DOT FHWA Administrative Support III

Grey Street Consulting LLC • Lakewood, CO

1d • 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, Federal Highway Administration, Central Federal Lands Highway Division (CFLHD). The position is full-time and performed on-site in Lakewood, Colorado. It is contingent upon contract award.

The role supports CFLHD leadership, project teams, and technical staff across multiple branches and operational units. Administrative support contributes to project planning, execution, acquisition, and closeout, as well as program delivery and organizational management. Work includes coordination, scheduling, documentation, records management, meeting administration, onboarding logistics, and communication with Federal, State, Tribal, and local partners.

The Administrative Support III also provides general office and construction-branch support, including preparation and review of correspondence and reports, travel and meeting coordination, project documentation, budget updates, acquisition and closeout materials, supply management, and training and hiring coordination. The employee may handle sensitive information and is expected to protect it with professionalism and discretion. Contractor personnel remain under the management and supervision of Grey Street; Government personnel may provide task-level direction and contractual coordination but do not supervise contractor employees.

Requirements

• At least five years of specialized experience relevant to administrative support functions.
• Knowledge of administrative, project budgeting, project scheduling, and clerical procedures.
• Experience with 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, and PowerPoint, comparable Google products, general 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, and able to solve problems independently while coordinating with government staff.
• Excellent interpersonal skills and the ability to communicate effectively with personnel and management at all levels.
• Strong written communication skills, including the ability to apply grammar, spelling, and punctuation and write in clear, professional language.
• Professionalism and discretion in safeguarding confidential information.
• Ability to operate a PC and phone in an office environment.
• Ability to work primarily in a sedentary position; some bending, light lifting, and carrying of 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.
• Support project management coordination and documentation throughout project planning, execution, acquisition, and closeout.
• Use Microsoft Word, Excel, PowerPoint, OneNote, Google applications, and other office software.
• Prepare and distribute correspondence, transmittals, reports, and other documentation.
• Review outgoing documents for formatting, grammar, and consistency.
• Coordinate printing, copying, and document distribution.
• Prepare travel arrangements, authorizations, and vouchers in accordance with Federal Travel Regulations.
• Arrange meetings and conferences, including room scheduling and virtual meeting setup.
• Record meeting minutes and maintain action-item tracking.
• Monitor administrative email accounts and order office supplies in accordance with agency procedures.
• Prepare project directory setup requests, draft scoping documents, delivery-method documentation, scope-of-work materials, and budget estimates.
• Enter initial budget information into project management systems and prepare project account setup documentation.
• Prepare draft scoping and reimbursable agreements, coordinate contract documents for signature, and compile draft project delivery plans.
• Prepare draft monthly progress reports, update project budgets, and prepare funding-transfer documentation.
• Support contract negotiation and project acquisition documentation, and prepare draft change-control documents.
• Create and update spreadsheets, tables, and project documentation.
• Assist with project closeout documentation, prepare closeout correspondence for project managers, and archive project records.
• Support Government Printing Office requests, branch meetings, hiring and interviews, field-staff PPE logistics, conferences, and CPAR coordination.
• Support branch supply management, travel systems, new-employee office setup, training coordination, document preparation and formatting, and maintenance of branch contact lists and schedules.
• Safeguard confidential or sensitive information with professionalism and discretion.

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed