DOT FHWA Administrative Support III

Grey Street Consulting.•Lakewood, CO

13h•Onsite

About The Position

Grey Street Consulting, LLC is seeking an Administrative Support III to provide professional administrative and program coordination support to the U.S. Department of Transportation’s Federal Highway Administration, Central Federal Lands Highway Division (CFLHD). The role supports CFLHD leadership, project teams, technical staff, and partner agencies with coordination, documentation, scheduling, records management, and communications that sustain program delivery and division operations. This position is contingent upon contract award and is performed full-time on-site in Lakewood, Colorado, supporting offices in the Dakota Building and Building 52. The role receives task-level direction from the COR, while the contractor retains responsibility for employee management and supervision. Support may include distributing Materials Laboratory reports and correspondence, maintaining laboratory documentation under ISO quality requirements, and tracking laboratory labor data in project management systems such as P6 Team Member. General division support includes coordinating meetings and interviews, providing telephone coverage, tracking time and attendance, managing mail and records, supporting travel and financial documentation, tracking equipment and supplies, preparing training and conference materials, coordinating scanning and digital file conversion, and assisting with office relocations. Interoffice mail transport between the Dakota Building and Building 52 may be required using a personally owned vehicle; local travel mileage is reimbursed in accordance with the Federal Travel Regulation. The position requires administrative and clerical knowledge, strong customer service and communication skills, careful handling of sensitive information, and familiarity with computerized office applications and electronic records systems. The work is primarily sedentary in an office environment and involves using a PC and phone; some bending, light lifting, and carrying equipment may be required.

Requirements

Possess knowledge of administrative and clerical procedures, including word processing, records management, transcription, and office administration.
Possess knowledge of customer service principles, including assessing customer needs and maintaining service quality standards.
Have a bachelor’s degree or at least five years of specialized experience in administrative or secretarial services.
Have at least five years of specialized experience relevant to administrative support functions.
Be organized and flexible, able to multitask, meet deadlines, and work effectively as part of a team.
Be proactive, self-starting, detail-oriented, and able to solve problems independently while coordinating with government staff.
Demonstrate excellent interpersonal skills and communicate effectively with personnel and management at all levels.
Demonstrate professionalism and discretion in safeguarding confidential information.
Have strong written communication skills and apply grammar, spelling, and punctuation to produce clear, professional language.
Be familiar with Microsoft Word, Excel, PowerPoint, comparable Google products, general internet navigation, and electronic records systems.
Operate a PC and phone in an office environment.
Perform some bending, light lifting, and carrying of equipment as required.
Use a personally owned vehicle for interoffice mail transport between the Dakota Building and Building 52 when required.

Responsibilities

Provide administrative support to CFLHD offices at the Dakota Building and Building 52.
Prepare, edit, and format documents.
Provide telephone coverage and maintain communication logs.
Coordinate training and manage training documentation.
Track time and attendance.
Distribute mail and support records management.
Schedule meetings and prepare meeting documentation.
Track equipment and supplies.
Support financial tracking and documentation logging.
Coordinate travel and related documentation.
Manage project documentation.
Coordinate office relocations.
Prepare training materials and conference documentation.
Support records management for ISO and APWA documentation systems.
Coordinate document scanning and digital file conversion.
Transport interoffice mail between the Dakota Building and Building 52 as required, using a personally owned vehicle.
Distribute Materials Laboratory reports and technical correspondence to internal staff and external partners.
Maintain laboratory documentation in accordance with ISO quality management requirements.
Support entry and tracking of laboratory labor data in project management systems such as P6 Team Member.
Reserve conference rooms and coordinate meeting logistics for CFLHD staff and partner agencies.
Schedule division meetings and interviews.
Provide ad-hoc administrative support across CFLHD branches as operational needs require.