Administrative Support Specialist
- Langley (District), BC, Canada
- Langley, BC, Canada
$32.04 USD / hour · Full-time
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Job details
- Pay
- $32.04 USD / hour
- Job type
- Full-time
- Apply by
- Posting language
- English
- Posted
Original job description
Position Summary
The Administrative Assistant performs passenger travel processing requirements to facilitate the movement, of service members, DoD civilian employees, and authorized dependents by all modes of transportation within Continental United States (CONUS) and Outside Continental United States (OCONUS) IAW DTR Part I, Joint Travel Regulations (JTR), DOD 4500.9-R, local DTS business rules and any other service-specific governing directives. Additionally, the ideal candidates provides official travel assistance to include the movement of DoD passengers in conjunction with the Travel Management Company (TMC). The person in this position defines and advises customers of entitlements; provides counseling, arranges, prepares, and distributes documentation for authorized personnel movement.
This position works closely with the government representatives and supported customers, both internally and externally. Must have outstanding verbal and written communication and interpersonal skills; ability to interact effectively across all levels of the organization and with outside organizations/customers. Must possess the ability to protect and maintain confidentiality and to execute tasks and projects independently. Must be an exceptional team player, proactive, self-motivated, well organized and detail oriented.
Essential Functions Of The Position
No direct supervisory responsibilities.
Physical Demands
The Administrative Assistant performs passenger travel processing requirements to facilitate the movement, of service members, DoD civilian employees, and authorized dependents by all modes of transportation within Continental United States (CONUS) and Outside Continental United States (OCONUS) IAW DTR Part I, Joint Travel Regulations (JTR), DOD 4500.9-R, local DTS business rules and any other service-specific governing directives. Additionally, the ideal candidates provides official travel assistance to include the movement of DoD passengers in conjunction with the Travel Management Company (TMC). The person in this position defines and advises customers of entitlements; provides counseling, arranges, prepares, and distributes documentation for authorized personnel movement.
This position works closely with the government representatives and supported customers, both internally and externally. Must have outstanding verbal and written communication and interpersonal skills; ability to interact effectively across all levels of the organization and with outside organizations/customers. Must possess the ability to protect and maintain confidentiality and to execute tasks and projects independently. Must be an exceptional team player, proactive, self-motivated, well organized and detail oriented.
Essential Functions Of The Position
- Select and apply appropriate travel guides, methods, techniques, and work sequences to effectively accomplish work.
- Process and obtain port calls from the Air Mobility Command Passenger Reservation Center for OCONUS travel, utilizing the Global Air Transportation Execution System (GATES) IAW DTR Regulation 4500.9-R (Part I).
- Perform international travel duties and make travel arrangements for DoD military and civilian personnel travel for deployments, permanent change of station (PCS) temporary change of station (TCS) and temporary duty (TDY).
- Arrange commercial charter bus transportation for group travel of two or more individuals, independently or in conjunction with SDDC, and issue the required documentation IAW DTR 4500.9-R (Part I).
- Advise, counsel, arrange, prepare, and distribute documentation for authorized military and civilian personnel and family members on personal property shipments IAW DTR 4500.9-R, Part IV; Joint Travel Regulation (JTR), and service specific guidelines.
- Provide desk side counseling to members on shipping and storage entitlements, owner and carrier responsibilities, and claims liability, IAW the JTR, DTR 4500.9-R (Part IV), and all other personal property regulatory directives.
- Determine entitlements and prepare and process all documentation necessary to effect shipment, storage, Human Remains, and delivery of personal property (household goods, baggage, and mobile homes).
- Perform assignments with minimal technical assistance.
- Review work for compliance with regulatory guides and program policies and for soundness of decisions and conclusions.
- Provide reports and statistical data of all transportation activities.
- Submit monthly traffic activity reports to Site Lead for compilation.
- Process incentive payments and reimbursements.
- Route and award personal property shipments for pick up.
- Process request for extension of travel and transportation entitlements.
- Perform other relevant duties as assigned.
No direct supervisory responsibilities.
Physical Demands
- Required to walk, stand, sit and move about the property for long periods of time.
- Ability to lift and/or move up to 50 pounds.
- Indoor Office environment.
- Noise level is nominal.
- High School diploma or GED, and a minimum of six months of related work experience.
- Two (2) years of recent and relevant experience in traffic management or aerial port organization as a Travel Clerk, preferred.
- Must be able to use Microsoft Office (Word, Excel, PowerPoint, Outlook, etc.).
- Strong written and verbal communication skills.
- Must fluently speak, write, read, and understand English.
- Strong Organizational Skills.
- Ability to multi-task.
- Possess a Valid State Drivers’ License.
- Must be a US Citizen.
- Must be able to obtain a Secret Clearance if required.
More about this job
Responsibilities
Process official travel and transportation arrangements for military and civilian personnel, including international travel, group transportation, and personal property shipments. Advise customers on entitlements, prepare required documentation, process reimbursements and incentive payments, and report transportation activity in compliance with applicable regulations.
Requirements
Requires a high school diploma or GED, at least six months of related experience, Microsoft Office proficiency, strong communication and organizational skills, and a valid state driver's license. Two years of recent traffic management or aerial port experience is preferred; applicants must be U.S. citizens and able to obtain a Secret clearance if required.
Skills
- Travel Processing
- Travel Arrangements
- Passenger Transportation
- Personal Property Shipments
- Entitlement Counseling
- Regulatory Compliance
- Documentation Preparation
- Microsoft Office
- Written Communication
- Verbal Communication
- Organization
- Multitasking
- Confidentiality
- Reporting
- Customer Service
Visa sponsorship
Not detected in the job text
Categories
- Transportation
- Logistics
- Administrative
- Government & Public Sector
Keywords
- Travel Processing
- Official Travel
- DoD
- CONUS
- OCONUS
- DTR Part I
- DTR 4500.9-R
- Joint Travel Regulations
- DTS Business Rules
- Travel Management Company
- Global Air Transportation Execution System
- GATES
- Air Mobility Command Passenger Reservation Center
- Port Calls
- Permanent Change Of Station
- Temporary Duty
- Temporary Change Of Station
- Personal Property Shipments
- Household Goods
- Human Remains
- Entitlements
- Transportation Documentation
- Traffic Management
- Aerial Port
- Microsoft Office
- Monthly Traffic Activity Reports
- Incentive Payments
- Reimbursements
- Secret Clearance