Human Resources Receptionist (Alaska Railroad)

Job Description

PURPOSE OF POSITION:

Provides a wide variety of interrelated HR support services to the Human Resources Department including but not limited to recruitment, benefits, labor relations, and training and development. Greets visitors of the Corporation and provides information and directions to the general public, customers, and employees, both in person and on the telephone.

MAJOR DUTIES AND RESPONSIBILITIES:

Performs a variety of administrative duties for the HR Department. In addition to the Director, Employment Practices, assignments may come from the Chief Human Resources Officer and other department members. Prepares general correspondence. Orders, receives and distributes materials and supplies upon request.

Main point of contact for issuing/printing/maintaining parking permits and Rail Travel System updates.

Administers service award program by running monthly reports, printing letters, matching the letter with the gift, and distributing to appropriate departments. Maintains tracking of retirees eligible for retirement gifts. Researches and gathers information for biographies.

Main point of contact for issuing/printing/maintaining employee and contractor badges. Takes badge photos, enters and adjusts badge access, coordinates contractor badge clearance with security, inputs employee and contractor information into WINPAC database.

Responsible for ordering office supplies. Maintains general budget amounts needed for office supplies and badge/parking pass supplies.

Responsible for employee out-processing tracking for HR and Payroll purposes. Assists supervisors and employees with the process. Meets with employees on last day to complete clearance process including, but not limited to, completing the Employee Clearance Record (ECR), explaining benefits, offering audiogram, collecting badges, keys and parking passes.

Using Outlook calendar, on behalf of the Director, Employment Practices, sets up general meetings, grievance proceedings, disciplinary meetings, and copies/organizes confidential material for those meetings.

Using Outlook calendar, on behalf of other members of the HR Department, sets up other general meetings such as open enrollment.

Serves as a first point of contact for job applicants and answers their questions regarding vacancies, seasonal employment opportunities, and how to apply on Workplace Alaska.

Responsible for scanning, ingesting and indexing acquired documents into the electronic records management system which may include a wide range of confidential information. Complies with HIPAA standards. Protects confidential information with all verbal and written employee/dependent/public interactions.

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 the Helpdesk for repairs and periodic maintenance. Maintains the overall appearance of the HR Lobby and GOB entry area.

Picks up/delivers HR department mail to and from the corporate mailroom. Opens and date-stamps mail and distributes as appropriate. Prepares certified mailings and express shipping documents. Assists in monitoring and responding to requests in departmental email boxes (including sharing responsibility for responding to verification of employment requests) or delivering the email to the appropriate member of the HR Department.

Helps prepare and send mailing projects. Coordinates retrieval and return of archived file boxes from contracted archive service as requested by HR staff or General Counsel.

Provides copies of personnel files upon authorized requests. Bills and collects payment for copies per policy; submits any other requests regarding personnel files to the Benefits Administrator for review.

Assists with HR data entry changes in JDE for active and inactive employees, physical addresses, phone numbers, email addresses and emergency contact changes.

Is responsible for the Friends & Family Coupon Program.

Greets visitors to the HR Department, answers the main Human Resources phone line. Corresponds by phone/email/mail with both internal and external questions on various topics. Directs visitors and phone calls to HR staff members as needed.

Greets visitors to the Corporation and acts as main PBX Operator, directing calls and visitors to the proper individual and/or department; tactfully and courteously responds to information requests on a wide variety of topics. Arranges for escorts for visitors to the building and ensures those entering the building have valid badges. Identifies, notifies, and delivers outgoing and incoming packages and materials to specified individuals. Alerts the security staff of any threatening behavior or circumstances present in the lobby or on the grounds. Maintains the general appearance of the lobby area keeping it neat and organized, including displays, brochures, etc.

Contributes to the team effort by providing project support to other Corporation departments when required.

Serves as backup for the Human Resources Assistant as needed including hosting new-hire onboarding, creating New Employee Onboarding Packets, and completing verifications of employment and unemployment claims.

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

CONFIDENTIALITY

Due to the highly sensitive nature of the Human Resources Department, this position requires confidentiality regarding all 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, Skills and Abilities

Must be proficient in Word and Excel to create, amend and format general office correspondence. Requires knowledge of ARRC departments, functions, locations and personnel. Requires familiarity with a Human Resources Information System (HRIS) for data entry and researching information. Thorough knowledge of computer-based email messaging, appointment, and calendar function. Knowledge of correct punctuation, spelling, grammar, and formatting is required. Must have the ability to handle and balance phones and visitors simultaneously. Ability to understand, use, and maintain directories, personnel lists, and other guides. Requires excellent communication skills, telephone etiquette and ability to work under pressure. Must have the ability to learn complex Human Resources Information Systems. Must have excellent interpersonal skills to deal with employees, the general public, vendors, and government agencies professionally.

Factor 2 – Analytical Skills Impact

Work consists of a wide variety of duties requiring knowledge of interrelationships of departments and offices. Work requires the diverse application of different rules and procedures and the ability to use judgment in handling a variety of related situations. In the support capacity, the position requires the ability to understand highly technical information and to use personal judgment to react professionally to a wide range of situations. The incumbent is responsible for greeting all visitors to the ARRC General Office Building. Responds to inquiries, provides directions to offices/employees, and provides general information. Must be able to gather data or take direction for ongoing and special Human Resources projects and deliver a quality work product despite constant 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. Must be able to organize and safeguard the confidentiality of documents. Since tasks are assigned by multiple individuals, incumbent must be able to prioritize assignments from different HR staff and recognize when to seek assistance from supervisor. Timeliness and meetin