Ft Riley Admin Travel and Trans Counselor

Job Title: Admin Travel & Trans Counselor

Location: Fort Riley KS

Type position: Full Time

Pay Type: Hourly

Clearance Required: NA

Responsibilities and Duties

• Perform a full range of transportation services for active-duty military personnel, reserve components, and department of defense civilians in connection with processing authorized personal property shipment/storage entitlements paid for at Government expense.
• Conduct individual and mass counseling sessions on an appointment and emergency walk-in basis, informing members of the entitlements and responsibilities related to the shipment/storage of personal property/ household goods/ privately owned vehicles etc. Verifies and signs a variety of transportation documents acting as an Ordering officer for the Transportation Officer.
• Schedules appointments over the phone or on a walk-in basis and computes the amount of time needed for the counseling appointment based upon information contained in the member's orders. Ensures individual is instructed to pick up necessary forms, pamphlets, and documents they need to complete as well as items to inventory and completed application required for shipment prior to the member's appointment date. Ensures individuals have all required documentation, orders, and amendments.
• Interprets individual's orders to determine and fully explain authorized entitlements and weight allowances to the member and/or their agent.
• Receives, monitors, and processes all mail-in applications.
• Maintains shipment records, prepares and processes shipping and storage documents using the automated transportation system (s).
• Answers inquiries and informs the military community pertaining to worldwide inbound and outbound shipments of personal baggage, household goods, firearms, mobile homes, and personally owned vehicles in a professional and timely manner. Responds to written inquiries on transportation and storage entitlements for personal property shipments.
• Briefs information on entitlements, such as authorized weight allowances, storage allowances, procedures to ship privately owned vehicles, weight restricted areas, forms, inventories, orders, location of the counseling office, phone numbers, and peak season moving periods that affect shipment processing, pick up, or delivery. Explains the extent of transportation allowances and entitlements to ship property at government expense, place property in temporary/non-temporary storage, restrictions at the next temporary or permanent duty station, responsibility for overweight charges, responsibility for charges incurred by exceeding the authorized storage period, shipment of privately owned motor vehicles and mobile homes, "high value items", additional insurance coverage, and specialized services if the member elects to move at their own expense.
• Screens movement orders for correct funding appropriation and citation, member entitlements and authorization for shipment.
• Reviews completed applications to ensure precision. Deems what is in the best interest of the government and owner in determining mode of shipment by estimated weight, cost factors, origin, destination, current regulations.
• Receives, reviews, and processes correspondence, official orders, and applications to move property from residence and non-temporary storage. Maintains records for Non-Temp storage files and tracks expiration dates and additional costs. Assists retired/ deployed/ or separated members in retrieving their goods from storage in a timely manner.
• Keeps in contact with multiple units and POCs to make process flow successfully. Forwards appropriate advance documents to other transportation offices for movement of property both overseas and within the continental United States, as applicable.
• Determines authorization and necessity for packing and crating, storage-in-transit, and whether government, commercial, or DOD contract facilities will be utilized and makes those arrangements. Compiles transportation control and movement documents for overseas shipment; coding necessary information including pack, transportation control number, consignee code, priority, required delivery date, transit time, mode of transportation, transportation control cost account code, number pieces, weight, cube, owners name and rank. Assures that necessary documents accompany shipment including when necessary, customs clearance forms.
• Provides the Government Bills of Lading and Diversion Certificates for movement of household goods and house trailers via all modes. Composes and delivers correspondence, messages, etc. relative to shipments of household goods.
• Provides Do it Yourself (DITY) / Personally Procured Move (PPM) entitlement briefs to all active duty members retiring or separating. Brief includes thorough explanation regarding procedures to ship privately owned vehicles, storage allowances, weight restricted areas, populating all associated forms, inventories, orders, contact numbers, and location of counseling office for appointments to prepare all documents for members.
• Performs specialized household goods processing services and cost estimates to determine the best method of movement (e. g., government versus Do-It-Yourself). Ensures the member is fully counseled as to their weight allowance, when eligible to use DITY as the movement method, maximum allowable reimbursement by the government, excess weight, authorized items and equipment, and procedures to follow if they decide to use DITY as the movement method. Assist members in claiming actual cost/ storage claims and is responsible for constructing a government cost to properly pay members in the government's best interest.
• Assesses Defense Personal Property System (DP3) inbound queue to review DITY/PPM data ensuring weight allowances and associated entitlements are not exceeded. Enters all associated weight tickets, reviews and verifies inbound weight shipments data. Finalizes all reviewed and entered data in the accessed DP3 inbound queue.
• Maintains all certified correspondence with USPS labeling mailing program that supports the DITY/PPM inbound and outbound. Logs in each transaction with a control number to the local move cumulative cost sheet, tallies monthly, and forwards to the Director.
• Assists in preparing and forwarding extension of storage or movement requests and ensures that entitlements are incompliance with agency policy. Information provided may be in the form of, but not limited to, which regulation covers a specific entitlement, rebuttals to previously completed inquiries, date the member completed their application for movement of property, carrier's failure to pick up on the requested date, transit times, cost estimates, and standard personal property allowances as stated in the appropriate regulation/directive. Receive and process storage and / or actual cost claims.
• Advises member or dependent regarding shipment of special items, the liability of the commercial carrier for loss and/or damage of these items, availability of additional insurance from the carrier, and advises member of excess costs involved in the shipment of such items.
• Computes proportionate costs to be borne by owner resulting from excess weight, distance, and/or storage. Issues DD Form 139 for collection of excess charges.
• Administers the local housing move program budget application and computation process.
• Upon receipt of a pending assignment to family housing order, verifies data and ensures the correct accounting classification is entered as the first endorsement to the order.
• Performs a cost calculation on the move, and enters the estimated cost at the end of the accounting classification. Ensures information provided reflects most current law, regulation and procedure.
• Explains shipment restrictions of pets overseas and vaccination certificates required during and arrival to final destination.
• Advises and assists personnel on procedures and preparation for shipment of their personally owned vehicles and issues catalytic converter removal certificates in accordance with applicable regulations as required.
• Advises members of documentation needed, entry requirements, and restrictions in effect in certain areas/countries; issues Environmental Protection Agency waivers authorizing removal of emission control components and entitlements as to shipping converters as personal property.
• Identifies entitlements, benefits, and restrictions for individuals where travel is with unusual circumstances and consults with supervisor as necessary.
• Performs clerical and data entry tasks in support of above duties using the automated personal property systems and computer. The computer terminal is used to create records, store or extract data and information, transmit the data and generate reports.
• Composes correspondence pertaining to personal property moving and storing and answers inquiries from commercial carriers and authorized movers relative to plans, policies, and procedures of the organization. Replies to incoming correspondence within area of the organization.
• Responsible for accuracy, format, mechanical, correctness, and complete attachments and enclosures.
• Prepares regular and special reports pertaining to the section's responsibilities.

Requirements

• Superior customer's service skills.
• Excellent Communication skills ( verbal and written).
• Abilities to conduct briefing with individuals and groups.
• Ability to learn and use the Defense Personal Property System (DP3) and other software's required.
• Accounting skills to perform calculations and cost estimates.
• Excellent organizational skills.
• Must be able to read, write and speak English.
• Proficient with Microsoft Office and other programs
• Ability to work in a team environment
• Must be a high school graduate or possess equivalency diploma
• Must pass pre-employment drug scre