Human Resources Coordinator (Alaska Railroad)

Full Job Description

PURPOSE OF POSITION:

Greets visitors to HR. Provides specialized operational and administrative support for a variety of HR functions including recruitment, benefits, and corporate governance.

Provides day-to-day, 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 electronic files, records, and other documents.

Duties and Responsibilities:

May provide the first point of contact for job applicants and answers to their questions regarding vacancies, seasonal employment opportunities, and how to apply on Workplace Alaska. May participate in Job Fairs and assists in other recruitment activities.

Maintains and coordinates new employee orientation materials and forms. Reviews attendee list of new employee orientation to assure those attending is appropriate. Ensures that On Boarding packets are correctly assembled and 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. Responsible for compiling new hire documents including benefits forms for addition into electronic records management system Electronically files medical provider notes. Performs quality assurance check of all electronic new hire documents scanned/ingested into electronic records management system by HR Receptionist/Assistant. 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. Coordinates retrieval of archived file boxes from the contracted archive service as requested by HR staff or General Counsel. Ensures any re-hired employees have archived documents added to electronic records management system. Provides copies of personnel files upon employee, or other authorized request. Bills and collects payment for copies per policy. Answers employment/benefits 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. 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 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. Backs up and assists 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. Backs up the Reception/HR Assistant as necessary. Explains out-processing to employees as needed. Provides back-up to the Reception/HR Assistant as needed to 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. 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. Shares responsibility for maintaining 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. Shares responsibility for issuing parking passes and enters them into the 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.

Prepares certified mailings and express service shipping documents. Distributes various Human Resources materials across the railroad for posting. Schedules open enrollment and other various meetings along with conference calls as requested. Uses JDE to prepare requisitions and blanket purchase orders. 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 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 Speedy Mail. Serves as backup for the Human Resources Representative and Recruiter as needed.

Collaborates with the HR Compliance Administrator to schedule drug and alcohol tests for return-to-work (fit for duty) and reasonable cause with the third-party administrator. Provides support to employees with completion of prescription review forms. Assists in scheduling appointments for CDL physicals as well as Vision and Hearing Acuity appointments. Performs data entry in the Drug & Alcohol Testing Database (DAAT). Answers general FML questions and explains the application process to employees. Assists with coordination of FMLA paperwork, return to work dates, JDE data entry, and communications/correspondence to employees, supervisors/departments.

Alerts the security staff of any threatening behavior or circumstances present in the lobby, HR 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.

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 Required

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 recordsalphabetically and numerically;ability to analyze and solve problems;intermediateskill 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 etiquettein person,over the phoneand via email.

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 - Supervisory Control

Works under the general supervision of the Benefits and Records Manager, 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 3 – Guidelines

Personnel policies and procedures, labor agreements, benefit summary plan descriptions, benefit newsletters and memos. A HR Manager is usually available to answer difficult or technical questions.

Factor 4 – Complexity

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 5 - Scope and Effect

This position is usually the first point of contact for employees and visitors to the Human Resources Department and involves dealing with a variety of problems, questions, and situations within the HR office and GOB.

This position is vital for projecting a positive, professional departmental image.

The accuracy of the information and the manner in which it is provided to applicants and employees does affect customer confidence in the HR department and the railroad.

If personnel records are not compiled and maintained accurately, timely, or in a way that safeguards the documents, personnel decisions may be based on erroneous information that could affect the social and economic wellbeing of the person.

If the confidentiality of personnel records and Board of Directors records is not maintained, the Corporation may be exposed to adverse legal action and could suffer financial impacts.

Failure to observe confidentiality could result in severe disciplinary action and/or termination of employment.

Factor 6 - Personal Contacts

Contacts are made with ARRC employees, customers, vendors, and the general public. Answers questions and provides feedback addressing an assortment of subjects.

Provides basic training to a variety of users on the features and functions of the Boardvantage system and other computer-based systems.

Directs visitors/employee traffic to the proper area to obtain information, coordinate, clarify and resolve a wide variety of administrative and operational problems/complaints.

Requires tact and courtesy in all contacts.

Factor 7 - Purpose of Contacts

To greet employees to HR, and answer their questions or direct them to the proper area; obtain/provide information; coordinate, clarify, and resolve routine problems/complaints.

Incumbent may grant or deny access to ARRC headquarters facility based on security requirements. To collect, share, and transfer information in the conduct of day-to-day business.

To provide employment application, personnel and benefits information and to officially receive applications; to provide answers to employee inquiries on benefits and other HR programs.

Factor 8 - Physical Demands

Work is primarily sedentary. Occasional bending and stooping to maintain office machines and to open file or cabinet drawers. Lifting and carrying supplies of less than 20 pounds for short distances. Occasional lifting of archive boxes weighing 50 lbs.

Requires constant alertness and mental agility to balance employees, visitors, work, and the phones. Dexterity, coordination, and/or the ability to use a computer keyboard and read a video monitor on a regular basis is required.

Factor 9 - Work Environment

The work environment is generally clean, inside buildings, with limited exposure to dust, fumes, odors and noise.

The incumbent will be working under sometimes difficult and stressful conditions, with frequent deadlines and expectations to produce high-quality work under limited time constraints.

The ability to work independently as well as working closely with others is required. Occasionally, may be required to travel to different buildings within the Corporation.

Requirements

Education Requirements

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

Work Experience

Required

Three (3) years of administrative experience in a fast-paced human resources environment

Experience with a human resource information system (HRIS)

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.

Certification/License Requirements

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

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

Qualifications

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.

Additional Information

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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