Administrative Assistant, Heavy Equipment (Alaska Railroad ARW Employees Only)

Administrative And Technical Support

To provide administrative and technical support for the ARRC Maintenance & Mechanical Departments in support of Heavy Equipment Mechanics, operators, and railroad field operations.

Duties and Responsibilities:

Receives and processes parts and material orders for mechanics, operators, and others working in railroad field operations. Manages requests for parts and material utilizing various sources, researches parts availability and shops for best value. Pursues best value purchases and places orders to appropriate vendors/suppliers within timelines established to meet operational goals. Develops and uses tracking systems to track material shipments from beginning to end, initiates appropriate follow-up as required. Receives, integrates parts and material into current inventory, and issues parts and material to workforce as required. Ensures work orders for purchases are opened and closed promptly and properly. Maintains comprehensive records of material purchases.

Uses JDE to prepare requisitions and blanket purchase orders in support of the material and supplies ordering process. Uses JDE preventative maintenance system and work order applications to support ongoing equipment maintenance management activities.

Maintains and Administers bid bulletin process through electronic bid application in accordance with the IBT, TCU, and ARW Blue collar union agreements. Prepares and distributes electronic bid bulletins; awards and assigns jobs based on bids received; and processes job bumps and placements for the HE Maintenance/Mechanical/TOFC Departments. Maintains and updates seniority rosters for the HE Maintenance/Mechanical/TOFC Departments, ensuring adherence to union agreements. Maintains and publishes Mechanical on-duty rosters. Creates and publishes annual leave calendars for non-rep and all unions within the HE Maintenance/Mechanical/TOFC Departments.

Responsible for and applies knowledge of office/program support activities in support of HE Maintenance/Mechanical/TOFC Operations rail-belt wide. Serves as the first point of contact for administrative support functions in the Heavy Equipment Shop. Creates, composes, and edits technical and/or administrative correspondence and documentation. Monitors inventory of and reorders office supplies. Reconciles monthly Heavy Equipment department invoices. Assists supervisors in oversight of department timecards, reviewing and correcting to ensure proper charge coding for department activities. Establishes, updates, and maintains department files, inventories, and records; implements and maintains a records data management system, as required for internal document control.

Minimum Qualifications

Education Requirements

A high school diploma or GED is required.

Work Experience

Three (3) years of administrative or clerical experience is required. One (1) year of the required experience may be substituted by completion of an associate degree in office management.

Knowledge, Skills, and Abilities

Must be able to communicate effectively in English, both verbally and in writing, and use professional office etiquette in person and over the telephone. Must maintain confidentiality and organize, prioritize, and follow up on multiple assignments with minimal supervision. Must possess intermediate skills in Microsoft Word, Excel, Access, and PowerPoint. Must have experience creating and maintaining electronic records, spreadsheets, reports, and other administrative documentation.

Physical Requirements

Must be able to routinely lift up to 30 pounds.

Additional Required Information

IMPORTANT: Your application must clearly show how you meet each minimum qualification listed for this position. Do not assume reviewers will infer qualifications from job titles or general descriptions of duties. Applications are screened based on the information submitted.

Include all required and desired qualifications in your Applicant Profile and/or Resume. For any relevant experience, provide the employer name, job title, dates of employment, and whether the position was full-time or part-time.

Failure to provide sufficient information on your application to verify that you meet the minimum qualifications may result in disqualification from further consideration. Applicants who clearly demonstrate that they meet the minimum qualifications will be evaluated along with other qualified applicants and may be considered for the next phase of the recruitment process.

Contact Information

WORKPLACE ALASKA APPLICATION QUESTIONS & ASSISTANCE Questions regarding application submission or system operation errors should be directed to the Workplace Alaska hotline at View phone number on click.appcast.io (toll free) or View phone number on click.appcast.io if you are located in the Juneau area. Requests for information may also be emailed to View email address on click.appcast.io. For applicant password assistance please visit: Alaska Railroad Human Resources Department E-Mail: View email address on click.appcast.io Mailing Address: P.O. Box 107500, Anchorage, AK 99510-7500 Street Address: 327 West Ship Creek, Anchorage, AK Fax Number: View phone number on click.appcast.io Alaska Railroad Corporation is an equal opportunity employer

Benefits

Alaska Railroad Corporation Benefits The following briefly describes the main benefits available to regular employees of the Alaska Railroad Corporation. Actual benefits differ by bargaining unit. Retirement Plans ARRC Pension Plan Participation is mandatory. You are automatically enrolled in the Plan when you meet the eligibility requirement of your bargaining unit. Employees contribute 9% of their Earnings on a pre-tax basis. The Railroad is exempt from participation in Social Security; however, Medicare Tax is withheld. Participants vest with 5 years of eligible Vesting Service which entitles one to receive a pension benefit at retirement age. Tier 2 Description (Employees hired after July 1, 2015) Normal Retirement Age is age 65, however, the plan allows one to retire as early as age 60. The formula for a monthly Normal Retirement Benefits is 2% x Final Average Earnings x all Credited Service. Early retirement, survivor and disability benefits are available for vested participants. 401(k) Tax Deferred Savings Plan Participation is optional. You may enroll once you meet the eligibility requirement of your bargaining unit. Depending on the bargaining unit, there may be an employer match. 457 Deferred Compensation Plan Participation is optional for non-represented employees. Insurance and Flexible Spending Plans All plans are optional except the RR Dental Plan for bargaining unit employees. Health Insurance Plan A comprehensive health insurance plan, self-insured by the ARRC and administered by Premera Blue Cross Blue Shield of Alaska. Coverage is also available for the employee's spouse and dependent children. ARRC and the participant share the premium cost. Bargaining unit employees are Eligibility after 90 days, and non-represented employees are eligible as of the date of hire. The Railroad offers a Prefered Provider Organization plan (PPO Blue Essentials) and a Consumer Directed Healthcare Plan with a Health Saving Account (Gold Essentials). The Plans have the following features. The Railroad also offers two dental plans. The Railroad National Dental for represented employees. The Alaska Railroad Optional Dental Plan for both represented and non-represented employees. Paid Leave & Holidays Vacation Leave accrual per bi-weekly pay period: Represented Employees 0-3 Years of Service = 4 Hours >3-15 Years of Service = 6 Hours >15 Years of Service = 8 Hours Non-Represented Employees 0-3 Years of Service = 6 Hours >3-15 Years of Service = 8 Hours >15 Years of Service = 10 Hours Sick Leave: accrues at 4 hours (Represented) or 2 hours (Non-Represented) per pay period. 11 Paid holidays For additional information regarding these benefits, please go to