Human Resources Assistant (Alaska Railroad Employees Only)

State of Alaska•Anchorage, AK

2d•Onsite

About The Position

The Human Resources Assistant coordinates new employee orientation and provides day-to-day administrative support and coverage across the HR Department. The role assists employees, client departments, external agencies, vendors, and members of the public with a wide range of HR functions, including recruitment, benefits, compliance, records management, and corporate governance. The position requires careful handling of confidential information and adherence to applicable privacy, records-retention, and labor-agreement requirements. The assistant organizes and hosts New Employee Onboarding, prepares and maintains onboarding materials, collects and verifies new-hire documents, and manages electronic records. The role responds to employee requests for forms and employment or benefit verifications; supports employee clearance, retirement-related processes, benefits inquiries, and HR data entry; and helps maintain systems for rail passes, badges, parking passes, and Board of Directors records. Additional duties include office correspondence and purchasing support, recruitment activities, drug and alcohol testing coordination and recordkeeping, hearing-conservation documentation, and tracking CDL and DOT medical-card expiration dates. The position works under the general supervision of the Director, Employment Practices, with assignments and reviews also coming from other HR leaders. The incumbent plans and prioritizes work independently, handles frequent interruptions and deadlines, and refers unusual issues or conflicting priorities to management. Work is performed in a standard indoor office environment, with considerable computer input and repetitive keyboard activity. The position requires confidentiality regarding HR matters and Board of Directors meetings and information.

Requirements

High school diploma or GED equivalent.
Three years of administrative experience in a fast-paced human resources environment.
Experience with a human resource information system (HRIS).
Ability to read and speak English and use proper office etiquette in person and over the phone.
Ability to use a computer, Microsoft Word, Excel, PowerPoint, and the internet.
Ability to maintain confidentiality and safeguard sensitive documents and information.
Administrative and procedural judgment, organization, prioritization, records-maintenance, and problem-solving skills.
Ability to communicate effectively orally and in writing and to create, compose, and edit written materials.
Intermediate personal-computer skills and thorough working knowledge of office automation functions.
Knowledge of ARRC departments, functions, locations, and personnel, and familiarity with union contracts.
Intermediate HRIS skills and a comprehensive understanding of benefit programs.
Excellent interpersonal skills and the ability to deal professionally with employees, the public, vendors, and other contacts.
Ability to operate multi-line phones, printers, fax machines, and microfiche equipment; balance phone calls and visitors simultaneously; and learn and teach use of HR systems.
Ability to understand technical information, respond professionally to varied situations, answer complex questions, protect confidential records, meet deadlines, and prioritize assignments from multiple HR staff.
Ability to work independently under general supervision and seek assistance when needed.

Nice To Haves

Associate’s degree in human resources or a related field.
Professional HR certification, such as PHR or SHRM-CP, or equivalent.
Experience working in an HR Department.
Experience working in a unionized environment.

Responsibilities

Coordinate, organize, lead, and host New Employee Onboarding for new hires, rehires, special-services employees, and tour guides; schedule participants and reserve conference rooms.
Prepare onboarding packets based on employment affiliation, keep packet information current, and ensure materials reach Fairbanks on time when needed.
Collect, verify, index, and quality-check new-hire and other HR documents in the electronic records management system; follow up on missing documents.
Receive, review, and electronically file medical provider notes while complying with HIPAA privacy and security standards and applicable records policies.
Protect confidential information, verify identities and releases when applicable, and manage document updates, changes, deletions, and retention requirements.
Respond to employee requests for HR forms, check submitted forms for completeness, enter updates into JDE, and complete employment and benefit verifications in a timely manner.
Assist with Air Force Station background requests and complete unemployment claims received through the State Information Data Exchange System (SIDES).
Back up the HR Receptionist for employee clearances; help ensure clearance steps and paperwork are completed, explain separation benefits, and collect and organize railroad property.
Support retirement processes for rehired employees, including pension service buy-back information, potential reinstatement of forfeited employer matching contributions, participant searches, address updates, retiree certifications, and retirement-document uploads.
Answer employee benefits questions and verify employee and dependent eligibility for health and dental plans; use Premera and Peak1 portals to research inquiries.
Back up the HR Representative with HR data entry, occasional vendor and railroad file-feed transmissions, and benefits notices for qualifying life events.
Attend Coalition Health Fairs and coordinate the annual Mammography Bus.
Help maintain rail travel passes and respond to policy questions; initiate trip-pass requests; issue and maintain employee and contractor badges and parking passes; and maintain seasonal employee badges, passes, and keys.
Participate in job fairs and other recruitment activities as needed.
Support the Boardvantage system and provide basic user training; distribute HR materials across the railroad.
Use JDE to prepare requisitions and blanket purchase orders; prepare routine correspondence and manage data using word-processing, spreadsheet, and database software; assist with mailings and maintain selected HR forms.
Arrange services through Speedy Mail and provide backup for the Human Resources Representative, Recruitment Coordinator, and HR Receptionist as needed.
Coordinate required drug, alcohol, and physical testing; maintain related database and electronic records; scan and archive testing documentation under the Compliance Administrator’s direction.
Prepare and submit employee audiogram results for the Hearing Conservation Program in accordance with FRA and OSHA requirements.
Track CDL and DOT medical-card expiration dates, contact employees, and coordinate required testing and physicals; collaborate with the Compliance Administrator to resolve issues.
Collect and submit Prescription Review Forms when employees return to work.
Participate in Incident Command exercises and activities when required.
Maintain confidentiality regarding HR information and Board of Directors meetings and records.