Human Resources Assistant (Alaska Railroad Employees Only)

Job Description

PURPOSE OF POSITION:

Coordinate new employee orientation and provide other comprehensive assistance and coverage in many daily tasks performed by various areas within the HR Department. Provides day-to-day assistance and follow-up to client departments, employees, external agencies, and/or members of the general public. Assist ARRC employees in a variety of HR functions including but not limited to recruitment, benefits, compliance and corporate governance.

Duties and Responsibilities:

Responsible for welcoming and onboarding employees on their first day. Organizes, coordinates, leads and hosts New Employee Onboarding (NEO) for new hires, rehires, special services and tour guides.

Schedule and notify appropriate parties via Outlook calendar invites and reserve conference rooms for NEOs. Review attendee list of new employee orientation to assure those attending is appropriate partnering with Recruitment Coordinator when necessary.

Creates appropriate On Boarding packets based on employment status affiliation (i.e. union, non-rep, special services). Ensure packets necessary for Fairbanks arrive timely before NEO. Ensure information within the packets remains up to date regarding changes in policies, procedures, plans or legal requirements.

Responsible for collecting new hire documents and performing verification of all documents received for its addition to the electronic records management system. Follows up with employees on missing required documents.

Performs Quality Assurance checks on all documents indexed into the electronic records management system.

Responsible for receiving, reviewing, and electronically filing medical provider notes.

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.

Serves as point of contact for any document updates, changes, or deletions in the electronic records management system while following appropriate record retention policies and CBA provisions. Partners with Benefits Administrator and Director, Employment Practices as necessary.

Fulfills requests from employees for all HR forms and updates. Ensure all employee forms are filled out correctly as they are submitted. Enter received updates into JDE.

Responsible for timely completion of received verifications of employment (VOEs) and benefit 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.

Responsible for timely completion of Unemployment claims received via the State Information Data Exchange System (SIDES).

Provides coverage and back-up to the HR Receptionist for employee clearance. 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. May require consecutive days working in office.

Assists with retirement-related processes for rehired employees, including distributing pension service buy-back procedures and forms, maintaining electronic records, and coordinating follow-up communications and documentation.

Reviews the Rehire List report and compares it to the 401(k) (retirement plan) forfeiture reports to identify rehired employees potentially eligible for reinstatement of previously forfeited employer matching contributions and coordinates timely notification and follow-up with the Manager, Retirement Plans.

Reviews missing participant and stale check reports, researches available information to locate participants, and assists in obtaining updated mailing addresses.

Distributes personal information change forms to terminated employees and retirees and follows up to obtain written address updates required for retirement plan administration.

Coordinates the annual retiree certification process, including distributing certification forms to annuitants, tracking responses and receipt of forms, issuing follow-up notices, assisting annuitants with certification requirements, and referring outstanding certifications to the Manager, Retirement Plans for further action.

Uploads beneficiary forms, updated W-4P forms, and other retirement-related documents to recordkeeper websites and maintains related electronic records.

Assists employees with benefits questions related to health insurance, dental insurance, life insurance, retirement plans, probation, steps, COBRA, life events, etc., as needed. 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.

Provides coverage and back-up for 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.

Attends the Coalition Health Fairs. Responsible for organization and coordination of the annual Mammography Bus.

Shares responsibility for maintaining the Rail Travel Passes system and answers Rail Pass policy questions in absence of HR Receptionist. Initiates Trip Pass requests from employees.

Shares responsibility for issuing/printing/maintaining employee and contractor badges in absence of HR Receptionist. Enters and adjusts badge access, coordinates contractor badge clearance with security, inputs employee and contractor information into WINPAC database.

Shares responsibility for issuing parking passes and enters them into the parking pass database in absence of HR Receptionist. Sorts and maintains badges, parking passes, and keys for seasonal employees.

May participate in Job Fairs and assists in other recruitment activities.

Provides support for the Boardvantage system (Board of Directors records system) and provides basic training to users in the use of the systems.

Distributes various Human Resources materials across the railroad for posting.

Uses JDE to prepare requisitions and blanket purchase orders for vendors.

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, Recruitment Coordinator and HR Receptionist as needed.

Coordinates scheduling necessary drug and alcohol or physical tests for a variety of reasons as assigned by Compliance Administrator. Including but not limited to fit for duty, reasonable cause, new hire, FMLA/AFLA and CDL.

Responsible for data entry and record maintenance in the Drug & Alcohol Testing Database and electronic records management system. Scans and archives drug and alcohol test documentation under the direction of the Compliance Administrator.

Prepare and submit employee audiogram results for Hearing Conservation Program in accordance with FRA and OSHA requirements.

Responsible for tracking CDL and DOT medical card expiration dates, contacting employees and coordinating necessary test and physicals required to keep them up to date. Collaborate with Compliance Administrator to resolve any issues.

Responsible for collection and submission of Prescription Review Forms upon employee return to work.

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

CONFIDENTIALITY

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