POSITION: Jr. Administrative Specialist Level 1 LOCATION: Washington, D.C. REQUIRED CLEARANCE: FAC
The Kenjya-Trusant Group is seeking a Jr. Administrative Specialist Level 1 to join our team. The Administrative Specialist position calls for an experienced travel or financial professional with the knowledge and skills necessary to perform the assigned duties:
Exceptional attention to detail and ability to multitask; excellent communication skills – oral and written; and proven teamwork and interpersonal skills.
The incumbent must have the capacity to act independently and proactively anticipate the needs of a complex organizational unit.
Responsible for providing travel support for OE and Program-funded staff and for providing additional general administrative duties supporting the Program Office.
Must have a strong sense of responsibility and a high customer service standard.
Maintain lists and follow-up on all actions, be highly organized, pay close attention to detail, have excellent proofreading skills with a mastery of English grammar, and be able to handle multi-tasking well.
Must be an individual with sound judgment and excellent interpersonal skills.
Work with the budget team to implement a variety of logistical and administrative operations to ensure a smooth flow of programmatic processes.
Be knowledgeable on all federal, USAID, GSA, and State Department and mission specific travel regulations and allowances;
Prepare travel authorizations for assignment, separation, invitational, temporary duty, and other official travel in accordance with the Agency's travel regulations.
Obtain appropriate clearances and signatures and assure appropriate accounting data information is included on all travel authorizations (TAs).
Coordinate with the traveler and with the USAID travel agent to provide the traveler with a TA and ticket receipt;
Process applications and requests for renewals of Diplomatic and Official passports for the Center for Democracy, Human Rights, and Governance program-funded staff and facilitate the obtainment of required visas and country clearances;
Assist with the preparation and review of travel vouchers for staff.
Review voucher rejections and disallowances and make appropriate adjustments as necessary.
Follow-up with the financial management office to ensure all travel reimbursements are made in a timely manner to ensure that problems are resolved with minimal delay.
Amend travel authorizations as required to upward adjust funds obligated;
Inform staff of DDI Program Office on travel procedures, including how to request authorizations and vouchers within the Agency’s travel systems (UTRAMS and E2), standard operating procedures while conducting travel, the automated country clearance system (ECC) and Agency travel systems and policies.
Provide trainings and/or presentations as needed and prepare responses to frequently asked questions;
Conducts initial research and analysis, plans, and organizes technical and/or statistical information and develops data for use in briefings, publications, and reports;
Ensure the maintenance of hard and electronic files and assist in maintaining tracking systems for travel related documents such as: travel authorizations, vouchers, scanned passports, photos, medical evacuation policy information, etc.;
Maintain office travel budget and projected travel spreadsheet and provide travel report updates as requested;
Establish and maintain effective and productive working relationships with administrative and financial personnel in USAID missions, financial management offices, regional financial management service centers, USAID travel office, and the Agency’s travel agent to facilitate the timely processing of requests and resolution of problems encountered;
Perform other related duties as assigned.
INDIVIDUAL CAPABILITIES/EXPERIENCE REQUIRED:
Experience with GIT, Jira, SVN, or other comparable tools.
Requires bachelor’s degree and up to 3 years of relevant experience.
Proficiency in use of computer programs: Microsoft Office (Word, Excel, PowerPoint,SharePoint, Outlook), Google Suite, email, and proven internet research skills.
Excellent communication, including strong writing and editing skills.
Highly organized, efficient, and detail oriented.
Ability to juggling many competing priorities.
Demonstrated ability to communicate cross-culturally (both verbally and in writing) complex technical issues to generalist audiences.
Ability to problem-solve and work in a complex, fast-moving environment, including coordinating with field locations.
THE KENJYA-TRUSANT GROUP, LLC is a Service-Disabled Veteran-Owned Small Business that was established in 2015 as a merger between The Kenjya Group, Inc. and Trusant Technologies, LLC. Our mission is to implement, support and protect the nation’s advanced technology systems, business processes and high-technology facilities. Working with the Department of Defense, Department of Homeland Security, the Intelligence Community, state and local governments, and commercial clients, Kenjya-Trusant provides cyber protection, information technology, engineering, construction management and acquisition support services. We are a small company with big company benefits, including Health, Dental, Vision, 401K, Bonus Potential, Flexible Spending Account, Life Insurance, Short- and Long-Term Disability, Paid Time Off, and a culture of teamwork and continuous learning. Come grow with us!