Administrative Assistant

R3 Strategic Support Group; San Diego, Northern (CA, KY); Hybrid; USD 34,000 - 45,000; Full time

Job summary

R3 Strategic Support Group in San Diego, CA is seeking an Administrative Assistant to support travel administration and reserve coordination for Navy personnel, ensuring accurate processing of travel documents and compliance with DoD guidelines.

The role includes DTS customer support, itinerary planning, voucher review, GTC lifecycle management, and IBA reporting, with emphasis on cost effective travel and compliance with JTR; candidates should have three years DTS experience.

Qualifications

• Three years of experience supporting the Defense Travel System (DTS).
• Knowledge of Joint Travel Regulations (JTR) and DD Form 1351-2 processing.
• Experience coordinating training requirements for large Active and Reserve units.

Responsibilities

• Perform travel administrative and reserve coordination services for a large Navy component.
• DTS Customer Support: troubleshoot issues and submit reports to the help desk.
• Plan itineraries and arrange flights, hotels, and rental cars per regulations and mission needs, reporting actions to the AO.
• Assist in the preparation of Travel Authorizations and Travel Vouchers for emergent travel.
• Administer member profiles in DTS, including creating and editing profiles.
• Track and report unapproved Travel Authorizations weekly to the COR and AO.
• Review DTS authorizations for compliance with laws and funding constraints.
• Review vouchers in DTS for accuracy and supporting documentation; summarize issues as needed.
• Process Government Travel Charge Card documentation and manage card terminations and transfers.
• Prepare weekly IBA reports in Excel for review.
• Provide DTS and entitlement training on a quarterly basis.
• Review office procedures and implement approved improvements.

Skills

Typing

Organization

Tools

Word

Excel

PowerPoint

LAN computing operations

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Administrative Assistant

Compensation: Prevailing Wage: $23.67 / Health & Welfare: $5.42

Job Summary

R3 provides Travel Administration and Reserve Coordination support of personnel travel for conferences, events, and fleet exercises for Active and Reserve components, and training coordination support for over five hundred (500) Reserve personnel. This positions also includes travel support for the execution and management of official travel expenses and administrative reconciliation in accordance with Federal and Department of Defense guidelines.

Duties and Responsibilities

• Perform travel administrative and reserve coordination services for ACB-1, consisting of over 550 Active Component Sailors and 550 Reserve Component Sailors
• DTS Customer Support. Provide customer service for the Defense Travel System (DTS) to include troubleshooting system irregularities, performance issues, and system glitches, and submit trouble reports to the DTS help desk.
• Itinerary Planning. Plan itineraries and arrange for flights, hotels, and rental cars that meet regulations and mission requirements in terms of dates, times, and places at the lowest costs, and report actions to the Government Authorizing Official (AO).
• Emergent Travel Preparation. Assist in the preparation of Travel Authorizations and Travel Vouchers for emergent travel of personnel who do not have a Government Travel Card (GTC) and do not have DTS access.
• Profile Administration. Administer member profiles in DTS to include creating, editing, receiving, and transferring member profiles.
• Tracking Unapproved Travel. Monitor, track, and report unapproved Travel Authorizations in MS Word format to the COR, with a copy to the Government Authorizing Official, every Friday of each work week.
• Authorization Compliance Reviews. Review DTS authorizations in accordance with applicable laws/regulations and funding constraints while meeting travelers’ identified mission goals and objectives.
• Voucher Review (DD 1351-2). Review submitted vouchers and sub-vouchers (DD Form 1351-2) in DTS for accuracy, completeness, and appropriate supporting documentation (e.g., receipts as required per the Joint Travel Regulations (JTR)). Errors and discrepancies shall be summarized in MS Word format and submitted to the COR, with a copy to the Government Authorizing Official, no later than Close of Business (COB) Friday of each week.
• GTC Lifecycle Management. Process Government Travel Charge Card (GTC) documentation by providing and submitting travel card request forms for new personnel; and processing travel card terminations and transfers for checking-in and transferring personnel, respectively.
• Individually Billed Accounts (IBA) Reports. Prepare draft weekly reports in Excel format on travel Individually Billed Accounts (IBA) for the Agency Program Coordinator (APC) review and approval.
• DTS & Entitlement Training. Conduct individual or classroom training sessions on travel entitlements and Defense Travel System (DTS) processes on a quarterly basis.
• Process Optimization. Review and make recommendations to the Government Authorizing Official for approval for improvement of office procedures related to travel according to guidelines of the organization on a yearly basis; implement approved recommendations.
• Reserve Training Department Assistance (Downtime Performance). In coordination with ACB-1's Training Department assist active-duty personnel with the reserve component’s needs to complete training.

Qualifications

• Minimum of three (3) years of experience supporting the Defense Travel System (DTS).
• Working knowledge of Joint Travel Regulations (JTR), experience processing DD Form 1351-2 travel claims, familiarity with Government Travel Charge Card (GTC) programs, and capacity to coordinate training requirements for large Active and Reserve units.
• Naval Beach Group/ACB-1 experience, highly desired.
• Possess skills in typing/keyboarding, organizing, and Microsoft Office Professional applications including Word, Excel, PowerPoint, LAN computing operations, and other applicable programs.
• Ability to communicate orally and in writing.
• Knowledge of concepts and formats of Navy correspondence.
• Analyze problems and generate flowcharts.
• Multitask and give special attention to detailed work.
• Knowledge of filing systems. Good organizational skills.
• Ability to identify process inconsistencies, collect the necessary data, establish facts, and take or recommend corrective action in accordance with established guidelines.