Title: TRAVEL SUPERVISOR Location: United States-Virginia-Virginia Beach Job Number: 240003DV Job Summary: Serves as the NEXCOM technical specialist on all travel matters. Includes ensuring compliance with the JTR and acts as the Government Travel Charge Card Program coordinator. This is not a travel agent position. . Duties and Responsibilities: - Provides timely and efficient assistance to NEXCOM's world-wide traveling associates, while ensuring compliance with mandatory Government Travel Charge Card (GTCC) rules and compliance with Joint Travel Regulations (JTR),and the City Pair Program, and the Defense Travel System (DTS). - Communicates at a high level using tact and diplomacy, using the most expedient method for the situation. Is firm with the rules, but works hard to reach a solution displaying professionalism, patience and compassion to travelers. - Must acquire in-depth working knowledge of the Joint Travel Regulations (JTR). - Maintains oversight of a third-party professional Contracted Travel Office (CTO). - Manages the travel staff consisting of two NF2 Travel Clerks and one NF3 Travel Assistant Supervisor. - Ensures that proper staffing levels are maintained at all times to accomplish the primary objective of providing good customer service for NEXCOM's traveling associates. Also responsible for conducting training and performance management of the staff members. - Participates with Contracting department (Code K) in evaluating CTO performance and renewal requirements, as necessary. - Interprets and implements instructions, directives, changes to JTR, etc. promulgated by higher authority. Provides input and makes recommendations and/or initiates changes as required. Makes periodic changes to Temporary Travel Duty Entitlement Guidebook. Maintains/updates Travel Department web-page. Will advise the Command of changes to the authorized rate of reimbursement for business use of personal car. - Responsible for Travel Department's timely scheduling of associate travel requirements. This includes such functions as arranging, preparing and processing necessary documentation for travel reservations, tickets, monetary advances (where absolutely necessary), required clearances, passports, lodging accommodations, car rentals, Travel Orders (except PCSO), and similar services. - Acts as the primary point of contact to provide JTR and business-based answers to questions asked by travelers. - Responsible for Travel Department's timely processing of associate travel claims, both TDY and PCS, and Evacuation Travel in accordance with guidance provided by JTR and internal NEXCOM policy and procedures. Travelers are required to submit their properly approved claims on Form 1351-2 within 5 days of trip completion and under normal circumstances, the Travel Department should process traveler claims within 5-10 days using direct deposit where available. Must adhere to mandatory use of split disbursement in settling claims. Must also ensure that monetary advances, should they exist, be settled in conjunction with claim settlement. Also must provide the NEXCOM traveler with a detailed explanation of the financial computation of their claim settlement that is understandable by the traveler. - Shares responsibility with the IT Department for the continual capability and smooth operation of the Integrated Automated Travel System (IATS). - Brings requests for waiver of claims outside of normal guidelines to the attention of the supervisor and/or higher authority for approval or denial in accordance with written internal NEXCOM guidance. - Provides guidance to staff where the more difficult and complex travel computations/allowances are involved. - Manages the Government Travel Card program and ensures that rules and regulations are adhered to. This includes but not limited to the following: - Ensures new hires sign the required application and Statement of Understanding - Reviews associate travel for both possible unauthorized use - Ensures proper use of split disbursement reporting - Issues monthly reports on delinquent use of the travel card - Where necessary, temporarily increase the credit limits for traveler use. - Ensures that travel related aspects of the Continuity of Operations Plan (COOP) are strictly followed. - Works under the general supervision of the Director (Corp.Acctg, Budgets & Travel) or Controller, who provides guidance. Incumbent operates independently within the framework of established policies, procedures and regulations. Discusses with supervisor only those problems involving policy decisions. However, keeps supervisor informed concerning problems of a sensitive, unprecedented or unusual nature. Work is reviewed in terms of efficiency of travel operations, accuracy of processing and overall adherence to policy and regulations. - Performs other related duties as assigned. Qualifications: GENERAL EXPERIENCE: Three years of experience in administrative, professional, investigative or other responsible work which enabled the applicant to gain knowledge of management practices and administrative processes; skill in dealing with others in person-to-person work relationships; and the ability to exercise mature judgment. OR SUBSTITUTION OF EDUCATION FOR EXPERIENCE: 1 year of academic study above the high school level may be substituted for 9 months of experience, up to a maximum of a 4 year bachelors degree for 3 years of general experience. AND SPECIALIZED EXPERIENCE: Three years of responsible experience which demonstrated knowledge and management of processing of travel claims and computation of allowances; interpretation and effective communication of complex regulations; or similar work that demonstrated the knowledge and abilities to perform the work of the position. Pervious supervisory experience. Preferred, but not required: experience with the provisions of the Joint Travel Regulations and the Government Travel Charge Card Program. Job: Financial/Accounting
