Human Resources Receptionist (Alaska Railroad)

State of Alaska•Anchorage, AK

2d•Onsite

About The Position

The Human Resources Receptionist provides a wide variety of interrelated support services to the Human Resources Department, including recruitment, benefits, labor relations, and training and development. The position greets visitors to the Corporation and provides information and directions to the public, customers, and employees in person and by telephone. It also serves as the Corporation’s main PBX operator, directing calls and visitors to the appropriate individuals or departments. The role performs administrative work across HR functions, including correspondence, supply ordering, badge and parking-permit administration, service-award and retiree-gift tracking, employee out-processing, meeting scheduling, applicant inquiries, document scanning and indexing, mail and package handling, personnel-file requests, and HR data entry. It provides key-operator support for office equipment, helps maintain lobby areas, and assists with departmental email and mailing projects. The receptionist may also provide project support to other Corporation departments and back up the Human Resources Assistant, including supporting new-hire onboarding and employment verifications. The position handles sensitive and confidential HR information and must comply with HIPAA standards. It works under the general supervision of the Director, Employment Practices, while also receiving assignments and direction from the Chief Human Resources Officer and other HR staff. Work is performed in a standard indoor office environment and involves considerable computer input and repetitive keyboard motions. A high school diploma or GED and two years of general administrative experience in a fast-paced office environment are required. Experience in an HR department or unionized environment and a professional HR certification are preferred.

Requirements

High school diploma or GED.
Two years of general administrative experience in a fast-paced office environment.
Effective verbal and written communication in English and professional office etiquette in person and by telephone.
Ability to maintain confidentiality.
Proficiency in Microsoft Word, Excel, and PowerPoint.
Experience using databases and internet-based applications.
Ability to lift up to 50 pounds.
Ability to handle phones and visitors simultaneously and work under pressure.
Knowledge of correct punctuation, spelling, grammar, and formatting.
Familiarity with email, appointment, and calendar functions; ability to learn complex HR information systems.
Ability to use judgment, organize and prioritize varied assignments, and safeguard confidential documents.

Nice To Haves

Experience working in a Human Resources department and/or a unionized environment.
Professional HR certification, such as PHR or SHRM-CP.

Responsibilities

Perform administrative duties for the HR Department, including preparing general correspondence and ordering, receiving, and distributing supplies.
Issue, print, and maintain parking permits; update the Rail Travel System; and administer employee and contractor badges, including taking photographs, adjusting access, coordinating contractor clearance, and entering information into WINPAC.
Administer the service-award program and track retirees eligible for retirement gifts.
Track employee out-processing, assist supervisors and employees, and conduct last-day clearance meetings, including explaining benefits and collecting badges, keys, and parking passes.
Schedule HR meetings, grievance proceedings, and disciplinary meetings; organize confidential meeting materials and schedule other HR meetings such as open enrollment.
Serve as a first point of contact for job applicants and answer questions about vacancies, seasonal employment, and applying through Workplace Alaska.
Scan, ingest, and index documents in the electronic records management system, including confidential records, and comply with HIPAA standards.
Protect confidential information in verbal and written interactions with employees, dependents, and the public.
Provide key-operator services for departmental office equipment, replenish supplies, clear routine jams, set up printer email and fax routes, and coordinate repairs and maintenance.
Maintain the appearance of the HR lobby and General Office Building entry area; handle HR mail, prepare certified mailings and express shipping documents, and help with mailing projects.
Monitor and respond to departmental email requests, including sharing responsibility for employment-verification responses, or route messages to appropriate HR staff.
Coordinate retrieval and return of archived file boxes and provide personnel-file copies upon authorized request; bill and collect payment for copies as required and refer other file requests to the Benefits Administrator for review.
Enter HR data changes in JDE for active and inactive employees, including address, phone, email, and emergency-contact updates.
Administer the Friends & Family Coupon Program.
Answer the main HR phone line, greet HR visitors, respond to inquiries, and direct visitors and calls to HR staff as needed.
Serve as the Corporation’s main PBX operator; direct calls and visitors, arrange visitor escorts, verify building badges, handle incoming and outgoing packages, and alert security to threatening behavior or circumstances.
Provide project support to other Corporation departments when required.
Back up the Human Resources Assistant as needed, including hosting new-hire onboarding, creating onboarding packets, and completing employment verifications and unemployment claims.
May participate in Incident Command exercises and activities.
Prioritize and complete assignments from multiple HR staff, safeguard confidential documents, meet deadlines, and seek supervisory assistance when needed.