Human Resources Representative (Alaska Railroad)

Full Job Description

PURPOSE OF POSITION:

Performs a variety of administrative and technical duties in support of Alaska Railroad Corporation employee benefits and human resources programs and maintenance of the human resource/payroll information system.

Duties and Responsibilities:

Prepares JD Edwards Human Resources Information System (HRIS) for biweekly personnel action and payroll processing in coordination with the Payroll Department. Identifies and resolves data problems that, if uncorrected, would result in payroll, benefit eligibility issues, and other benefit errors. Troubleshoots system problems and works directly with programmers when technical assistance is required. Participates in system upgrades and testing of new functionality. Implements changes in system records required by union contracts. Responsible for maintaining and generating recurring reports and electronic files needed by benefit plan vendors for plan administration that may include health and dental plan eligibility files, 401(k) and 457 plan contributions, and pension plan contributions. Works with Information Technology staff to ensure accuracy and validity of data sent to vendors. Utilizes system-generated participation reports to prepare monthly life insurance and Railroad Employees National Dental Plan premium statements.

Provides customer service to employees, retirees, and their dependents by actively investigating and resolving benefit plan questions and complaints, questions on personnel actions and files, as well as questions in other HR functional areas. Works with benefit vendor staff to resolve claim and eligibility questions, including the review of Explanations of Benefits (EOB) for health and dental claim payments and coordination of benefits (COB). Must observe Federal Health Insurance Portability and Accountability Act (HIPAA) requirements for privacy of protected health information in assisting employees or their family members. Escalates unusual problems or trends regarding employee benefits questions and complaints. Works with HR Compliance Administrator to schedule return-to-work/fit-for-duty tests, reasonable cause tests, and other required testing with the third-party administrator. Assists in preparing necessary paperwork for monthly random testing. Assists with data entry and record maintenance in the Drug & Alcohol testing database, ensuring accuracy and timely updates. Assists employees with completing Prescription Review Forms and ensures forms are routed appropriately. Assists with scheduling CDL physicals, Vision and Hearing Acuity appointments, and other required evaluations.

Initiates and processes all new hire personnel actions. Initiates and processes status change actions for ARRC departments, except for the departments which initiate their own change actions. Coordinates with respective supervisors to ensure accurate and timely completion. Ensures that personnel actions reflect all relevant information and codes, and are supported with appropriate authorizations for the transactions. Responsible for generating biweekly reports and monitoring union step, probation and vesting hours. Because of the high volume of layoff and return to duty activity, frequently adjusts employee service and benefit eligibility dates by applying complex plan rules and labor contract provisions. Updates system control records for position control and job codes. Maintains ARRC Organizational Chart, ensuring accurate representation of reporting structures and workforce changes.

Applies the general requirements of ARRC benefit plans in such activities as the explanation of COBRA notices, calculating and tracking benefit eligibility dates for probationary employees, notifying employees of benefit eligibility and enrollment periods, providing benefit orientations and assistance to employees eligible to enroll in ARRC benefits.

Delivers in-person presentations informing new and veteran employees of their benefit options during New Employee Onboarding and Open Enrollment. Assists with required presentations for open enrollment, collects, reviews and processes enrollment forms received, verifies accuracy and submits end of year files timely. Processes new employee enrollment forms, assists employees through qualifying life events (QLEs) answering questions and receiving documentation. Follows up as necessary to ensure compliance with 31-day QLE window.

Responds to requests for information from external agencies and organizations, such as the State Department of Labor. Replies to verbal and written requests for unemployment eligibility information, based on personnel file information and/or direction from the Director, Employment Practices or the Chief Human Resources Officer. Provides information on employee benefits enrollment and employment status for child support or medical support orders and coordinates implementation with Payroll. Prepares data collection and documentation for required benefits reporting as directed.

Trains timekeepers and other Human Resources staff in the preparation of personnel actions, and navigation in the HRIS. Responds to routine requests for statistical and similar employment information from other ARRC departments. Runs existing queries or creates custom queries of the HRIS.

Facilitates the Out-Processing of employees, collects company property (i.e., keys, badges, rail passes, credit cards) and covers benefit information.

Writes routine letters and memos, prepares reports and forms, and runs or develops database queries, also utilizes word processing, spreadsheet and database computer applications. Provides training and direction in routine matters to theHR Coordinator and Reception/HR Assistant. Contributes to departmental team effort by “backing up” other staff during peak workloads or absences.

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

CONFIDENTIALITY

Due to the highly sensitive nature of the Human Resources office, incumbents in this position are required to maintain confidentiality regarding all personnel issues such as pay rates, benefit information, medical, disciplinary and other information.

Failure at any time to adhere to this basic requirement will result in severe disciplinary action and/or immediate termination of employment.

Factor 1 - Technical and Operational Knowledge

Knowledge of, and skill in applying, laws, regulations, and policies for health, dental, and life insurance plans, pension plans, 401(k) and 457 plans and the ability to counsel employees on program coverage and available options.

Resolves problems in the administration of the benefit programs.

Interprets and explains program benefits and determines appropriate treatment of matters as they apply to moderately complex benefit issues.

Knowledge of, and skill in applying, a variety of human resources concepts and practices and the interrelationships of various Human Resources areas as they relate to system processes/functions/capabilities and infrastructure supporting the Human Resources Information System (HRIS).

Able to serve as the senior specialist in the maintenance and operation of the HRIS, implementing changes as directed, providing technical assistance on the system’s procedures and applications, and understanding the limitations and capabilities of the system.

Requires a thorough knowledge of procedures pertaining to personnel/payroll action processing, benefits, and recruitment, and the processing functions of the HRIS.

Serves as the department’s expert on personnel action processes.

Knowledge and skill in applying personnel policies and procedures and union agreements, especially benefits eligibility provisions, probationary periods, and wage scales.

Must be able to apply ARRC policies, federal and state benefit regulations, labor contract provisions, and human resources regulatory guidelines in specific situations.

Must accurately process personnel actions and benefit enrollments within strict time constraints each biweekly pay period.

Failure to perform in a timely and accurate manner will have a significant negative impact on employees and/or the ARRC.

Information provided to employees and dependents must be accurate as it often has financial impacts on the employee or the Corporation.

Requires the ability to plan and organize work for small projects or portions of larger projects such as implementing a new benefit program provider, to meet biweekly payroll processing deadlines, and to schedule work for future processing deadlines, audit results of work performed, and follow up on actions.

Requires ability to solve problems involving proper pay rates, service computation, benefit claims, etc.

Factor 2 – Analytical Skills and Impact

Work involves widely varied, complex personnel procedures and the application of a substantial body of regulatory procedures and specific rules and regulations.

Must understand how different rules and processes relate, such as payroll and benefits.

Must be able to work on multiple tasks concurrently and move quickly from one task to another with consistent interruptions.

Must be able to resolve problems and issues that often involve misunderstandings, incomplete information and conflicting information while addressing technical issues or problems of a sensitive nature.

Performs most work by reference to general and specific guidelines which require understanding and judgment in application.

Utilizes benefit summary plan descriptions; personnel policies and procedures; federal and state regulations, such as COBRA and HIPAA; ARRC Union Agreements and Memoranda of Agreement; pension, 401(k) and 457 plan documents; and standard operating procedures.

Factor 3 - Supervision and Control

Independently performs duties and responsibilities, and applies judgment in handling new or unusual situations.

A supervisor is normally available to answer more difficult questions or policy issues, but the employee must be able to work with little supervisory assistance.

Work products are spot-checked after completion.

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.

Requirements

Education Requirements

High school diploma or GED equivalent is required. Associates or bachelors degree preferred.

Work Experience

Three (3) years of progressively responsible technical level employee benefits and human resources information systems experience is required.

Requires general knowledge of labor and employment laws as they pertain to routine human resources practices and processes. Must be organized and work independently under strict deadlines.

Must have good communication and interpersonal skills. Incumbent must adhere to confidentiality requirements.

Certification/License Requirements

PHR, SHRM-CP, CEBS, or equivalent certification preferred.

Preferred Qualifications

Knowledge of ARRC benefit plans and ARRC collective bargaining agreements preferred. Experience in HRIS system, MS Word, Excel, and PowerPoint preferred.

Qualifications

Please include any REQUIRED AND DESIRED QUALIFICATIONS in your APPLICANT PROFILE and/or RESUME. 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