Passport and Visa Specialist

Chenega MIOS•Washington, DC

5d•Onsite

About The Position

Passport and Visa Specialist Washington DC This role is contingent upon position availability. Are you ready to enhance your skills and build your career in a rapidly evolving business climate? Are you looking for a career where professional development is embedded in your employer’s core culture? If so, Chenega Military, Intelligence & Operations Support (MIOS) could be the place for you! Join our team of professionals who support large-scale government operations by leveraging cutting-edge technology and take your career to the next level! Summary: The Passport and Visa Specialist supports a Federal Agency in Washington D.C. with guidance and assistance on passport and visa applications; prepare, review, manage and submit documents for federal employees and other unique staff to obtain official or diplomatic passports and visas. They manage the entire process from request for information through delivery of the passport and/or visa.

Requirements

High School diploma
1+ year of experience in all aspects of acquiring and processing official and diplomatic passports and visas for travelers.
Experience using Foreign Travel Management System (FTMS).
Intermediate level skills with Microsoft Office products, including Excel.
Excellent customer service skills as well as excellent verbal and written communications skills.
Excellent interpersonal and collaboration skills to work with the Agency’s assigned courier who will assist in hand-carrying sensitive passport/visa documentation to/from DoS, embassies, consular offices, and federal agencies and to ensure documentation is safeguarded at all times.
Demonstrate in-depth knowledge of process to obtain, renew, transfer, or revoke passports and obtain visas.
Demonstrated knowledge of Department of State’s passport and visa guidelines, the Federal Travel Regulation, and the Agency’s Foreign Travel Order.
Ability to work on a team and demonstrate excellent customer service skills, including professional writing skills, ability to set expectations with timelines, and flexibility to expeditiously process concurrent requests for passports.
Keep meticulous records for tracking and controlling passports and visas and take necessary steps, with the traveler, to bring about timely passport renewals and avoid lapses in paperwork.

Responsibilities

Work closely with assigned courier to orchestrate the timely delivery of passport(s) or visa(s) by providing information for delivery and pickup of passports to and from the U.S. Department of State, embassy(ies) and/or consular offices.
Prepare professionally written correspondence to federal travelers and to the Department of State and foreign consulates to obtain official or diplomatic passport and visas.
Assist Federal travelers’ urgent requests, by providing guidance and assistance when travelers are unable to meet the timeframe to obtain an official or diplomatic passport or visa for official travel through the Office of Travel Management.
Maintain a High Level of Customer Service.
Track and Report Passports and Visas –Provide up-to-date reports of all passports and visas processed on a weekly and monthly basis, and at the end of the fiscal year.
Maintain Standard Operating Procedures that govern the day-to-day operations of the federal agency’s passport and visa services.
Make the SOP available at all times to the Director, Office of Travel Management and Contracting Officer’s Representative (COR), as requested.
Maintain a Passport and Visa Fact Sheet and Frequently Asked Questions for website.
Meet deadlines for special projects as requested by the Federal Agency.
Exemplify a positive, caring and customer-centric attitude toward all federal travelers through the use of positive and courteous verbal and written communications.
Manage Official and Diplomatic Passports and Visas issued to federal or contractor travelers.
Ensure that all passport information is included in the agency’s FTMS.
Monitor FTMS passport expiration alerts.
Annotate within the agency’s FTMS, and other agency’s tracking system the status of all Official and Diplomatic Passports as issued, do renewed, cancelled, revoked or transferred, etc.
Passport Cancellation/Hold/Disposal – Return all Official and Diplomatic Passports to the U.S. Department of State for cancellation upon retirement or separation of federal employment.
Upon the transfer of a Federal employee to another federal agency, send the passport to the U.S. Department of State to Hold for transfer to another agency.
Dispose of all records, including applications, photos, other personal identification documentation associated with the issuance of an Official and or Diplomatic passport, as directed by the Director, Office of Travel Management
Manage Official U.S. Passports and Visas for all Federal Personnel and create billing packets for reimbursement to the Agency for travel post-payment audits.
Possess expert knowledge of the Department of State’s (DoS) passport and visa policy and guidelines, the Department of State’s Passport service requirements, the Federal Travel Regulation, the Federal Agency’s Travel Order 550.1--Official Travel to effectively manage all U.S. Official and Diplomatic passports and visas for the Federal Agency
Manage the day-to-day process of obtaining passports and visas for federal personnel in accordance with all applicable laws and regulations.
Prepare well written correspondence to embassies, consular offices, the Department of State (DoS), the Department of Defense (DOD); or to Federal Agency employees in order to effectuate the process of obtaining a passport or visa.
Conduct profile maintenance, facilitate profile transfers and input passport and visa information (including expiration dates) into the Department’s Foreign Travel Management System (FTMS).
Keep meticulous records for tracking and controlling passports and visas and take necessary steps, with the traveler, to bring about timely passport renewals and avoid lapses in paperwork.
Avoid retaining copies of documents that are disallowed by DoS and follow the Agency’s and DoS standards on safeguarding passports and Controlled Unclassified Information.
Utilize Microsoft Excel templates, the Concur Travel System and the STARS financial system to facilitate creation of post-payment audit documents for submission to Accounts Receivable upon receipt of travel post-payment audit findings.
Other duties as assigned