Travel Assistant

General Statement of Job

The Travel Assistant is responsible for providing administrative support to the Travel department, timely processing, review of the travel, and expense requests for all College employees. This individual assists employees with college-wide trainings, "How To" guides on usage of the current Travel & Expense management system, receipt documentation, policy and procedures questions, in addition to other related duties.

Specific Duties and Responsibilities

Specific Duties and Responsibilities

• Ensures employee travel and expense report reimbursements align with college policies and procedures. Reviews requests for travel reimbursement, prepayments for travel- related expenses, and emergency requests. This involves validating and organizing various documents, verifying accuracy, reviewing supporting documentation, and requesting W-9 forms as necessary.

• Provides outstanding customer service, communication, and assistance to all staff by addressing calls, emails and collaborating with departments to obtain necessary information for travel processing and compliance requirements.

• Responsible for staying up to date with GSA per diem rates and state mileage rate changes.

• Assists with updating Travel forms, guidelines, and training material on expense reporting policies, standards, tutorials and system improvements.

• Supports college-wide training and guides new employees in utilizing the existing travel management system, ensuring adherence to travel policies and reimbursement procedures.

• Responsible for review and research of stale dated Travel checks and clearing travel related pending refunds.

• Distributes approved travel checks for vendors and employees, and issues fleet fuel credit cards to designated employees and maintains the fuel logs.

• Applies a working knowledge of applicable policies, procedures, laws and regulations; verifies documents for completeness and compliance with government and private agencies.

• Maintains records by adhering to the College record retention procedures; this includes filing, retrieval, retention, storage, etc.

• Assists with reporting and travel reconciliations as needed.

• Performs general office duties and other duties as assigned.

Position Information

Posting Number SP2551 Position Title Travel Assistant Department FAS-Business Office Temporary End Date (if applicable) Location Pecan E-Class Classified FLSA Non-Exempt Min Salary $33,800 Salary Range

• Required Education and Experience

• Associate's Degree or a minimum of 60 earned college hours.

• At least one (1) year of experience in processing travel reimbursements and/or expenses, preferred.

• Experience in a higher education institution, preferred.

Required Knowledge, Skills and Abilities

• Excellent oral, written and interpersonal communication skills.

• Strong computer skills with knowledge of Microsoft Office including, but not limited to, Word, Excel, PowerPoint, and Outlook, the Windows environment, and internet research skills.

• Ability to prioritize, organize, and complete multiple tasks with attention to detail, within stated deadlines.

• Ability to adapt to constant change and periods of fast-paced, high-intensity work situations.

• Ability to work independently as well as a team player within department and with others.

• Ability to work evenings and/or weekends as needed; willing to travel throughout the college district using own means of reliable transportation.

• Demonstrated commitment to achieving the vision and mission of South Texas College.

• Ability to read and interpret business related documents and procedure manuals.

• Ability to write routine reports and correspondence.

• Ability to apply practical understanding to carry out instructions furnished in written, oral, or diagram form.

• Ability to deal with problems involving several concrete variables in standardized situations.

Checks, Certificates, Licenses, and Registrations

• Security Sensitive position: all applicants are subject to a criminal background check under South Texas College policy.

• In addition, subject to a federal background check.

• Must have or qualify for a valid Texas driver's license and proof of liability insurance.

Physical Requirements

• Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.

• Bending the body downward and forward by bending leg and spine.

• Perceiving attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips.

• Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.

• Applying pressure to an object with the fingers and palm.

• Perceiving the nature of sounds at normal speaking levels with or without correction.

• Ability to receive detailed information through oral communication, and to make the discrimination in sound.

• Raising objects from a lower to a higher position or moving objects horizontally from position-to-position. Occurs to a considerable degree and requires substantial use of upper extremities and back muscles.

• Ability to make rational decisions through sound logic and deductive processes.

• Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.

• Standing or sitting particularly for sustained periods of time.

• Bending body downward and forward by bending spine at the waist. Occurs to a considerable degree and requires full motion of the lower extremities and back muscles.

• Close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading.

• Mobility to accomplish tasks, particularly for long distances or moving from one work site to another.

Working Environment

The above job description is not intended as, nor should it be construed as, exhaustive of all responsibilities, skills, efforts, or working conditions associated with this job.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this job.

Posting Detail Information

Desired Start Date 07/15/2024 Close Date 07/04/2024 Open Until Filled (overrides Close Date) No Special Instructions to Applicants

This is an online only application

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Transcripts

Transcripts must be from an institution accredited by an accrediting agency recognized by the U.S. Department of Education or the Council for Higher Education Accreditation (CHEA).

Foreign transcripts

Applicants submitting employment applications with foreign transcripts must provide transcript equivalency documentation from an approved evaluation service. The evaluation service must be a member of the National Association of Credential Evaluation Services (NACES). The evaluation service links on the following site are provided by South Texas College for your convenience but are not affiliated with South Texas College: NACES Members

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