Administrative Assistant — Travel Clerk

Terrestris Global Solutions•San Diego, CA

1d•Onsite

About The Position

This is an excellent opportunity for an experienced military travel and administrative professional to support Defense Travel System (DTS) administration, travel compliance, Government Travel Charge Card (GTC) management, travel voucher auditing, and reserve training coordination. At Terrestris, we leverage technology to create better mission outcomes through better human performance. We form strong client and team relationships through transparency and strive to create an environment where our team can let their excellence shine through. By finding, developing, and incorporating new ideas, we provide memorable services. Rooted in the USMC values of honor, courage, and commitment, Terrestris seeks to deliver extraordinary value to the American people by helping the Government become more efficient and effective.

Requirements

Authorization to permanently work in the United States without sponsorship.
A High school diploma or equivalent.
A minimum of 3 years of Defense Travel System (DTS) experience.
Hands-on experience providing DTS customer support and administrative assistance.
Working knowledge of the Joint Travel Regulations (JTR).
Experience planning and coordinating military or federal government travel.
Experience reviewing DTS authorizations for accuracy and compliance.
Experience processing and auditing DD Form 1351-2 travel claims/vouchers.
Experience reviewing travel vouchers for accuracy, completeness, required receipts, and supporting documentation.
Familiarity with Government Travel Charge Card (GTC) programs.
Experience processing GTC enrollments, transfers, terminations, or similar administrative actions.
Experience preparing or reviewing IBA delinquency reports.
Ability to research travel options and identify cost-effective travel arrangements while maintaining compliance with applicable regulations.
Experience coordinating training, schedules, or administrative requirements for military personnel.
Strong attention to detail and accuracy.
Strong organizational and time-management skills.
Ability to manage multiple priorities and deadlines simultaneously.
Proficiency with Microsoft Office, particularly Excel, Word, Outlook, and Teams.
Strong written and verbal communication skills.
Ability to work independently while also collaborating effectively with military, government, and contractor personnel.
Ability to handle sensitive travel, financial, and personnel information appropriately.

Nice To Haves

More than 3 years of hands-on DTS experience supporting military or Department of Defense organizations.
Extensive experience providing first-line DTS customer support and troubleshooting routine DTS issues.
Experience performing DTS administrative routing and maintaining large numbers of traveler profiles.
Strong working knowledge of the Joint Travel Regulations (JTR) and federal travel requirements.
Experience planning travel for military personnel, including flights, lodging, and rental vehicles.
Experience evaluating travel options based on cost, compliance, availability, and mission requirements.
Extensive experience auditing DD Form 1351-2 travel vouchers and identifying errors, missing documentation, and entitlement discrepancies.
Experience preparing recurring DTS Error/Discrepancy Reports for CORs, Authorizing Officials, or other government leadership.
Experience administering Government Travel Charge Card (GTC) programs.
Experience preparing and analyzing Individually Billed Account (IBA) delinquency reports.
Experience providing DTS and travel entitlement training to military or civilian personnel.
Experience supporting Navy, Marine Corps, or other Department of Defense travel programs.
Experience coordinating training requirements for large Active Duty and Reserve Component organizations.
Experience coordinating training for 500+ military personnel or similarly sized organizations.
Experience supporting Reserve Component training, including coordination during operational downtime or inactive periods.
Experience working directly with military Training Departments, unit leadership, and administrative personnel.
Experience developing administrative processes, standard operating procedures, or workflow improvements.
Advanced Microsoft Excel skills for maintaining travel, training, and administrative tracking data.
Experience working in a fast-paced military or government environment where accuracy, compliance, and deadlines are critical.

Responsibilities

Provide first-line customer support for Defense Travel System (DTS) users.
Troubleshoot basic DTS system and administrative issues and assist travelers with resolving routine problems.
Perform DTS administrative routing and ensure travel documents are routed to the appropriate personnel for review and approval.
Maintain and update DTS traveler profiles and associated administrative information.
Plan and coordinate compliant military travel itineraries, including flights, hotels, and rental vehicles.
Research available travel options and identify solutions that provide the lowest overall cost to the Government while complying with applicable travel requirements.
Review DTS authorizations for accuracy, completeness, and compliance with applicable federal travel requirements and Joint Travel Regulations (JTR).
Review travel entitlements and supporting documentation to ensure travelers are authorized the appropriate expenses.
Audit DD Form 1351-2 travel vouchers for accuracy, completeness, required signatures, supporting documentation, and receipts.
Identify errors and discrepancies in travel documentation and coordinate corrections with travelers and appropriate personnel.
Prepare and submit weekly Error/Discrepancy Reports to the Contracting Officer's Representative (COR) and Authorizing Official.
Process Government Travel Charge Card (GTC) actions, including enrollments, transfers, and terminations.
Prepare weekly Individually Billed Account (IBA) delinquency reports and identify outstanding or delinquent accounts requiring attention.
Maintain accurate travel, voucher, GTC, and administrative records.
Conduct quarterly DTS and travel entitlement training for personnel requiring travel system and travel policy instruction.
Provide guidance to travelers and staff regarding DTS procedures, travel entitlements, documentation requirements, and applicable travel policies.
Support ACB-1's Training Department with Reserve Component training coordination.
Coordinate training requirements for approximately 550 Reserve Component Sailors during operational downtime.
Communicate with military personnel, training staff, leadership, and other stakeholders to coordinate training requirements and schedules.
Track training requirements, participation, schedules, and other applicable administrative information.
Assist with identifying scheduling conflicts, training gaps, and other issues affecting Reserve Component training execution.
Recommend annual office process improvements and optimization opportunities related to travel administration, DTS processes, training coordination, and administrative procedures.
Develop and maintain organized electronic and physical administrative records.
Prepare reports, spreadsheets, correspondence, and other administrative documentation as required.
Maintain confidentiality and appropriately safeguard sensitive travel, personnel, and financial information.
Follow established federal, Department of Defense, Navy, and organizational policies, procedures, and internal controls.
Assist with other administrative, travel, training, and coordination functions as needed.