Travel and Honoraria Lead

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SUMMARY

The Travel and Honoraria Lead oversees a staff and provides administrative travel reimbursement and honoraria support for the Department of Energy (DOE), Office of Science. This position is responsible for making accurate and cost-effective foreign and domestic travel arrangements, providing technical knowledge of Federal foreign and domestic travel regulations, and ensuring reimbursements and payments are disbursed in a timely manner. As a federal contractor, CNI is a drug-free workplace and adheres to the Federal Controlled Substance Act.   

ESSENTIAL REQUIREMENTS

Experience operating in Concur software.

Knowledge of Federal requirements regarding payments of honoraria to foreign citizens.

Knowledge of Federal travel regulations.

Experience supervising a staff of up to ten (10) individuals.

KEY DUTIES AND RESPONSIBILITIES

Essential Duties and responsibilities include the following.  Other duties may be assigned.

Leads and mentors assigned staff. Provides training and direction for ensuring the achievement of maximum performance with high standards and exercises supervisory personnel management responsibilities.

Uses Concur software to book hotel and all modes of transportation reservations according to Federal government guidelines, to include working through transportation schedule changes

Interacts with clients and researchers from the United States and abroad to support travel requirements.

Demonstrates excellent customer service in interacting with representatives from a large Federal agency.

Assists travelers in using Concur and in completing expense reimbursement processes.

Initiates, processes and completes honoraria payments to both domestic and international subject matter experts.

Responds to requests for assistance with a sense of urgency on cases having a high priority for expedited action and response operation. 

Provides travel support for other invitational, domestic, international, and special groups, as assigned.

Reviews requirements of foreign and domestic travel regulations and policy changes, etc. Informs and instructs other office personnel on requirement changes.

Reviews and audits travel orders to ensure travel mode and entitlements accurately reflect travelers’ itineraries and comply with Federal travel regulations

Assesses travel orders to ensure that they follow regulatory guidance and that they reflect appropriate accounting citations, funding allotments and budget clearances. Prepares financial status data and reports for management, as required.

Reviews local, domestic, and international travel reservations, authorizations, and vouchers. Adheres to policy compliance / reporting. Assists employees in the use of online travel systems.

Contacts travel planners and/or travelers concerning errors in authorizations and vouchers. 

Provides accurate and timely records of travel to resolve reimbursement issues.  Assists with adjustments after travel has occurred.  Resolves missing, non-payments, over payments or under payment issues.

Ensures quality control and compliance to the Federal Travel Regulations (FTR) and departmental policy for all travel authorizations and expense reports.

Responsible for aiding in own self-development by being available and receptive to all training made available by the company.

Plans daily activities within the guidelines of company policy, job description and supervisor’s instruction in such a way as to maximize personal output. 

OTHER DUTIES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.  Duties, responsibilities and activities may change at any time with or without notice.

EDUCATION AND EXPERIENCE

Bachelor's degree and a minimum of seven (7) years’ relevant experience, or equivalent combination of education/experience.

JOB SPECIFIC KNOWLEDGE/SKILLS/ABILITIES

Operational knowledge of online travel systems, including Ad Trav, FTMS, and Concur.

Working knowledge of Federal Travel Regulation (FTR).

Requires knowledge in using Microsoft Office Suite and other DOE legacy administrative systems.

Operational knowledge of standard office practices and procedures.

Proficient in the use of standard office equipment and automation systems.

Requires knowledge in gathering and synthesizing data from various sources to support reporting process.

Excellent verbal and written communications skills.

Excellent customer service and relationship-building skills.

Ability to effectively interact with a large, diverse customer population.

Excellent listening and problem resolution skills.

Excellent organization and analytical skills with ability to manage multiple projects and priorities.

Ability to work effectively both individually and in a team environment.

Ability to manage employees.

LANGUAGE SKILLS

Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures or governmental regulations. Ability to write reports, business correspondence and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers and the general public.

MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference and volume. Ability to apply concepts of basic algebra and geometry.

REASONING ABILITY

Ability to define problems, collect data, establish facts and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.

Work is primarily performed in an office environment. Regularly required to sit. Regularly required use hands to finger, handle, or feel, reach with hands and arms to handle objects and operate tools, computer, and/or controls. Required to speak and hear. Occasionally required to stand, walk and stoop, kneel, crouch, or crawl. Must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, and ability to adjust focus.  Exposed to general office noise with computers printers and light traffic. 

CNI CORE COMPETENCIES

Responsible for the integration of CNI Core Competencies into daily functions, including commitment to integrity, knowledge/quality of work, supporting financial goals of the company, initiative/motivation, cooperation/relationships, problem analysis/discretion, accomplishing goals through organization, positive oral/written communication skills, leadership abilities, commitment to Affirmative Action, reliability/dependability, flexibility and ownership/accountability of actions taken.

COMPLIANCE

Promotes and encourages a culture of compliance with all applicable rules (federal, state, local, Federal Acquisition Regulations, Code of Federal Regulations, Prime Contract requirements, etc.) for themselves and the company as a whole. Fosters an environment in which they will report any violations or reasonably suspected violation of CNI policy, FAR, and/or CFR and are comfortable discussing the myriad compliance, conflict, FAR, CFR, etc. issues that arise during the performance of a government contract.  

Please note, that this position is contingent upon the award or funding. The essential duties, experience, education requirements, and salary are subject to change. Your application submission authorizes Chickasaw Nation Industries (CNI) to consider your application all CNI Programs*

EOE including Disability/Vet

If you like wild growth and working with happy, enthusiastic over-achievers, you'll enjoy your career with us!