DOT FHWA Administrative Support III

Description

Grey Street Consulting, LLC (Grey Street), a leading small business provider of operational support services to Federal civilian and defense agencies, is seeking to hire an Administrative Support III to support our prospective client within the United States Department of Transportation (DOT), Federal Highway Administration (FHWA), Central Federal Lands Highway Division (CFLHD). CFLHD is located in Lakewood, CO, and this position is to be performed full-time on-site. This position is contingent upon award.

Essential Duties and Responsibilities

Administrative Support Services Objective

· The objective of this contract is to provide professional administrative support services necessary to sustain the operational effectiveness of CFLHD’s program delivery and organizational management functions. Administrative support personnel assist leadership, project teams, and technical staff by performing coordination, documentation, scheduling, records management, and communication tasks necessary to support transportation project delivery and overall division operations.

· These services enable CFLHD staff to focus on mission-critical responsibilities associated with project development, construction oversight, program management, general business operations and stakeholder coordination. Contractor personnel will provide administrative and program coordination support across multiple CFLHD branches and operational units.

Operational Support Statement

· Administrative support services provided under this contract are critical to maintaining efficient CFLHD operations. These services support program coordination, project documentation management, meeting administration, onboarding logistics, records management, and communication with Federal, State, Tribal, and local partners.

· Contractor support ensures that engineering, program management, and leadership staff remain focused on mission-critical transportation project delivery responsibilities.

Administrative Support personnel will assist CFLHD with project planning, execution, acquisition, and close-out activities.

Responsibilities include:

Establishing and maintaining administrative systems

Coordinating project administrative functions

Supporting project management coordination and documentation

Personnel will also provide general administrative support including meeting participation, documentation management, and deliverable preparation.

Management and Administrative Duties

Utilize office software including Microsoft Word, Excel, PowerPoint, OneNote, and Google applications.

Prepare and distribute correspondence, transmittals, reports, and documentation.

Review outgoing documents for format, grammar, and consistency.

Coordinate printing, copying, and document distribution.

Prepare travel arrangements, travel authorizations, and travel 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.

Order office supplies in accordance with agency procedures.

Project Initiation and Planning Support

Prepare project directory setup requests.

Prepare draft scoping documents and delivery method documentation.

Compile scope of work and budget estimates for scoping activities.

Enter initial budget information into project management systems.

Prepare project account setup documentation.

Prepare draft scoping agreements and reimbursable agreements.

Coordinate contract documentation for signatures.

Compile draft project delivery plans.

Project Lifecycle Support

Prepare draft monthly progress reports.

Update project budgets based on amendments and reallocations.

Prepare funding transfer documentation.

Support contract negotiation documentation.

Create and update spreadsheets, tables, and project documentation.

Prepare draft change control documentation.

Support project acquisition documentation.

Project Closeout Support

Assist with project closeout documentation.

Prepare closeout correspondence for project managers.

Archive project documentation.

Additional Construction Branch Support

Administrative personnel may also support the following functions:

Government Printing Office (GPO) requests.

Branch meeting coordination.

Hiring and interview coordination.

PPE logistics for field staff.

Conference planning and administration.

Contractor Performance Assessment Reporting (CPAR) coordination.

Branch supply management.

Travel system assistance.

New employee office setup.

Training coordination.

Documentation preparation and formatting.

Maintenance of branch contact lists and schedules.

Requirements

Job Requirements and Experience

Qualifications, Experience and Skills Required

· Contractor personnel must possess knowledge of administrative, project budgeting, project scheduling, and clerical procedures such as:

Word processing

Spreadsheet development

File and records management

Document preparation and editing

Office procedures and terminology

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

Personnel must possess at least five years of specialized experience relevant to administrative support functions.

· Contractor personnel must be well organized and flexible, with the ability to multi-task, meet deadlines, and work effectively as part of a team. Personnel must be proactive, self-starting, detail oriented, and capable of solving problems independently while maintaining strong coordination with government staff.

· Contractor personnel must demonstrate excellent interpersonal skills and the ability to communicate effectively with all levels of personnel and management.

· Because contractor personnel may handle sensitive information, they must demonstrate professionalism and discretion in safeguarding confidential information.

· Contractor personnel must also possess strong written communication skills and the ability to apply grammar, spelling, and punctuation using clear and professional language.

· Contractor personnel must be familiar with computerized office applications including Microsoft Word, Excel, PowerPoint, and comparable Google products, as well as general internet navigation and electronic records systems.

· Contractor employees remain under the exclusive management and supervision of the Contractor. The Contracting Officer (CO) or Contracting Officer Representative (COR) may establish priorities and provide task-level directions to Contractor employees in support of program and project requirements. Such task direction does not constitute supervisory control. The Contractor retains responsibility for personnel management, performance evaluations, discipline, compensation, and staffing decisions.

· The COR does not supervise Contractor employees. The COR serves as the Government’s primary point of contact for contractual coordination and consolidates performance feedback received from CFLHD branch leadership for communication to the Contractor.

ADA Requirements

• •Operate a PC and phone in an office environment.
• •Work in a primarily sedentary position.
• •Perform some bending, light lifting, and carrying of equipment may be required.
• •Any additional office equipment that is required by the position.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, disability, or protected Veteran status.

About the United States Department of Transportation (DOT), Federal Highway Administration (FHWA), Central Federal Lands Highway Division (CFLHD)

The Federal Highway Administration (FHWA), Central Federal Lands Highway Division (CFLHD), is responsi