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.

Materials Laboratory Administrative Support

Contractor personnel may provide administrative support to the CFLHD Materials Laboratory including:

•         Distribution of materials reports and technical correspondence to internal staff and external partners.

•         Maintaining laboratory documentation in accordance with ISO quality management requirements.

•         Supporting entry and tracking of laboratory labor data in project management systems such as P6 Team Member.

General Division Administrative Support

Administrative personnel may also perform the following functions:

•         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.

SPECIFIC DUTIES AND RESPONSIBILITIES

Contractor personnel shall be capable of performing the following administrative support functions with minimal contractor oversight while receiving task-level direction from the COR:

•         Administrative support to CFLHD offices at the Dakota Building and Building 52.

•         Document preparation, editing, and formatting.

•         Telephone coverage and communication logging.

•         Training coordination and documentation management.

•         Time and attendance tracking.

•         Mail distribution and records management.

•         Meeting scheduling and documentation.

•         Equipment and supply tracking.

•         Financial tracking support and documentation logging.

•         Travel coordination and documentation support.

•         Project documentation management.

•         Coordination of office relocations.

•         Preparation of training materials and conference documentation.

•         Records management support for ISO and APWA documentation systems.

•         Coordination of document scanning and digital file conversion.

•         Interoffice mail transport between Dakota Building and Building 52 as required, using personally owned vehicle (POV). Local travel mileage will be reimbursed in accordance with the Federal Travel Regulation (FTR).

Requirements

Job Requirements and Experience

Qualifications, Experience and Skills Required

•         Contractor personnel must possess knowledge of administrative and clerical procedures including word processing, records management, transcription, and office administration.

•         Personnel must possess knowledge of customer service principles including assessing customer needs and maintaining service quality standards.

•         Personnel must possess either:

• A bachelor’s degree, or

• At least five years of specialized experience in administrative or secretarial services.

•         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 responsible for project delivery and program administration of the Federal Lands Highway Program (FLHP) and other projects for its Federal Land Management Agency and State Department of Transportation partners across a 14-state region.

About Grey Street Consulting, LLC

Grey Street is a small, federal contracting firm. Founded in 2015, Grey Street has already established itself as a leading small business provider of federal human resources (HR) services. Grey Street provides staff augmentation support to numerous federal agencies including but not limited to the U.S. Departments of Transportation (DOT), Health and Human Services (HHS), Energy (DOE), Labor (DOL), and Homeland Security (DHS) just to name a few. Our approach to the delivery of professional services is rooted in our deep subject matter expertise and supported by our ability to effectively manage our client’s needs and expectations while delivering measurable results. 

To learn more about Grey Street click here: https://greystreet-consulting.com/