DOT FHWA Administrative Support III

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.