Human Resources Assistant (Alaska Railroad Employees Only)

[ [ [ [ [ ARRC Employees Only ] ] ] ] ]

PURPOSE OF POSITION:

Duties and Responsibilities:

Responsible for welcoming and onboarding employees on their first day. Organizes, coordinates, leads and hosts New Employee Onboarding (NEO) for new hires, rehires, special services and tour guides.

Schedule and notify appropriate parties via Outlook calendar invites and reserve conference rooms for NEOs. Review attendee list of new employee orientation to assure those attending is appropriate partnering with Recruitment Coordinator when necessary.

Creates appropriate On Boarding packets based on employment status affiliation (i.e. union, non-rep, special services). Ensure packets necessary for Fairbanks arrive timely before NEO. Ensure information within the packets remains up to date regarding changes in policies, procedures, plans or legal requirements.

Responsible for collecting new hire documents and performing verification of all documents received for its addition to the electronic records management system. Follows up with employees on missing required documents.

Performs Quality Assurance checks on all documents indexed into the electronic records management system.

Responsible for receiving, reviewing, and electronically filing medical provider notes.

Complies with HIPAA Privacy and Security 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.

Serves as point of contact for any document updates, changes, or deletions in the electronic records management system while following appropriate record retention policies and CBA provisions. Partners with Benefits Administrator and Director, Employment Practices as necessary.

Fulfills requests from employees for all HR forms and updates. Ensure all employee forms are filled out correctly as they are submitted. Enter received updates into JDE.

Responsible for timely completion of received verifications of employment (VOEs) and benefit verification inquiries in compliance with records policy and procedure, utilizing JDE or records in electronic records management system. Assists with gathering information for Air Force Station background requests.

Responsible for timely completion of Unemployment claims received via the State Information Data Exchange System (SIDES).

Provides coverage and back-up to the HR Receptionist for employee clearance. Ensure the clearance process is followed and paperwork is completed, separation benefits are explained and ARRC property (rail passes, badges, parking permits, keys, etc.) is collected and organized properly. May require consecutive days working in office.

Assists with retirement-related processes for rehired employees, including distributing pension service buy-back procedures and forms, maintaining electronic records, and coordinating follow-up communications and documentation.

Reviews the Rehire List report and compares it to the 401(k) (retirement plan) forfeiture reports to identify rehired employees potentially eligible for reinstatement of previously forfeited employer matching contributions and coordinates timely notification and follow-up with the Manager, Retirement Plans.

Reviews missing participant and stale check reports, researches available information to locate participants, and assists in obtaining updated mailing addresses.

Distributes personal information change forms to terminated employees and retirees and follows up to obtain written address updates required for retirement plan administration.

Coordinates the annual retiree certification process, including distributing certification forms to annuitants, tracking responses and receipt of forms, issuing follow-up notices, assisting annuitants with certification requirements, and referring outstanding certifications to the Manager, Retirement Plans for further action.

Uploads beneficiary forms, updated W-4P forms, and other retirement-related documents to recordkeeper websites and maintains related electronic records.

Assists employees with benefits questions related to health insurance, dental insurance, life insurance, retirement plans, probation, steps, COBRA, life events, etc., as needed. 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 Health Clinic, medical travel benefits, Nurse Line, EAP benefits, premium costs, primary/secondary insurance. Uses both Premera’s and Peak1’s portals to research and answer employee questions.

Provides coverage and back-up for the HR Representative with HR data entry into HRIS and occasional vendor/ARRC file feed transmissions. Assists HR Representative with the timely generation of benefits notices for qualifying life events.

Attends the Coalition Health Fairs. Responsible for organization and coordination of the annual Mammography Bus.

Shares responsibility for maintaining the Rail Travel Passes system and answers Rail Pass policy questions in absence of HR Receptionist. Initiates Trip Pass requests from employees.

Shares responsibility for issuing/printing/maintaining employee and contractor badges in absence of HR Receptionist. Enters and adjusts badge access, coordinates contractor badge clearance with security, inputs employee and contractor information into WINPAC database.

Shares responsibility for issuing parking passes and enters them into the parking pass database in absence of HR Receptionist. Sorts and maintains badges, parking passes, and keys for seasonal employees.

May participate in Job Fairs and assists in other recruitment activities.

Provides support for the Boardvantage system (Board of Directors records system) and provides basic training to users in the use of the systems.

Distributes various Human Resources materials across the railroad for posting.

Uses JDE to prepare requisitions and blanket purchase orders for vendors.

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 Speedy Mail.

Serves as backup for the Human Resources Representative, Recruitment Coordinator and HR Receptionist as needed.

Coordinates scheduling necessary drug and alcohol or physical tests for a variety of reasons as assigned by Compliance Administrator. Including but not limited to fit for duty, reasonable cause, new hire, FMLA/AFLA and CDL.

Responsible for data entry and record maintenance in the Drug & Alcohol Testing Database and electronic records management system. Scans and archives drug and alcohol test documentation under the direction of the Compliance Administrator.

Prepare and submit employee audiogram results for Hearing Conservation Program in accordance with FRA and OSHA requirements.

Responsible for tracking CDL and DOT medical card expiration dates, contacting employees and coordinating necessary test and physicals required to keep them up to date. Collaborate with Compliance Administrator to resolve any issues.

Responsible for collection and submission of Prescription Review Forms upon employee return to work.

May be required to participate in Incident Command exercises and activities.

CONFIDENTIALITY

Due to the highly sensitive nature of the Human Resources Department and the information in Boardvantage, this position requires confidentiality regarding all Board of Directors meetings, and HR issues and information. Failure at any time to adhere to this essential requirement will result in severe disciplinary action and/or immediate termination of employment.

Factor 1 – Knowledge, Skills and Abilities

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 organize records alphabetically and numerically; ability to analyze and solve problems; intermediate skill in the use of personal computers and related software applications (Word, Excel, PowerPoint); ability to create, compose, and edit written materials.

Requires thorough working knowledge of office automation functions. Ability to read and speak the English language and to use standard office etiquette in person, over the phone and via email.

Requires self-motivation due to the nature of the position.

Requires knowledge of ARRC departments, functions, locations, and personnel. Requires familiarity with union contracts.

Requires intermediate skill with an HRIS and a comprehensive understanding of benefit programs. Must have excellent interpersonal skills to deal with employees, the general public, vendors, etc. Must be able to operate multi-line phones, printers, faxes, microfiche, etc.

Must have the ability to professionally balance phones and visitors simultaneously and must have the ability to learn other HR systems and have the ability to teach others to use them.

Factor 2 – Analytical Skills Impact

Work consists of a wide variety of duties requiring knowledge of the interrelationships of departments and offices. The position requires the ability to understand 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 are paramount. The position requires the ability to 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 the interrelationships of departments and employees. Must be able to organize and safeguard the confidentiality of documents. Must be able to recognize issues involving confidentiality of records when responding to inquiries and respond within the established guidelines for releasing confidential information. Since tasks are assigned by multiple HR staff, must be able to prioritize assignments from different HR staff and recognize when to seek assistance from the supervisor. This position fills in for the Human Resources Representative and Recruiter during their absence and briefs them on actions taken in their absence. Timeliness and meeting deadlines are critical in this position.

Factor 3 - Supervision and Control

Works under the general supervision of the Director, Employment Practices, who provides instructions on new or changed procedures. Incumbent plans work, sets priorities, and completes work assignments on a wide variety of requests using their own initiative. The 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. Incumbent also takes direction and receives work product reviews from the Chief Human Resources Officer, Recruiter, Director, Employment Practices and the HR Compliance Administrator.

Factor 4 – Communication

Contacts are made in person, via email and on the telephone with the public, employees, and family members, supervisors and managers at all levels in the organization, benefit plan vendor staff, and other contacts outside the organization. Must be able to deal tactfully with difficult situations and treat employees, applicants, and vendors courteously and professionally.

Contacts are made for the purpose of answering widely varied questions, providing information, and resolving issues/problems in regard to personnel actions, benefit program provisions, and insurance claim problems. Contacts outside of the organization are primarily with benefit plan administrators for the purpose of providing data and resolving employee questions and/or concerns, or for coordinating projects. Written and verbal communication require knowledge of proper grammar, punctuation, spelling and sentence structure.

The incumbent independently responds to written and telephonic requests for information from the State Department of Labor/Unemployment Insurance, Child Support Enforcement, and similar agencies. The incumbent independently gathers information from personnel files for supervisors, labor relations staff, etc., and provides factual replies on behalf of the Corporation. The accuracy of the information provided impacts benefits for employees or former employees as well as the Corporation.

Factor 5 – Working Conditions

Work is performed in a standard office or indoor environment. Essential functions are regularly performed without exposure to adverse environmental conditions; however, employees may be exposed to minor inconveniences such as occasional heating/cooling, or ventilation problems. There is considerable computer input with high volume and speed requirements for repetitive keyboard motions.

Education Requirements

Must have a high school diploma or GED equivalent. Associate’s degree in human resources or a related field preferred.

Work Experience

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/License Requirements

Certification as a Professional in Human Resources (PHR) or equivalent preferred.

Preferred Qualifications

Professional HR certification (e.g., PHR, SHRM-CP). Experience working in an HR Department. Experience working in a unionized environment.

The above reflects only the more significant details for the performance of the job and is not intended to be all inclusive.

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 to recruitment.services@alaska.gov.

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