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CA
Canvas

Travel Management Specialist

LocationCustomer Site, Huntsville
Work modeon-site
Typefull-time
Company size51+ people
First seen5d ago
Last seen3d ago
DUTIES:
The selected candidate will provide comprehensive support including:
Travel Authorization Review
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Review DTS travel authorizations for accuracy, completeness, and compliance with applicable Federal, DoD, Army, and Joint Travel Regulations.
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Review travel dates, destinations, itineraries, purpose of travel, and estimated expenses.
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Verify that required supporting documentation and Exception to Travel (ETP) are attached to travel authorizations.
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Review transportation arrangements, including airfare, rail, POV mileage, rental vehicles, taxis, rideshare, parking, and tolls.
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Review lodging selections and identify potential lodging rates or authorization issues.
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Review requests for actual expense reimbursement and required supporting justification.
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Verify and identify missing, incomplete, or potentially incorrect LOAs and coordinate corrections with appropriate Government personnel.
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Identify discrepancies and return travel authorizations to travelers for correction when appropriate.
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Conduct quality-control reviews before authorizations proceed to Government Approving Officials (AO).
Travel Voucher Review
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Review DTS vouchers for accuracy and completeness prior to Government certification.
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Compare actual travel expenses against the approved travel authorization.
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Review lodging expenses and receipts for accuracy and completeness.
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Review transportation expenses and supporting documentation.
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Review rental vehicle, fuel, parking, toll, taxi, rideshare, and other reimbursable expenses.
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Review meals and incidental expenses (M&IE) for accuracy.
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Review travel dates and actual itinerary against the approved authorization.
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Verify required receipts and supporting documentation are uploaded to DTS.
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Verify that the appropriate LOA is present and properly associated with the voucher.
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Identify discrepancies between authorization and voucher information.
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Return deficient vouchers to travelers for correction and resubmission.
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Maintain records of recurring voucher deficiencies and trends.
Traveler Profile Management and Lines of Accounting/Cross Org Management
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Review and maintain traveler profiles in DTS.
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Verify traveler contact information, organizational information, and other required profile data.
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Identify outdated, incomplete, or inaccurate traveler profile information.
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Assist travelers with updating profile information.
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Coordinate required profile changes with DTS administrators and appropriate Government personnel.
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Support traveler profile updates resulting from organizational realignments, personnel transfers, onboarding, and other organizational changes.
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Verify that required Lines of Accounting are included in DTS travel authorizations and vouchers.
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Identify missing, inactive, incomplete, or potentially incorrect LOAs.
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Coordinate LOA discrepancies with designated Government financial, budget, resource management, or FDTA personnel.
Customer Service and Traveler Assistance
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Provide professional customer service to PAE Fires military and civilian travelers.
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Respond to traveler questions concerning DTS authorizations, vouchers, receipts, profiles, and supporting documentation.
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Assist travelers in understanding and correcting identified deficiencies.
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Coordinate complex or unresolved issues with the PAE Fires Payroll and Travel Office.
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Communicate effectively with travelers, Authorizing Officials, Certifying Officials, DTS administrators, and other Government personnel.
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Track customer inquiries and unresolved issues as required.
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Conduct quality-control reviews of completed travel authorizations and vouchers.
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Identify recurring errors and deficiencies across PAE Fires organizations.
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Monitor travel documents for completeness, accuracy, and timely processing.
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Identify potential duplicate claims, unsupported expenses, and documentation deficiencies.
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Conduct periodic sampling of completed travel documents as directed.
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Document review findings and corrective actions.
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Recommend improvements to travel processing procedures and internal controls.
Travel Tracking and Reporting
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Maintain travel tracking tools and databases for assigned travel documents.
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Track authorization and voucher status from initial review through completion.
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Monitor outstanding and aging travel documents.
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Track documents returned to travelers for correction.
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Maintain records of identified deficiencies and corrective actions.
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Prepare recurring travel status reports and management metrics.
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Identify trends and provide recommendations to improve travel processing.
Policy and Procedure Support
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Stay current on applicable Federal, DoD, Army, and Joint Travel Regulations and PAE Fires travel procedures.
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Assist with developing traveler training materials and job aids.
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Assist the PAE Fires Payroll and Travel Office with internal travel reviews and audits.
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Identify potential compliance issues and elevate them to appropriate Government personnel.
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Maintain documentation supporting completed reviews.
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Assist with identifying corrective actions resulting from audits or quality-control reviews.
Organizational Transition Support
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Assist with DTS travel support during organizational realignments and transitions.
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Support traveler profile updates associated with personnel transfers and organizational changes.
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Support DTS administration during Transfer of Function activities and other PAE Fires organizational transitions.
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Assist with identifying travelers who require updates to profiles, routing, LOAs, or other travel-related information.
Security and Information Protection
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Protect Personally Identifiable Information (PII), financial information, and other sensitive Government information.
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Follow applicable Army, DoD, and Federal cybersecurity and information protection requirements.
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Maintain confidentiality of traveler and financial information.
QUALIFICATIONS:
Required Skills/Experience:
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3-5 years MINIMUM of related travel reviewer experience with the Defense Travel System
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Active U.S. DoW Secret clearance is required to perform this work.
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Candidates are required to have a Secret clearance upon hire, and the ability to maintain this clearance level during employment
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Extensive hands-on experience utilizing the Defense Travel System (DTS) and an in-depth working knowledge of the Joint Travel Regulations (JTR).
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Proven ability to perform and thrive in a highly dynamic, fast-paced work environment supporting a high OPTEMPO military or government organization.
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Prior experience supporting an Army Project Office or similar command-level organization.
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High degree of professionalism and strict attention to detail, specifically regarding financial accuracy and regulatory compliance.
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Proficient with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint) and Adobe Acrobat.
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Excellent written and oral communication skills, with the ability to clearly brief leadership and effectively assist travelers across all ranks and grades.
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Travel: Less than 10% in the Continental United States (CONUS)
EDUCATION REQUIREMENTS:
Education Requirements: High School diploma and DTS experience in a DoD program/project office environment is required.
PREFERRED/ DESIRED SKILLS:
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Demonstrated ability to resolve complex travel routing, funding, and ticketing issues under tight deadlines.
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Dependable self-starter with strong interpersonal skills, capable of multitasking and prioritizing assignments effectively both independently and within a team environment
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