Administrative Assistant, Transportation and Safety (Alaska Railroad ARW Employees Only)

***Please note that for the first six calendar days of this posting, it is only open to ARW represented employees. If, during the initial six days, which ends on November 5. 2026 at 4pm, a qualified ARW represented employee(s) applies, it shall be awarded in accordance with Section 52.06 of the ARW Collective Bargaining Agreement (CBA). If there are no successful ARW represented bidders, this posting shall be extended to November 13, 2026, and will be considered open to all other applicants.***

PURPOSE OF POSITION:

Duties and Responsibilities:

Serves as the first point of contact for administrative support functions. Serves as a liaison with other internal departments and external contractors in the resolution of a variety of day-to-day business matters pertaining to Transportation, Safety, and the Anchorage Operations Center. Creates, composes, and edits technical and/or administrative correspondence and documentation. Directs telephone inquiries to appropriate managers and assists in resolving visitors’ problems and inquiries. Reviews and controls incoming and outgoing correspondence, mail, and distribution, and follows up on operational commitments. Coordinates employment interviews, including interview logistics. Uses JD Edwards to prepare requisitions and blanket purchase orders, and monitors and reorders office supplies. Receives, reviews, and codes invoices; schedules appointments and maintains calendars. Provides staff support to a variety of committees and working groups; schedules, coordinates, and takes minutes for meetings. Monitors requests for usage of conference and training rooms, events, and/or travel arrangements, as required. Coordinates meetings when required.

Establishes, updates, and maintains Transportation and Safety department files, inventories, and records; maintains an electronic records data management system as required for document control. Uses the Learning Management System (LMS) to input or retrieve training data for multiple departments, and prepares reports and metrics for all departments on Rules of the Week. Assists in gathering and tabulating data, including Transportation incidents and accidents, on a weekly basis. Maintains databases for testing and training records on Operations Managers and T&E craft employees. Serves as the Transportation and Safety Department point of contact for records and files management.

Provides administrative support for the Transportation, Safety, and Advanced Train Control Systems (ATCS) Departments, including travel arrangements and hotel reservations for in-state and out-of-state travel.

Coordinates proper submission and project coding of timecards (including project-related time backup documentation) and expense reports. Coordinates job interviews for the departments, when required.

Coordinates print shop requests for Transportation, ATCS, and Safety personnel to facilitate efficient and timely turnaround of department print job requests. Manages all printing requests through to successful completion.

Updates and maintains formal investigation data in the Locus incident reporting system. Extracts data from the incident reporting system to create monthly FRA Part 225 reports. Under the supervision of the Director of Safety, submits and follows up on FRA Part 225 reports via the AIRGNET federal reporting system. Generates the weekly Safety Rules of the Week publication and distributes it ARRC-wide. Maintains and updates all aspects of the Safety Zone website. Maintains employee hearing shift data and notifies departments of hearing shifts and required follow-up exams for the Hearing Conservation Program. Schedules, participates in, and maintains data for internal Part 225 audits. Maintains a log of all permit-required confined space entries. Generates a weekly corrective actions report for the Director of Safety. Establishes and maintains Safety Department data files (electronic or hard copy) as needed for any Safety-related program. Updates and maintains the ARRC Learning Management System with Safety-related training data for all departments within ARRC.

Acts as ARRC’s point of contact with JBER for DBIDS cards to access JBER.

Knowledge of transportation, operations, and safety department environments and associated administrative processes and procedures is preferred. Knowledge of JD Edwards, Learning Management System (LMS), and Locus incident tracking database systems is preferred. Knowledge and ability to make administrative/procedural decisions and judgments; skills in organizing resources and establishing priorities; ability to communicate effectively, both orally and in writing; records maintenance skills; ability to analyze and solve problems; demonstrated ability to maintain confidentiality; intermediate skill in the use of personal computers and related software applications (Word, Excel, Access, PowerPoint), formal training preferred; ability to create, compose, and edit written materials. Must have demonstrated knowledge, skills, and the ability to gather raw data, compile information, and prepare spreadsheets, reports, and/or graphs. Must demonstrate excellent use of grammar, punctuation, and spelling, and the ability to communicate both orally and in writing. Requires thorough working knowledge of office automation functions. Must be able to operate/drive a motor vehicle and possess a valid driver’s license.

Position is directly supervised by the Superintendent Transportation. The Director of Safety provides on-site work direction as necessary. Incumbent works independently in carrying out assignments. Incumbent plans work, sets priorities, and completes work assignments on a wide variety of requests using own initiative. Supervisor will resolve any conflicting priorities, significant deviations, or unusual situations pertaining to workload, organization, and requirements. Completed work is reviewed from the standpoint of overall effectiveness, timeliness, and conformance, based on feedback from Transportation and Safety managers and ARRC employees and customers.

Procedures for performing work are established and governed by Federal regulations (FRA, FTA, and OSHA). Corporate administrative instructions, policies, standards and practices, and work directions for application to specific cases or problems are also used. Guidelines used include Miscellaneous Cost Coding Information, ARRC Approval Authority Guide, and ARRC Project Accounting Manual. Employee must use sound judgment and apply personal knowledge, skills, and abilities to situations as they occur.

This position involves a wide variety of moderate to complex duties requiring different applications of knowledge of programmatic and administrative requirements, as well as procedures and application of rules. The position requires the ability to understand highly technical information and to use personal judgment to react professionally to a wide range of situations. Timeliness and meeting deadlines are critical in this position. Employing excellent interpersonal skills during the conduct of administrative issues, meetings, visitors, and schedules is paramount. May answer complex questions and inquiries, referring unusual problems to higher management levels. Must gather data or take direction for administrative projects and deliver a quality product despite frequent interruptions. Must use personal judgment to respond professionally to a wide range of day-to-day situations requiring different actions and knowledge of priorities and commitments. Work consists of a wide variety of duties requiring knowledge of interrelationships of departments and offices.

Work is critical to the operation of the Alaska Railroad. The work requires courtesy, alertness, efficiency, tact, and integrity in coordinating administrative and operational activities for the Transportation and Safety Departments. Accuracy and timeliness in processing are critical to avoid regulatory fines and penalties. The incumbent will be exposed to proprietary information and must maintain the strictest confidentiality.

Incumbent is in contact with ARRC employees, visitors, vendors, and the general public. Incumbent may be required to work collaboratively with consultants performing a variety of functions for ARRC. Must have a professional appearance and demeanor as well as the ability to work with others in a friendly, helpful, and positive manner. Requires excellent interpersonal and communication skills, telephone etiquette, the ability to work under pressure, and the ability to efficiently multitask.

To answer employee questions and provide feedback outlining program processes and the like. Will direct visitor/employee traffic to the proper area to obtain information and will coordinate, clarify, and resolve a wide variety of administrative and operational problems/complaints. To assist management staff and ensure that the administrative needs of Transportation and Safety are met.

Dexterity, coordination, and/or the ability to use a computer keyboard and read a video display terminal on a regular basis is required. Work is primarily sedentary. Requires constant alertness and mental agility to maintain safe operation of equipment. Required to drive a vehicle.

The work environment is generally clean, inside buildings, with limited exposure to dust, fumes, odors, and noise. Incumbents will sometimes be working under difficult and stressful conditions, with frequent deadlines and the expectation to produce high-quality work under limited time constraints. The ability to work independently as well as closely with others is required. The incumbent will occasionally be required to travel to different facilities within the Corporation.

Required:

-High school diploma or GED.

-Three years of administrative or clerical experience. One year of the required experience may be substituted by completion of an associate degree in office management.

-Possess intermediate skills in the use of personal computers and related software applications (Word, Excel, Access, and PowerPoint).

-Experience with computer-based email messaging, appointment, and calendar applications.

-Possess a valid driver’s license. (To be considered a valid driver's license, an employee must maintain a continuous three-year period free of any Driving Under the Influence (DUI) or Operating Under the Influence (OUI) convictions).

-Ability to obtain certification in Hazardous Materials Transportation Basic.

Preferred:

-Experience in the transportation, operations, or safety environment directly related to performing a wide range of administrative support duties and responsibilities.

-6 months of continuous experience working with a safety management database.

IMPORTANT: Your application must clearly show how you meet each minimum qualification listed for this position. Do not assume reviewers will infer qualifications from job titles or general descriptions of duties. Applications are screened based on the information submitted.

Include all required and desired qualifications in your Applicant Profile and/or Resume. For any relevant experience, provide the employer name, job title, dates of employment, and whether the position was full-time or part-time.

Failure to provide sufficient information on your application to verify that you meet the minimum qualifications may result in disqualification from further consideration. Applicants who clearly demonstrate that they meet the minimum qualifications will be evaluated along with other qualified applicants and may be considered for the next phase of the recruitment process.

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 torecruitment.services@alaska.gov.

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