Job Abstract

Job Title: Travel Arranger

Department: Operations - Services

Reports To: RavenTek Program Manager

Location: Washington, DC with flexibility for telework

Schedule: Monday - Friday

Hours: Full-time, 40-hours/week

FLSA Status: Salaried Exempt

Position Summary

The Travel Arranger will support The Department of State (DOS), Bureau of Counterterrorism, providing support to other Units and Offices within the DOS to ensure the success of the program's mission. The performance of the Travel Arranger position is key to RavenTek’s performance on the DOS CT contract, and therefore RavenTek’s mission to support the Department of State.

Essential Duties and Responsibilities

• Arrange travel for bureau with a priority for front office leadership and assist with travel planning, ensuring timeliness and accuracy, culminating in approved travel authorizations.
• Assist travelers with the submission of travel vouchers at the conclusion of each trip within 5 business days in accordance with bureau and department policy guidelines.
• Handle all tasks required to arrange travel including a particular emphasis on ensuring that all travel is in accordance with the Federal Travel Regulation (FTR), including passport applications submission, processing country clearance (eCC) requests and securing travel visas when required.
• Ensure timely action by relevant managers and staff on received action items.
• Possibly organize overseas representational events in the specific department and elsewhere, and prepare guest lists, escort VIP guests, reserve meeting rooms, and organize in coordination with post.
• Manage the e2 universe of CT and SPEHA employees and travel arrangers to include new user requests and delete departing staff.
• Manage the travel card program for the bureau in conjunction with CT/EX Budget.
• Work with CT/EX Budget on travel unliquidated obligations and taskers.
• Create, maintain, and update standard operating procedures (SOPs) for the office in compliance with specific organizational requirements.
• Maintain all electronic and paper files.
• Maintain the office SharePoint site and ensure the filing system is organized and functional.
• Advise and assist other staff members to ensure understanding and compliance with established SOPs, requesting guidance from senior staff members as necessary.
• Enter actual time worked, once complete, at the end of the day, or no later than 10:00 a.m. the following workday, and submit timesheets at the end of each pay period.
• Monitor and respond to RavenTek email a minimum of 3 times per week.
• Complete required compliance training as assigned.
• Other duties as assigned.

Qualifications, Knowledge, and Critical Skills

• Excellent customer service and multi-tasking skills, including planning and management of conferences and representational events.
• Intermediate knowledge of and experience with the Microsoft Office suite and ability to learn use of Department, bureau, or office databases as required.
• Prior knowledge and experience with the Federal Travel Regulation (FTR) preferred. Ideally, will have previous experience with the applicability of the FTR within the Department of State.
• Familiarity with a variety of computer systems, including travel systems, preferred.
• Strong oral and written communications skills and tact when interfacing with other offices, individuals, and institutions.
• Some familiarity with basic foreign policy, economic and development principles and international institutions is preferred.
• Ability to provide presentations to large groups.
• Ability to prioritize and work on tasks simultaneously in a fast-paced environment.
• Ability to work in a team environment in a positive manner.
• Can maintain a high level of professionalism in a fast-paced work environment.
• Ability to work independently and under supervision.

Education & Work Experience

• Three (3) years of administrative/office management or relevant experience required.
• High School Diploma.

Certifications, Licenses

• N/A

Special Requirements

• Possess a Secret clearance.

Work Environment

Employee will be working indoors in an office environment. Potential moderate temperature fluctuations. Typical indoor and computer related noise level, and typical office, paper, and equipment related dust. Exposure to video display terminals occurs on a regular basis.

Physical Demands

Employee must be able to sit at a workstation for extended periods; use hand(s) to handle or feel objects, tools, or controls; reach with hands and arms; talk, see and hear. Requires the ability to work on desktop or laptop computer for extended periods of time. Employee may be required to occasionally lift and/or move moderate amounts of weight, typically less than 20 pounds. Regular and predictable attendance is essential.

ADA: RavenTek will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990.

EEO/AA: RavenTek does not discriminate on the basis of race, color, national origin, sex, religion, age, disability, sexual orientation, gender identity, veteran status, height, weight, or marital status in employment or the provision of services and is an equal access/equal opportunity/affirmative action employer.

This job description is not intended to be an all-inclusive list of duties and standards of the position and will be reviewed periodically as duties and responsibilities change with business necessity. Essential job functions are subject to modification. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.