Passport and Visa Specialist

Articus Solutions, LLC • Washington, DC

7d • $19 - $39

About The Position

The Passport and Visa Specialist supports the Department of Energy in Washington, D.C., by providing guidance and assistance with passport and visa applications for federal employees and other designated staff. The specialist prepares, reviews, manages, and submits documents to obtain official or diplomatic passports and visas, overseeing the process from the initial request for information through delivery.

The role manages day-to-day passport and visa operations in accordance with applicable laws and regulations. It includes coordinating with couriers, the Department of State, embassies, consular offices, the Department of Defense, and federal travelers; maintaining accurate tracking records and system profiles; monitoring expirations and facilitating timely renewals; and safeguarding sensitive passport information and Controlled Unclassified Information. The specialist also maintains procedures and traveler-facing information, produces status reports, and prepares billing packets and post-payment audit documents.

Requirements

• High school diploma.
• At least 1 year of experience in all aspects of acquiring and processing official and diplomatic passports and visas for travelers.
• Experience using the Foreign Travel Management System (FTMS) or a similar system.
• Intermediate skills with Microsoft Office products, including Excel.
• Successfully pass background and drug screening.
• Excellent customer service, verbal communication, and written communication skills.
• Strong interpersonal and collaboration skills, including the ability to coordinate with an assigned courier handling sensitive passport and visa documentation and ensure it is safeguarded.
• In-depth knowledge of processes for obtaining, renewing, transferring, or revoking passports and obtaining visas.
• Knowledge of Department of State passport and visa guidelines, the Federal Travel Regulation, and the agency’s Foreign Travel Order.
• Ability to work on a team, write professionally, set expectations about timelines, and flexibly process concurrent passport requests.
• Ability to maintain meticulous tracking records and work with travelers to facilitate timely passport renewals.

Responsibilities

• Coordinate with the assigned courier to arrange timely delivery and pickup of passports and visas to and from the Department of State, embassies, and consular offices.
• Prepare professional correspondence to federal travelers, the Department of State, foreign consulates, embassies, and other relevant organizations to support passport and visa applications.
• Assist federal travelers with urgent requests and provide guidance when normal processing timeframes cannot be met.
• Provide courteous, customer-focused service and communicate professionally with federal travelers.
• Track and report passports and visas processed through weekly, monthly, and fiscal-year-end reports.
• Maintain standard operating procedures for the agency’s passport and visa services and make them available to the Director, Office of Travel Management, and COR upon request.
• Maintain passport and visa fact sheets and frequently asked questions for the website.
• Complete special projects by requested deadlines.
• Manage official and diplomatic passports and visas issued to federal and contractor travelers, including recording relevant information in the agency’s FTMS and monitoring expiration alerts.
• Update tracking systems to reflect passport status, including issuance, renewal, cancellation, revocation, or transfer.
• Return passports to the Department of State for cancellation or holding for transfer when federal employees separate or move to another agency, and dispose of associated records as directed.
• Manage official U.S. passports and visas for federal personnel and prepare billing packets for agency reimbursement and travel post-payment audits.
• Manage the day-to-day process for obtaining passports and visas in accordance with applicable laws and regulations.
• Maintain profiles, facilitate profile transfers, and enter passport and visa information, including expiration dates, into the Department’s FTMS.
• Keep meticulous passport and visa tracking records and work with travelers to support timely renewals and avoid incomplete paperwork.
• Follow Department of State and agency requirements for safeguarding passports and Controlled Unclassified Information, and avoid retaining prohibited document copies.
• Use Microsoft Excel templates, Concur Travel System, and STARS financial system to prepare post-payment audit documents for Accounts Receivable.
• Perform other duties as assigned.

Benefits

• The company states that it offers a broad range of benefits but does not specify individual benefits in the posting.
• Professional development opportunities, including on-the-job learning and formal development programs.
• Well-being programs.

What This Job Offers

• Job Type: Full-time
• Education Level: High school or GED