Greets visitors to the Corporation and acts as main PBX Operator, directing calls and visitors to the proper individual or department. Provides specialized operational and administrative support for a variety of HR functions including recruitment, benefits, labor relations, training and development, and corporate governance.
Provides day-to-day advice, assistance, and follow-up to client departments, employees, external agencies, and/or members of the general public in the application of specified policies, procedures, and documentation. Coordinates the resolution and/or referral of specific policy-related and procedural problems and inquiries. Develops, expedites, and maintains files, records, and other documents.
Duties and Responsibilities:
Provides the first point of contact for job applicants and answers their questions regarding vacancies, seasonal employment opportunities, how to apply on Workplace Alaska, etc. Monitors and responds to ARJOBINFO emails.
May participate in Job Fairs, and assists in other recruitment activities.
Maintains and coordinates new employee orientation materials and forms.Reviews who is attending new employee orientation to assure those attending are appropriate. Assembles orientation and benefit enrollment packets.
Sets up the conference room for new employee orientation and as needed delivers the presentations. Prepares mailings for new employee packets, benefits, status changes, etc.
Sets up the personnel and confidential file folders for new hires; files employment and benefit action forms and related documents in the correct folders and folder sections.Files all personnel actions, and a wide range of confidential information regarding health status, disciplinary hearing notices, and disciplinary actions.
Complies with HIPAA standards.Protects confidential information with all verbal and written employee/dependent/public interactions. Verifies the identity of requests, obtains a release of information when applicable, physically protects documents in a secure area.
Transfers files from active to inactive file locations as employee status changes.Prepares/organizes files for archives and maintains logs of archived files and destruction dates. Periodically adjusts the physical arrangement of file folders in the filing system. Coordinates retrieval of archived file boxes from the contracted archive service as requested by HR staff or General Counsel.
Copies personnel files upon employee, or other authorized request. Bills and collects payment for copies per policy.
Answers employment/benefitsverification inquiries in compliance with records policy and procedure, utilizing JDE or paper records in personnel files.Assists with gathering information for Air Force Station background requests.
Assists employees with benefits questions related to health insurance, dental insurance, life insurance, retirement plans, probation, steps, COBRA, life events, etc. Verifies eligibility for employees and dependents for health and dental plans.
Explains details such as OOP, deductibles, differences between plans, qualifying events, HSA/FSA, vision benefits, in-network providers, Coalition Clinic, health travel benefits, NurseLine, EAP benefits, premium costs, primary/secondary insurance orders. Uses both Premera and Peak1's portals to research and answer employee questions.
Back up and assists HR Representative with HR data entry into HRIS.Assists HR Representative with the timely generation of benefit notices.
Explains the out-processing process to employees and ensures the clearance process is followed and paperwork iscompleted, separation benefits are explained and ARRC property is collected (i.e., rail passes, badges, parking permits, keys, etc.).
Provides employees with an explanation of the life insurance programs, how to change their amount of life insurance and life insurance applications with coverage amounts and cost to the employee.
Researches and gathers information for retirement biographies.
Maintains the Rail Travel Passes system and answers
Rail Pass policy questions. Initiates Trip Pass requests from employees.
Issues/prints/maintains employee and contractor badges. Takes badge photographs, enters and adjusts badge access, coordinates contractor badge clearance with security, inputs employee and contractor information into WINPAC database.
Designs badges for tenants. Issues parking passes and enters into PARKING PASS database. Sorts and maintains badges, parking passes, and keys for seasonal employees.
Explains the process for badge/pass replacement/loss during new employee orientation. Creates badge reports for supervisors when needed.
Provides support for the Boardvantage system (Board of Directors records system) and provides basic training to users in the use of the systems.
Under the direction of the Labor Relations Manager, serves as support personnel in the setting up of general meetings, grievance hearings, disciplinary meetings, and coping/organizing of confidential material for those meetings. Schedules various conference calls andvirtual meetings.
Picks up/delivers HR department mail to and from the corporate mailroom. Opens and date-stamps mail, and distributes as appropriate.
Prepares certified mailings and express service shipping documents. Under the guidance of the Chief Human Resources Officer, revises the distribution list for the corporate organizational chart.
Distributes various Human Resources materials across the railroad for posting.
Schedulesopen enrollmentand other variousmeetingsalong with conference calls.
Orders department office supplies/furniture.Orders supplies from ARRC Warehouse.Uses JDE to prepare requisitions and blanket purchase orders, and monitors and reorders office supplies. Receives, reviews, and codes invoices.Maintains general budget amounts needed for office supplies and badge/parking pass supplies.
Provides "key operator" services for departmental office equipment (copier, fax, printer, microfiche) coordinates obtaining paper and toner supplies, fills machines with paper and toner, clears routine jams, creates printer email/fax routes etc. Contacts equipment or facility service personnel and Helpdesk for repairs and periodic maintenance. Maintains the overall appearance of the front lobby and HR lobby area.
Prepares routine office correspondence and manages data utilizing word processing, spreadsheet, and database software. Assists with departmental mailings/distributions involving copying, folding, labeling, and sorting.
Develops and maintains layouts and updates for some HR forms. Arranges for services to be performed by the corporate print shop.
Serves as backup for the Human Resources Representative and Recruiter as needed.
Works with the HR Compliance Administrator in scheduling drug and alcohol testsfor return-to-work/reasonable cause/etc.with the thirdpartyadministrator. Assists in keeping drug and alcohol testing files organized. Assists in communications with supervisors and employees identified for testing.Assists in scheduling appointments for CDLphysicals etc.Assists with coordination of prescription reviewand communications to employees and results to supervisors/departments.
As needed answers employees general FML questions and explains the application process. Assists with coordination of FMLA paperwork, JDE data entry, and communications/correspondence to employees, supervisors/departments. Assists in keeping the FML files organized.
Greets visitors to the GOB and HR department, answers the GOB main phone line, and the Human Resources phone line. Arranges for escorts for visitors and ensures those entering the building have valid badges.
Corresponds directly or by phone/email/mail with both internal and externalquestions on various topics. Directs visitors and phone calls to other GOB staff and HR staff members if needed. Identifies, notifies, and delivers outgoing and incoming packages and materials to specified individuals.
Alerts the security staff of any threatening behavior or circumstances present in the lobby or on the grounds. Fulfills requests from employees for all HR forms. Assures all employee forms are filled out correctly as they are submitted.
May be required to participate in Incident Command exercises and activities.
The full position description and example of duties for this position is located under Class Specifications (enter position title in Search):https://www.governmentjobs.com/careers/Alaska/classspecs
Must have a high school diploma or GED equivalent. Associate's degree in human resources or a related field preferred.
Three (3) years of administrative experience in a fast-paced human resources environment is required. Must be able to read and speak the English language and to use proper office etiquette over the phone and in person.
Incumbent must adhere to confidentiality requirements. Must possess skills in using a computer, Word, Excel, PowerPoint, and the internet. Experience with a human resource information system (HRIS) required.
Certification as a Professional in Human Resources (PHR) or equivalent preferred.
Please include any REQUIRED AND DESIRED QUALIFICATIONS in your APPLICANT PROFILE and/or RESUME. If using work experience not already documented in your application, also provide the employer name, your job title, dates of employment and whether full- or part-time.
Your application will be closely reviewed to determine if the responses are supported and minimum qualifications are clearly met. If they are not, the applicant will not advance to the interview and selection phase of the recruitment.
WORKPLACE ALASKA APPLICATION QUESTIONS & ASSISTANCE
Questions regarding application submission or system operation errors should be directed to the Workplace Alaska hotline at 1-800-587-0430 (toll free) or (907) 465-4095 if you are located in the Juneau area. Requests for information may also be emailed to email@example.com.
For applicant password assistance please visit: https://www.governmentjobs.com/js_lostpswd.cfm?&topheader=alaska
Alaska Railroad Human Resources Department
Mailing Address: P.O. Box 107500, Anchorage, AK 99510-7500
Street Address: 327 West Ship Creek, Anchorage, AK
Fax Number: (907) 265-2542
Alaska Railroad Corporation is an equal opportunity employer
State Of Alaska