Travel Administrative Assistant in Washington, DC at PAE

Date Posted: 8/12/2019

Job Snapshot

  • Employee Type:
    Full-Time
  • Job Type:
  • Experience:
    Not Specified
  • Date Posted:
    8/12/2019

Job Description

Supporting the Most Exciting and Meaningful Missions in the World

Travel Administrative Assistant

Macfadden/PAE is seeking a Travel Administrative Assistant supporting the United States Agency for International Development (USAID) Bureau for Democracy, Conflict and Humanitarian Assistance (DCHA).  Reporting to the Travel Team Lead, the Travel Administrative Assistant supports the Office of Food For Peace (FFP) Travel team, assisting with various administrative tasks for office personnel.

KEY RESPONSIBILITIES

  • Support the Travel Team to ensure that all travel arrangements, documents and document processes are compliant for the client and corporate.
  • Responsible for maintaining physical and virtual document filing systems.
  • Assist other teams as needed.

ESSENTIAL FUNCTIONS

  • Providing support for travelers through acquiring visas, assisting with expenses.
  • Maintaining personnel and travel tracking sheets.
  • Maintaining the electronic document databases.
  • Other duties as required.

PERFORMANCE CRITERIA

Job Skills:

  • Demonstrate an understanding of basic US Government travel policy.
  • Demonstrate a basic understanding of E2 Solutions and Abacus.
  • Demonstrate an understanding of the relationship between E2 Solutions, Abacus, and Phoenix
  • Ability to write memos, waivers, and other written communication clearly and with minimal grammatical mistakes.
  • Establish a strong understanding of Deltek eTime and Reporting for corporate travel.
  • Assists all corporate travelers with travel advances, travel arrangements and completing expense reports.
  • Maintain awareness of any travel related policy changes, ADS changes and system enhancements.

Quality Of Work:

With limited supervision and minimal errors, employee will be able to:

  • Submit basic Travel Authorizations (single destination with no memos/waivers) in E2 Solutions.
  • Understand the voucher process in E2 and can assist clients with submitting vouchers in E2 solutions.
  • Review and validate all vouchers submitted thru Deltek eTime.
  • Assists all invitational travelers, travelers and consultants with navigating thru Deltek eTime.
  • Submit Diplomatic and Official passports.
  • Submit non-urgent visas for both the client and corporate.

Professional Qualities:

  • Understand the structure of FFP and DCHA.
  • Understand the entire travel process for all corporate (MacFadden) travelers.
  • Ability to communicate with the client and corporate travelers in a professional manner.
  • Ability to work in a fast paced environment and meet tight deadlines.

EDUCATION, EXPERIENCE AND SKILLS

Education:

Bachelor’s Degree (or equivalent)

Experience:

At least 2 years of office experience required

Required Skills:

  • Ability to multi-task in fast-paced environment.
  • Excellent organizational skills and attention to detail.
  • Proficiency in basic Microsoft Office 2011 (including Word, Excel, PowerPoint).
  • Professional level skills in both oral and written communication.

U.S. Citizenship is required; selected candidate must be able to qualify for a government sponsored clearance.

Physical Requirements

While performing the duties of this job, the employee is regularly required to talk, hear, and use hands to finger, handle or feel objects, tools, or controls.The employee is occasionally required to reach with hands and arms.Specific vision abilities required by this job include close vision.The employee must occasionally lift or move up to 25 pounds.

This position description reflects Macfadden’s assignment of essential functions; nothing in this job description restricts the Company’s latitude to assign or reassign duties and responsibilities to this job at any time.

PAE is proud to be an Equal Opportunity Employer. Our hiring practices provide equal opportunity for employment without regard to race, religion, color, sex, gender, national origin, age, United States military veteran’s status, ancestry, sexual orientation, marital status, family structure, medical condition including genetic characteristics or information, veteran status, or mental or physical disability so long as the essential functions of the job can be performed with or without reasonable accommodation, or any other protected category under federal, state, or local law.

PAE is proud to be an Equal Opportunity Employer. Our hiring practices provide equal opportunity for employment without regard to race, religion, color, sex, gender, national origin, age, United States military veteran’s status, ancestry, sexual orientation, marital status, family structure, medical condition including genetic characteristics or information, veteran status, or mental or physical disability so long as the essential functions of the job can be performed with or without reasonable accommodation, or any other protected category under federal, state, or local law.

EEO is the Law Poster

EEO is the Law Poster Supplement