perform clerical and administrative functions ensuring accuracy and completeness
• Assist in the development and implementation of a wide variety of office practices and procedures
• Make simple adaptations and interpretations of a limited number of substantive guides and manuals
• Using administrative skills, assist in the recognition of issues, inconsistencies, potential problems, discrepancies related to office operations and report to site management
• Develop and maintain computer record keeping systems for the site
• Answer phone, handle issues as appropriate, take and deliver messages, forward calls as necessary
• Provide assistance to visitors and announce to appropriate personnel
• Handle problems and issues and refer substantive issues to site management
• Review incoming correspondence, sort, and route mail as well as send and receive faxes
• Fax, e-mail, FedEx documents to corporate headquarters; make photo copies as needed
• Take service calls and requests from customers, forward as required
• Maintain flow and output of work, prepare and forward documents as required
• Make decisions regarding the priority, frequency, and sequencing of job duties
• Identify problems that affect the orderly flow of work
• Develop, complete, and maintain requested reports and records
• Verify accuracy and completeness of reports and outgoing correspondence
• Comply with uniform dress code and personal hygiene standards
• Comply with all security procedures; wear ID badge(s) at all times while working at site

Secondary Functions:

• Perform other duties and tasks as needed

*Duties, responsibilities, and tasks may change at any time with or without notice
Physical Abilities Needed to Meet Work Demands:

• Ability to sit, stand, and walk for long periods of time
• Ability to go up and down stairs
• Ability to reach above the head, bend, kneel, stoop
• Ability to lift, carry, and push up to 50 lbs. regularly
• Ability to work in dusty spaces or adverse weather conditions
• Ability to see details on the floor, above the head, or on surfaces

Job Competencies Needed for Success on the Job:

• Ability to work with limited direct supervision
• Ability to maintain confidentiality
• Ability to work without assistance to complete assignments
• Ability to work in a constant state of alertness and with safety always in mind
• Ability to follow directions and focus on tasks
• Ability to make decisions and solve problems
• Ability to be organized, flexible, and dedicated to quality service
• Ability to handle tasks with judgement, tact, and accuracy
• Ability to prioritize and manage multiple tasks effectively
• Ability to analyze data and recommend corrective action
• Ability to manipulate numbers
• Ability to report problems or relate information
• Ability to understand and comply with safety procedures and environmental requirements
• Ability to read, write, and speak (communicate and relate information) English
• Ability to understand terminology of the office unit
• Ability to use a computer for data input and retrieval of information as required
• Ability to file, type, photocopy, collate, and operate office machinery
• Ability to maintain and submit reports, logs, and other paperwork in a timely manner
• Ability to use and care for equipment and cleaning supplies properly
• Ability to notice and report changes in work space conditions
• Ability to complete tasks in a timely manner with numerous interruptions
• Ability to attend work regularly according to assigned schedule and company policies
• Ability to work a flexible schedule as required
• Ability to attend and participate in training and work related meetings
• Ability to deal with others in a positive, enthusiastic, respectful, and courteous manner
• Ability to comply with all building, security, and company policies and procedures

Other requirements:

• Valid driver’s license from state of residence and ability to drive if required for the position
• License must have been valid for at least 3 years
• If driving a 15 passenger van, must be at least 25 years old
• Acceptable driving record as determined by Agency’s insurance carrier and by Chimes DC policies and procedures

Essential Personnel:
This position is designated as essential. This means that when the facility is faced with an institutional emergency, employees in this position may be required to remain at their work location or to report to work to protect, recover, and continue operations at the facility.
Education:

• High school diploma or its equivalent
• Valid CPR/FR certification preferred
• Knowledge of typing, filing, and office procedures, routines, and best practices
• Knowledge of Computerized Maintenance Management System (CMMS) such as MAXIMO, SAMS, TAMS, JAMS

Experience:

• Minimum of four (4) years’ experience in clerical work including administrative duties
• Thorough knowledge of standard English, basic arithmetic, and modern office methods and equipment required
• High degree of skill in typing and computer utilization
• Proficient in a variety of software including Word, Excel, and PowerPoint

Skills Test:

• Typing and Filing test

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)