POSITION DESCRIPTION

TASK TITLE: Travel Card Program – CGFS/F/AOO/SCI/TCP

POSITION: Travel Card Program –Business Analyst/Team Lead

DoS MANAGER: Megan V. Jones

TASK PURPOSE:
Bureau of the Comptroller and Global Financial Services (CGFS) is responsible for oversight and management of the Government Travel Charge Card Program for the Department of State and other government agencies. In support of this requirement, CGFS requires a contractor to provide both business and project support and coordination efforts for the domestic and overseas government travel charge card program.

MINIMUM/GENERAL REQUIREMENTS:

• Four-year degree from an accredited college or university A four year degree from an accredited college or university in the suggested field of study, but not limited to: Finance, Business, Accounting, Economics and Four years of relevant professional experience.
• Prior experience working on project teams, performing financial and data analysis, and business process assessments.
• Must have the ability to multi-task, work independently and in teams, be self-motivated and manage multiple deadlines; the ability to deliver accurate, clear and concise documentation and presentations that are technically accurate and meets client needs; and the ability to work collaboratively with managers, peers and customers to achieve results. Must be customer focused.
• Must have strong verbal and written communication skills, and demonstrated leadership and problem solving skills. Must have solid skills in Microsoft Excel, PowerPoint and Visio, and familiarity with MS Access.
• High levels of confidentiality, ethics and integrity is required.
• Key Skills – Confidentiality, flexibility, time-management, detail-orientated, organized, excellent communicator via phone and email, excellent customer service, team player, analytical, positive attitude, good computer, research and problem solving skills.
• Must have experience leading/managing teams .Experience with DoS financial systems, reporting platforms, and/or eTravel preferred. Prior experience with Travel Card Programs, Banking Electronic Access Systems and PMP or LEAN certification desired.

TEAM LEAD RESPONSIBILITY:

• A percentage of time is allocated to assist the APM in managing/supporting the contractor personnel in a division (The percentage of time will vary based on situations/scenarios that may arise within a department.)
• Acts a liaison between the contractor employees and the clients (DoS Managers).
• Assists APM with performance coaching, mentoring and development of contractor employees.
• Assists APM with new employee/hire orientations and scheduling (preparation of the new hire binder, OJT Form requirements from the DoS Manager, badging appointment, building tour, introductions to division staff, coordinates with division Secretary for cubical set up, training schedule from the DoS Manager and identification of required systems access).
• Assists APM with travel and training document preparation.
• Assists APM with interviewing and candidate selection.
• Assists to ensure contractors are compliant with established Haynes Contract and DoS policies and procedures.
• Assists APM in reviewing time and attendance to ensure accurate billing (monitor sign in/out logs and time and attendance database for discrepancies).
• Assists APM in monitoring contractor scheduling and leave requests in the office to ensure appropriate staffing/coverage. During T&A weeks and Holidays the Contractor Team Lead will work closely with DoS Management to ensure appropriate coverage.
• Required to meet with each contractor employee for monthly and/or quarterly one-on-one to go over performance and address and issues/concerns/questions [documents meetings].
• Assists APM with review and approval of contractor leave requests and deviations from the normal work schedule. Assists APM with managing the contractor employees work schedule and ensure appropriate coverage within the department – will notify the client of any schedule changes.
• Works with the client to review requests for overtime against workload requirements. Collects overtime forms from all contractor staff and provides to DoS Manager and GTM for approval signatures (If applicable and approved.)
• Required to attend a monthly Team Lead Meeting and ad hoc meetings as necessary to address contractor related issues/concerns/recognition.

FUNCTIONAL RESPONSIBILITY:

• Provides direct support to the Travel Card Program Manager, provide background information, trend analysis and feasibility studies in implementing new progras and resolutions to problems.
• Perform project management, cross divisional project coordination, management reporting and presentations, business process assessments and documentation, customer service, and measurement and metric analysis for Department Level program, which supports in excess of twenty thousand personnel.
• Understand customers’ business processes and practices and serve as a Subject Matter expert (SME) on travel charge card related capabilities and new industry charge card capabilities. Serve as the SME for Travel Card business and operations, domestically and overseas.
• Understanding of the Federal Travel Regulations, Government Charge Card Abuse Prevention Act of 2012, Travel and Transportation Reform Act of 1998, GSA SmartPay master contracts, and all regulations and policies governing the Travel Card Program.
• Perform analysis of complex business and operational processes both domestically and overseas, and for internal/external agencies. Identify and implement program improvements while complying with required government mandates. Formulate and implement solutions to improve business efficiencies, accuracy and compliance of travel card processes. Effectively document and communicate results.
• Conduct departmental analysis of charge card related legislation and directives to determine departmental effects. Review GFMS, Data Warehouse, RFMS, E2, PCS and other systems to identify issues related to existing legislation, government orders and/or directives related to government travel.
• Provide analysis and review of travel charge card program’s internal controls to ensure compliance with federal government and departmental regulations and policies, and to assess and manage risk.
• Act as liaison between commercial banking entities, bureaus and posts on charge card related issues and initiatives.
• Communicate and work with staff, bureaus, posts and other government agencies. Develop and document best practices for department’s operational units.
• Perform transaction analysis, verification of interfaces, and identification of errors. Utilize spreadsheet, databases and financial reporting software to analyze data.
• Responsible for providing user support as needed, identifying training requirements, conducting training, and reviewing/preparing documentation.
• Provide project monitoring, risk assessment and decision support analysis to DoS management.
• Review and prepare documents and presentations for various audiences and Senior Level Managers, both domestically and overseas.
• Communicate professionally, tactfully and courteously to customers, coworkers and management regarding all aspects of the job including information in the form of charge card problems. Promptly share information that may impact work processes with appropriate personnel both verbally and in writing. Advise management on difficult problems or anomalies that cannot be resolved independently, and on issues that may be escalated or need to be escalated internally or to external agencies.
• Comply with all appropriate controls and procedures to protect organizational integrity and prevent unauthorized use or misappropriation of all classified and sensitive (but unclassified) and Personally Identifiable Information (PII) material and equipment in assignment area(s); report instances of security violations/problems to the appropriate supervisory/management official; and assume personal responsibility for safeguarding classified and sensitive (but unclassified) material and equipment within assignment area(s).
• Comply with ISO-9001 requirements.

SOFTWARE SYSTEMS UTILIZED:
CitiManager, Remedy Case Management, ServiceNow, GFS Knowledgebase, E2 Global Travel System, GFMS, RFMS, Reports.web, GBI, HR/PCS Travel, MS Suite (Word, Excel, PowerPoint, Access, Visio)

PERIOD OF PERFORMANCE:
The contractor employee will work an 8 hour shift with a non-compensated 45-minute lunch. Additional hours may be required and must be authorized by your Project Manager and DoS Management.

SECURITY REQUIREMENTS:
All personnel provided under this task order must be able to either possess or obtain a security clearance up to the “Top Secret/SCI” level, to be issued by Department of State, Diplomatic Security.

Government Property:
The Government will provide the Contractor with copies of documents containing the standards, procedures, and guidelines that are in use at CGFS, as required. The Government will provide one workstation equipped with telephone and personal computer workstation loaded with Microsoft Windows and Office software. The Government will provide the Contractor with electronic copies of existing policies and documentation that may be needed to develop the specified procedures and schedules. All Government furnished documents, equipment, hardware and software will remain the property of the U.S. Department of State before, during and after this effort. All deliverables developed by the contractor during this task order will also be the sole property of the U.S. Department of State, Bureau of the Comptroller and Global Financial Services Charleston.

Haynes, INC. is an Equal Opportunity Employer. We do not discriminate against any employee or applicant for employment because of race, color, religion, gender, national origin, age, marital status, disability, veteran status, sexual orientation, or other protected status in any of the terms or conditions of employment