Human Resources Coordinator; Alaska Railroad

Overview

Greets visitors to HR. Provides specialized operational and administrative support for a variety of HR functions including recruitment, benefits, and corporate governance. Develops, expedites, and maintains electronic files, records, and other documents. Provides day-to-day assistance and follow-up to client departments, employees, external agencies, and/or the general public in the application of policies, procedures, and documentation. Coordinates resolution and/or referrals of policy-related and procedural problems and inquiries.

• May provide the first point of contact for job applicants and answer questions regarding vacancies, seasonal employment opportunities, and how to apply on Workplace Alaska.
• May participate in job fairs and assist in other recruitment activities.
• Maintain and coordinate new employee orientation materials and forms; review attendee lists; ensure onboarding packets are correctly assembled; set up conference rooms; deliver presentations when needed; prepare mailings for new hire packets, benefits, status changes, etc.
• Compile new hire documents including benefits forms for electronic records; electronically file medical provider notes; perform QA checks of scanned/ingested documents in the electronic records management system.
• Comply with HIPAA Privacy and Security standards; protect confidential information; verify identities; obtain releases when applicable; securely store documents.
• Coordinate retrieval of archived file boxes; ensure re-hired employees have archived documents added to electronic records.
• Provide copies of personnel files upon authorized request; bill and collect payment for copies per policy.
• Answer employment/benefits verification inquiries in compliance with records policy; assist with Air Force Station background requests.
• Assist employees with benefits questions (health, dental, life, retirement, COBRA, life events), verify eligibility, and explain plan details (OOP, deductibles, plan differences, HSA/FSA, etc.). Use Premera and Peak1 portals for research.
• Back up HR data entry into HRIS and vendor/ARRC file transmissions; assist with generating benefits notices for qualifying life events.
• Back up Reception/HR Assistant as needed; explain out-processing and ensure clearance, benefits, and ARRC property are handled properly.
• Explain life insurance programs and assist with changes and applications.
• Research retirement biographies; maintain Rail Travel Passes system and handle policy questions; initiate Trip Pass requests.
• Issue/print/maintain employee and contractor badges; manage badge access in WINPAC; assist with contractor clearance and badge design; manage parking passes and seasonal badge/passes.
• Explain badge/pass replacement processes; create badge reports for supervisors as needed.
• Provide support for the Board vantage system and offer basic user training.
• Prepare certified mailings and express service documents; distribute HR materials across the railroad; schedule open enrollment and other meetings.
• Use JDE for requisitions/POs; review and code invoices; manage budget for office supplies and badge/parking pass supplies.
• Operate as key operator for office equipment; coordinate maintenance; maintain HR lobby appearance.
• Prepare routine office correspondence; manage word processing, spreadsheets, and databases; assist with departmental mailings.
• Serve as backup for HR Representative and Recruiter; collaborate with HR Compliance Administrator for drug/alcohol testing scheduling; assist with prescription review forms and CDL-related appointments; enter data into the DAAT database.
• Answer general FML questions; assist with FMLA coordination, dates, JDE data entry, and communications with employees and supervisors.
• Alert security to threats; fulfill requests for HR forms; ensure forms are completed correctly.
• May participate in Incident Command exercises and activities.

Due to the highly sensitive nature of the Human Resources Department and Board vantage, this position requires confidentiality regarding all Board of Directors meetings, and HR issues and information. Failure to adhere to this requirement may result…