Travel Program Coordinator

Department: Aviation Department

Salary: $29.71 - $42.70 Commensurate with Experience

Welcome to the City of Charlotte

Charlotte is America’s Queen City, opening her arms to a diverse and inclusive community of residents, businesses and visitors alike. Here you will find a safe, family-oriented city where people work together to help everyone thrive. The mission of the City of Charlotte is to deliver quality public services and promote the safety, health, and quality of life for all residents.

Our guiding principles include:

• Attracting and retaining a skilled and diverse workforce

• Valuing teamwork, openness, accountability, productivity, and employee development

• Providing all customers with courteous, responsive, accessible, and seamless quality services

• Taking initiative to identify, analyze, and solve problems

• Collaborating with stakeholders to make informed decisions

SUMMARY

The Travel Program Coordinator is responsible for the full administration and oversight of the Aviation Department’s travel and employee expense reimbursement program. This position ensures that all department travel is compliant with City and Aviation policies, monitors and audits travel activity, and provides guidance and training to departmental staff. Working collaboratively with the Finance and Budget division, the role ensures the timely processing and approval of travel documentation and employee expense reimbursements and plays a key role in policy development, compliance enforcement and program improvement.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Administer and manage all aspects of the Aviation Departments travel program, including employee expense reimbursements.
• Ensure compliance with City and Aviation travel policies and proactively recommend updates to policies as needed to reflect operational needs and City mandates.
• Approve, monitor, and review, all departmental travel activity and purchases, identifying errors, discrepancies, and policy violations.
• Oversee the timely submission and approval of pre-travel authorizations and post-travel expense reports.
• Manage and track employee repayment of funds when applicable.
• Develop and conduct initial and annual training sessions on travel procedures and systems for Aviation Department staff.
• Serve as the primary point of contact for all travel-related inquiries, offering guidance, troubleshooting, and policy interpretation.
• Maintain and manage travel system user profiles, ensure correct GL coding of charges, and provide technical support to staff.
• Order, track, distribute, destroy T-cards in accordance with City and Aviation policies.
• Collaborate with Finance and Procurement to identify and address T-Card or P-Card violations and administer corrective action or infractions as needed.
• Prepare and analyze travel reports to identify trends, ensure fiscal accountability, and recommend improvements.
• Ensure documentation and electronic records for all travel transactions are complete, accurate, and stored according to retention and audit standards.
• Serve as a department liaison at City-wide Travel Coordinator meetings and remain informed of policy changes and compliance requirements.
• Completes special projects and other duties as assigned; performs directed research.

COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES

Knowledge of

• Knowledge of government or public sector financial and travel systems.
• Familiarity with T-Card, procurement, and travel auditing practices.
• Effective communication and presentation skills, especially in training environments.
• Proficiency in Microsoft Office and financial systems such as Workday or similar ERP platforms.

Skill in

• Interpersonal skills necessary to develop and maintain effective and appropriate working relationships
• Providing excellent customer service to internal and external customers
• Strong organizational and analytical skills with the ability to manage complex and competing priorities
• Collaboration and teamwork
• Strong attention to detail
• Troubleshooting and problem-solving techniques

Ability to

• Express ideas effectively, both orally as well as in writing.
• Identify and analyze problems and identify possible solutions in support of established goals.
• Identify and effectively respond to issues, concerns, and needs.
• Work independently as well as a team member with diverse workgroups.

MINIMUM QUALIFICATIONS

• High school diploma or equivalent and 5 years relevant experience
• Associates degree and 3 years relevant experience
• Bachelor's degree and 1-year relevant experience

PREFERRED QUALIFICATIONS

• Associate’s degree in Business Administration, Public Administration, or a related field preferred.
• Three (3) or more years of experience managing administrative, travel, or compliance-driven programs.
• Experience with travel coordination, procurement processes, and financial policy enforcement.

WORKING CONDITIONS AND PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• This position is relative free from unpleasant environmental conditions or hazards and is generally sedentary. Incumbents may be required to exert up to 5 pounds of force occasionally, a negligible amount of force frequently, and/or constantly having to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.

ADA and Other Requirements

Positions in this class typically require grasping, stooping, squatting, kneeling, crouching, reaching, pushing, talking, hearing, seeing, and repetitive motions.

Physical Requirements:

• Essential and marginal functions may require maintaining physical condition necessary for sitting, standing, climbing, or walking extended periods of time
• Light to moderate lifting and carrying; some crouching, stooping, squatting, crawling, reaching, pushing, and pulling when performing tasks
• Adequate vision, hearing, and speech required

Sensory Requirements:

• Concentrated and attentive use of one or more senses (visual, audio, and other sensory modalities) for proof reading, data entry, tabulating data
• Ability to operate in an environment with frequent interruptions from people and or noises, which in return could result in some level of stress, fatigue, or strain
• Comprehensive of written information in work related documents
• Ability to hear, understand and distinguish speech

ADDITIONAL INFORMATION

• The salary range for this position is $33.34/hr. - $38.99/hr. Commensurate with experience.
• This position is hybrid eligible.

This job description is not intended to be and should not be construed as an inclusive list of all the responsibilities, skills, or working conditions associated with the position. While it is intended to accurately reflect the position activities and requirements, management reserves the right to modify, add or remove duties and assign other duties at any time. This job description does not constitute a written or implied contract of employment.

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were written out in this job description.

CONDITIONS OF EMPLOYMENT

The City’s Background Check Policy requires background checks to be conducted on final internal or external candidate(s) applying for any position with the City of Charlotte. The type of information that will be collected as part of a background check includes, but is not limited to: reference checks, social security verification, education verification, criminal conviction record check, and, if applicable, a credit history check, sex offender registry and motor vehicle records check.

Background checks must be in compliance with all federal and state statutes, such as the Fair Credit Reporting Act (FCRA). The checks must be consistent with the guidelines set forth by these laws requiring organizations to obtain a candidate’s written authorization before obtaining a criminal background report, motor vehicle records check or credit report; and to properly store and dispose of information derived from such reports.

Final candidates must pass a pre-employment drug-screening test and physical examination. During the selection process, candidates may be asked to take a skills test, and/or participate in other assessments.

The City of Charlotte is an Equal Opportunity Employer and does not unlawfully discriminate on the basis of race, religion, color, sex, national origin, marital status, age, disability, sexual orientation, political affiliation or on the basis of actual or perceived gender as expressed through dress, appearance, or behavior.

Our culture is to serve the community honorably.

HOW TO APPLY

Apply online.

Federal law requires employers to provide reasonable accommodations to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job.

You are welcome to visit the City of Charlotte Human Resources Department lobby, where self-service application kiosks are available. They are located in our office at 700 East 4th Street, Suite 200, Charlotte, NC 28202. We are open Monday through Friday, from 9:30 a.m. to 3:30 p.m. (EST), excluding official City holidays.

For questions about your application or the hiring process, please email ***email_hidden***.

The City of Charlotte is committed to making our services and programs accessible to all. Upon request, auxiliary aids, written materials in alternate formats, language access, and other reasonable accommodations or modifications will be provided. To make a request, please fill out the Innovation & Technology ADA request form or call View phone number on us.fitly.work.

BENEFITS

The City of Charlotte provides a comprehensive benefits package to eligible employees.

The City of Charlotte is a drug and alcohol-free workplace.