DOT FHWA Administrative Support III

Grey Street Consulting.•Lakewood, CO

17h•Onsite

About The Position

Grey Street Consulting, LLC is seeking an Administrative Support III to support the prospective client, the U.S. Department of Transportation’s Federal Highway Administration (FHWA), Central Federal Lands Highway Division (CFLHD). The role supports CFLHD’s program delivery and organizational management through administrative and program coordination across multiple branches and operational units. Duties include coordination, documentation, scheduling, records management, communications, meeting administration, onboarding logistics, and support for project planning, execution, acquisition, and closeout. The position is contingent upon contract award and is performed full-time on-site in Lakewood, Colorado.

Requirements

At least five years of specialized experience relevant to administrative support functions.
Knowledge of administrative, project budgeting, project scheduling, and clerical procedures, including word processing, spreadsheet development, file and records management, document preparation and editing, and office procedures and terminology.
Proficiency with computerized office applications, including Microsoft Word, Excel, PowerPoint, comparable Google products, internet navigation, and electronic records systems.
Strong organization and flexibility, with the ability to multitask, meet deadlines, and work effectively as part of a team.
Proactive, self-starting, detail-oriented approach and ability to solve problems independently while coordinating with government staff.
Excellent interpersonal skills and effective communication with personnel and management at all levels.
Professionalism and discretion in safeguarding confidential information.
Strong written communication skills, including applying grammar, spelling, and punctuation to produce clear, professional language.
Ability to operate a PC and phone in an office environment and work primarily in a sedentary position; some bending, light lifting, and carrying equipment may be required.

Nice To Haves

Experience assisting Project Managers or Construction Operations Engineers in an engineering, architectural, planning, or environmental firm.

Responsibilities

Establish and maintain administrative systems and coordinate project administrative functions, documentation, and project management activities.
Use Microsoft Word, Excel, PowerPoint, OneNote, Google applications, and other office systems.
Prepare and distribute correspondence, transmittals, reports, and other documentation; review outgoing documents for format, grammar, and consistency.
Coordinate printing, copying, and document distribution.
Prepare travel arrangements, authorizations, and vouchers in accordance with Federal Travel Regulations; provide travel-system assistance.
Arrange meetings and conferences, including room scheduling and virtual meeting setup; record minutes and track action items.
Monitor administrative email accounts and order office supplies according to agency procedures.
Support project initiation and planning by preparing directory setup requests, draft scoping documents, delivery-method documentation, scope and budget estimates, initial budget entries, project account setup documentation, draft agreements, signature coordination, and draft project delivery plans.
Support the project lifecycle by preparing draft monthly progress reports, updating budgets, preparing funding transfer and contract negotiation documentation, maintaining spreadsheets and project records, preparing draft change control documentation, and supporting acquisition documentation.
Assist with project closeout documentation, prepare closeout correspondence, and archive project records.
Provide additional construction-branch support, including GPO requests, branch meetings, hiring and interview coordination, PPE logistics, conference administration, CPAR coordination, supply management, new employee office setup, training coordination, document formatting, and maintenance of contact lists and schedules.
Maintain professionalism and discretion when handling sensitive or confidential information.
Perform the work under the contractor’s management; coordinate with government staff and respond to task-level priorities and directions from the CO or COR as described in the posting.