Staff Travel Coordinator

POSITION TITLE: Staff Travel Coordinator

DEPARTMENT: Administrative

PAY GRADE: 10

FLSA STATUS: Non-Exempt 

ESC CODE: 43-4181

FUNDING SOURCE: Indirect

OPENING: April 25, 2025

CLOSING: May 5, 2025

Position Summary:

This position is responsible for assisting with the coordination and scheduling of travel, housing, and/or transportation for individuals traveling on behalf of the Yakutat Tlingit Tribe (YTT).

This position requires compliance with Yakutat Tlingit Tribe’s compliance standards, including its Standards of Conduct, Compliance Program, and policies and procedures. Such compliance will be an element considered as part of the position’s regular performance evaluation. 

Essential Functions:

• Prioritizes work according to departmental needs; determines workflow problems and develops solutions.


• Plans, organizes and implements a standardized system for requesting and scheduling incoming and outgoing travel for individuals traveling on behalf of YTT including air travel, lodging, and vehicle transportation; develops communication materials and assists with the dissemination information.


• Coordination of YTT housing and vehicles; collaborates with other departments as needed.


• Assists with the development and implementation of policies, procedures and documents; identifies and appropriately follows-up on issues and/or complaints; elevates and/or refers issues as appropriate.


• Treats staff courteously; anticipates and responds timely to staff travel needs; explores options when unable to deliver a requested product or service, and pursues solutions until the staff is satisfied; provides status reports and progress updates to staff; answers questions and provides guidance as needed; seeks staff feedback and ensures needs have been fully met; recognizes adverse staff reactions and develops better alternatives; takes responsibility to resolve staff complaints; creates strategies to serve staff more effectively.


• Establishes and maintains files, records, and other information sources related to work; keeps suspense file on recurring and other scheduled requirements for replies and reports.


• Inputs data into computer database systems; retrieves, verifies, and corrects information from the computer system.


• Prepares program related documents and materials; orders and maintains adequate program supplies.


• Obtains, analyzes, and summarizes material for the preparation of reports; maintains department records.


• Maintains appointment and event calendars, keeps suspense file on recurring and other scheduled requirements for replies and reports.


• Prepares disbursement requests to process invoices for payment; tracks and prepares expense reimbursement requests for payment; prepares purchasing requests.


• Prepares, submits, and reconciles invoices, purchase orders, and other financial transactions.


• Treats customers courteously; anticipates and responds timely to customer needs; explores options when unable to deliver a requested product or service, and pursues solutions until the customer is satisfied; provides status reports and progress updates to customers; seeks customer feedback and ensures needs have been fully met; recognizes adverse customer reactions and develops better alternatives; takes responsibility to resolve customer complaints; creates strategies to serve customers more effectively.


• Maintain a desk top procedure manual for position, updating as needed.


• Coordinate and/or assist with special projects as assigned or requested. 


• Performs other duties assigned.

Knowledge, Skills and Abilities:

Knowledge of:

·         Computers and job-related software programs.

·         Mathematical calculations and the principles and practices of clerical accounting, bookkeeping, budgeting, and financial reports.

·         Customer service principles.

·         Travel booking platforms (Alaska Airlines, Hotels.com, Expedia, etc.).

·         General Services Administration.

Ability to:

·         Work with personal computer and utilize a variety of software applications.

·         Learn and continuously improve, to be audited, observed, and reviewed.

·         Communicate clearly and effectively, both orally and in writing.

·         Prioritize and shift priorities in a changing environment.

·         Organize the multiple demands of the job.

·         Assess the need for Direct Billing and set up where needed.

Skill in:

·         Personal effectiveness and credibility; understands the importance of maintaining confidentiality, able to maintain confidentiality.

·         Time management and prioritizing and organizing work.

·         Problem solving; must demonstrate critical thinking, problem solving, organization and time management skills.

·         Interpersonal relations and customer service.

·         Maintenance of files and records.

·         Use of such office equipment as a computer, scanner, fax machine, and copier.

·         Use of computers and job-related software programs.

·         Analysis of problems and the development and implementation of solutions.

·         Oral and written communication.

Work Environment/Physical Demands:

The environment involves everyday risks or discomforts that require normal safety precautions typical of such places as offices, meeting and training rooms, requiring use of safe work practices with office equipment, avoidance of trips and falls, observance of fire regulations and traffic signals. The work area is adequately lighted, heated, and ventilated.

The work is sedentary. Typically, the employee sits comfortably to do the work.  However, there may be some walking; standing; bending; carrying light items, such as papers, books, or small parts; or driving an automobile. The employee must be able to read, write, speak and hear.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Supervisory and Management Responsibility:

This position has no supervisory responsibility or authority.

Minimum Qualifications:

• High school diploma or GED required. 


• One (1) year of progressively responsible related experience performing similar duties preferred.


• Experience in working with the Native American population preferred.


• Must be 18 years of age or older.


• Must be able to pass a National Criminal and State background check.


• Valid Alaska Driver’s License. 

Disclosures:

 We welcome applications from all suitably qualified persons regardless of their race, sex, disability, religion/belief, sexual orientation, or age.

• THE YAKUTAT TLINGIT TRIBE IS A DRUG FREE WORKPLACE. THIS POSITION MAY BE SUBJECT TO RANDOM DRUG TESTING AND CRIMINAL HISTORY CHECK.  
  

• Preference will be given to qualified Yakutat Tlingit Tribal Member and/or Alaska Native candidates.

• NATIVE AMERICAN PREFERENCE WILL BE APPLIED TO HIRING OF THIS POSITION AS DEFINED IN TITLE 25, US CODE, CHAPTER 14, SUBCHAPTER V, SUBSECTION 273 AND 274.  WE ARE AN EQUAL OPPORTUNITY EMPLOYER WITH PREFERENCE GIVEN TO QUALIFIED NATIVE AMERICAN/ALASKA NATIVE APPLICANTS IN ACCORDANCE WITH FEDERAL LAW AND TRIBAL POLICY.