Travel Card Coordinator

Texas A&M University System•Austin, TX

1d•Onsite

About The Position

GENERAL DESCRIPTION: The Texas Division of Emergency Management (TDEM) is an emergency response entity and this status can affect working hours, travel, and change in duties as needed. The Travel Card Coordinator serves as one of the Agency’s primary subject matter experts on travel card-related issues and serves as a backup for payment card issues. Assists TDEM staff and stakeholders in preparing travel reports in Emburse, making reservations in Emburse, and advises employees on Federal, state, system, and agency travel guidelines. Works under general supervision, with latitude for the use of initiative and independent judgment. Salary is a fixed rate. This position is located on-site and not subject to telecommuting. ESSENTIAL JOB DUTIES AND RESPONSIBILITIES: Reviews, approves, monitors, and reconciles travel expense reports. Recommends card suspensions and deactivation by monitoring spending habits, infractions, and compliance by cardholders to Agency, System, and State rules and regulations. Recommends and participates in the development of Agency travel procedures and documented practices. Researches and improves documented policies and procedures, editing, drafting, and updating as needed. Resolves payment card-related issues. Works closely with the Procurement area to coordinate card limits, holds, and suspensions. Analyzes and interprets data, both quantitative and qualitative analysis, using accepted statistical methods and qualitative research methods. Prepares, maintains, and presents historical and comparative data. Assists in the enhancements and maintenance of existing systems to provide efficient and evolving methods, processes, or systems to meet the business needs of the agency; Assists with the implementation of new processes and systems or upgrades to systems. Assist with training events and materials. Serves as backup when necessary. Participates in institutional service roles, such as communities of practice, committees, or other workgroups. Ability to travel (5%). May be designated to assist other staff. Face-to-face and person-to-person interactions are required. Maintains a regular course of attendance during assigned work schedule and work extended hours when needed. Performs related work as assigned. This document represents the major duties, responsibilities, and authorities of this job, and is not intended to be a complete list of all tasks and functions. Other duties may be assigned.

Requirements

Education – Bachelor’s degree in a related field from an accredited college or university or an equivalent combination of education and experience.
Considerable knowledge of federal and state regulations, laws, and guidelines concerning financial accounting and reporting.
Practical knowledge of governmental and higher education operations.
Considerable knowledge of travel management processes and procedures.
Knowledge of internal and external reporting processes and procedures.
Strong organizational skills and attention-to-detail oriented.
Must demonstrate an ability to exercise poise, tact, diplomacy, and an ability to establish and maintain positive, working/professional relationships with internal/external customers.
Must be organized, flexible, and able to effectively prioritize in a multi-demand and constantly changing environment; able to meet multiple and sometimes conflicting deadlines without sacrificing accuracy, timeliness, or professionalism.
Working knowledge of Microsoft Office Works Suite.
Working knowledge of online research tools that support market research.
Ability to communicate effectively orally and in writing.
Ability to work independently or in teams, with little supervision.
Analytical abilities and aptitude in problem-solving.
Complete and obtain certification in IS-100, IS-200, IS-700, IS-800 FEMA courses within twelve (12) months of employment and any other training as determined.

Nice To Haves

Experience – Two (2) years of experience in performing duties under the State Travel Management Program, TAMUS Emburse, or similar travel management system.
Additional work experience of the type described above may be substituted for the education requirement on a year-for-year basis.
Thirty (30) semester hours is equivalent to one (1) year of experience.
A completed advanced degree may be substituted in lieu of work experience.

Responsibilities

Reviews, approves, monitors, and reconciles travel expense reports.
Recommends card suspensions and deactivation by monitoring spending habits, infractions, and compliance by cardholders to Agency, System, and State rules and regulations.
Recommends and participates in the development of Agency travel procedures and documented practices.
Researches and improves documented policies and procedures, editing, drafting, and updating as needed.
Resolves payment card-related issues.
Works closely with the Procurement area to coordinate card limits, holds, and suspensions.
Analyzes and interprets data, both quantitative and qualitative analysis, using accepted statistical methods and qualitative research methods.
Prepares, maintains, and presents historical and comparative data.
Assists in the enhancements and maintenance of existing systems to provide efficient and evolving methods, processes, or systems to meet the business needs of the agency; Assists with the implementation of new processes and systems or upgrades to systems.
Assist with training events and materials.
Serves as backup when necessary.
Participates in institutional service roles, such as communities of practice, committees, or other workgroups.
Ability to travel (5%).
May be designated to assist other staff.
Face-to-face and person-to-person interactions are required.
Maintains a regular course of attendance during assigned work schedule and work extended hours when needed.
Performs related work as assigned.