Financial/DTS Administrative Assistant (Administrative Support)

People, Technology & Processes, LLC; Gainesville (MS); On-site; USD 52,000 - 72,000; Full time

Job summary

People, Technology & Processes, LLC is seeking a Financial/DTS Administrative Assistant at Stennis Space Center, MS. You will support the Financial Department with budgeting, invoicing, and travel coordination, ensuring compliance with DoD and JTR guidelines.

The role requires strong MS Office skills and experience with ERP/WAWF/TOIS/DTS, plus the ability to prepare funding documents and assist with travel planning for CONUS/OCONUS assignments.

Qualifications

• Bachelor's degree from an accredited U.S. college or two years' familiarity with government financial processes.
• Familiarization with ERP, WAWF, and DISA-supported systems.
• Two years’ TOIS experience for NASA SBTC at Stennis Space Center.
• Five years’ travel coordination experience at Upper-Level Commands.
• Two years’ experience as Defense Travel System (DTS) administrator and user.
• Two years’ experience interpreting Joint Travel Regulations (JTR).
• Five years’ general office and administrative skills including MS Office.
• Ability to write correspondence in professional format.

Responsibilities

• Assist with a variety of management support and administrative duties in the Financial Department.
• Assist with compiling and typing statistical and budget reports and Excel charts for Operations.
• Assist with applying knowledge of financial principles.
• Assist with monitoring, analyzing, and reconciling multiple funding streams (OM&N, Title 10, Title 22).
• Assist with reviewing invoices in WAWF and posting in ERP.
• Assist with preparing funding documents and posting receipts in ERP.
• Assist with preparing and monitoring funding documents (MIPRS, LOAs, RQMTs, etc.).
• Assist with TOIS submissions as RO for SBTC at Stennis Space Center.
• Assist in travel services, including compliance with JTR, NSW policies, and travel guidelines.
• Provide DTS sustainment training and maintain travel records.
• Maintain an up-to-date list of travel cardholders and monitor for fraud.
• Coordinate visa, passport, training, and clearance requirements.

Skills

Travel coordination

Office administration

Written correspondence

Policy compliance

Education

Bachelor's degree

Tools

ERP System

WAWF

TOIS

DTS

JTR

Microsoft Office

Job description

Description

Position title: Financial/DTS Administrative Assistant (Administrative Support)

Location: Stennis Space Center, Mississippi

Clearance required: SECRET

Responsibilities Include (but Are Not Limited To)

• Assist with a variety of management support and administrative and clerical duties in the Financial Department.
• Assist with compiling and typing statistical and budget related reports, maintain related databases and enter new data to develop tables or charts in Excel for the Operations Department.
• Assist with applying knowledge of financial principles.
• Assist with monitoring, analyzing, and reconciling multiple funding streams, ensuring accurate and compliant execution of Operations & Maintenance, Navy (OM&N) funds, Title 10, and Title 22 Security Assistance reimbursable funds.
• Assist with reviewing all invoices in Wide Area Workflow (WAWF) to ensure all invoices are posted in a timely manner, along with other financial systems.
• Assist with preparing funding documents and posting receipts within the Enterprise resource planning (ERP) financial system.
• Assist with preparing and monitoring all funding documents (MIPRS, LOAs, RQMTs, and all other obligatory documents) from initiation to closure.
• Assist with submitting Task Order Information System (TOIS), as the requirement owner (RO), from initiation to closure, which serves as the NASA launchpad system used for requesting installation services supporting SBTC at Stennis Space Center.
• Assists in course costing reviews in accordance with DoD 7000.14-R, FMR Volume 15, Chapter 7. Provides costing data to leadership for program planning and execution decisions.
• Provides support for all CONUS and OCONUS travel.
• Assist in the daily operations of the command's travel services.
• Assists with administering, monitoring, and implementing the travel policies and guidelines provided by the Joint Travel Regulations (JTR), Naval Special Warfare Command (NSW), and this Command. Ensure compliance with different relevant travel policies and procedures.
• Extracts data to support periodic travel reports for all travel within Continental United States (CONUS) and Outside Continental United States (OCONUS), for complex mission requirements that are multifaceted in location and executed at the strategic level.
• In coordination with the assigned Government representative, provides guidance to travelers about travel requirements including visa, passport, training, medical, clearance, and special conditions.
• In coordination with the assigned Government representative, coordinates with travelers traveling OCONUS; assist with the process of creating and submitting for approval all Travel Tracker/Individual Anti-terrorism Plans (TT/IATP) and Aircraft and Personnel Automated Clearance System (APACS) requests as appropriate; monitor the Foreign Clearance Guide for updated travel requirements and restrictions; communicate with U.S. State Department, Country Teams, and other Foreign Partner Nation entities, ensuring all requirements are met, including: proper clearances, passports, VISAs, individual and country-specific training, force protection measures, etc.
• Suggests improvement and innovation in travel programs.
• Serves as Assistant to Finance Defense Travel Administrator (FDTA) and Organizational Defense Travel Administrator (ODTA).
• Assists with review of all submitted authorizations prior to routing for approval; receive manually prepared and signed paper vouchers (DD Form 1351-2) with all receipts from the traveler; upload travelers manually prepared and signed DD Form 1351-2 and all receipts attached to the Defense Travel System (DTS) voucher.
• Assist with the proper processing of TAD requests, ensuring completeness, accuracy, and validating budget obligation amounts for all personnel travel and special tasking travel performed by command personnel. Ensure accurate data is collected for maintenance of records, files, and documentation of expenditures.
• In coordination with the assigned Government representative, liaise with SATO Travel Office on behalf of command or traveler in cases of flight or itinerary changes, ensuring proper and prompt ticketing, and/or ensuring cancellations, as necessary, are complete and timely.
• In coordination with the assigned Government representative, reviews, and answers questions on completed travel orders and contact the Defense Travel Management Office (DTMO) and/or higher echelon chain of command for resolution of problems or discrepancies.
• In coordination with the assigned Government representative, performs analysis of non-liquidated travel claims to determine reasons for outstanding balances and initiate action to clear the travel claims.
• Assists in providing DTS sustainment training to command personnel, providing guidance on updates to DTS programs.
• Maintains a tickler file to follow-up on all outstanding travel claims.
• Assists with developing and maintaining an Excel spreadsheet used for tracking and maintaining records for all TAD travel expenses; projections for future budgeting; and budget and trend analysis.
• Pulls reports from DTS Report Scheduler to track all DTS Authorizations and Vouchers; verifying Departure Status, Approved Status, and Un-submitted Vouchers.
• Assists with submitting daily department accountability reports via the Naval Special Warfare Training and Readiness Management System (NTRMS).
• Assists the Command Agency Program Coordinator (APC) for monitoring the day to-day operations of the Department of Defense (DoD) travel card program.
• Maintains an up-to-date list of all current cardholders and accounts to include information such as account names, account numbers, addresses, and telephone numbers. Randomly review and inspect cardholders’ accounts to help prevent and/or identify any fraudulent transactions. Assist cardholders in ensuring balances are paid as required.
• Assists passport applicants in reviewing applications for presence of required entries, signatures, and photographs.
• Assists in the processing of VISA applications as necessary.
• Comply with policies and procedures set forth in the corporation's Handbook of Policy and Procedures.

Qualifications

• Shall have a bachelor’s degree from an accredited U.S. college or at least two (2) years’ familiarizations with governmental financial processes.
• Familiarization with Enterprise Resource Planning (ERP) System, Wide Area Workflow (WAWF), and DISA-supported systems.
• Two (2) years’ experience Task Order Information System (TOIS), which serves as the NASA launchpad system used for requesting installation services supporting SBTC at Stennis Space Center.
• Five (5) years’ travel coordinator experience at Upper-Level Staff Commands.
• Two (2) years’ collective experience as Defense Travel System (DTS) administrator and user.
• Two (2) two years’ experience interpreting and applying the Joint Travel Regulations (JTR).
• Five (5) years’ experience in general office and administrative skills to include experience using Microsoft Office suite and operating office machines such as copier, fax, etc.
• Shall be able to write correspondence in professional format, when necessary.