Administrative Assistant - IT ARRC ARW Employees Only - Alaska Railroad

Please note that for the first six calendar days of this posting it is only open to ARW represented employees. If during the initial six days which ends on April 9 2025 a qualified ARW represented employee(s) applies it shall be awarded in accordance with Section 52.06 of the ARW Collective Bargaining Agreement (CBA). If there are no successful ARW represented bidders this posting shall be extended to April 17 2025 and will be considered open to all other applicants.

PURPOSE OF POSITION: Provide mail services to ARRC and procurement and payables support to the IT Department. Maintain phone coverage for the IT Service Desk and open tickets for end users.

Answers Service Desk Calls using the Call Center. Opens tickets for Service Desk Technicians recording end user requests and incident information into the ticketing system. Escalates urgent tickets to the Service Desk staff.

Coverage for mail room operations. Picks up and delivers mail from/to the U.S. Post Office on a scheduled basis. Sorts and delivers incoming mail interdepartmental distribution parcels and other materials to ARRC departments of 400 employees in approximately 40 Corporation locations. Conducts daily mail/distribution runs to Anchorage offices. Collects weighs and affixes postage maintains appropriate records regarding postage registered mail certified mail parcels and other mail requiring special handling; maintains an inventory of mailing supplies; keeps work areas orderly clean and safe; ensures proper care in the use of equipment and supplies; responsible for scheduling and overseeing all equipment maintenance and repairs.

Processes requisitions and invoices for the IT Department using JD Edwards and other systems. Follows up with procurement AP and management to ensure the timely payment of bills.

Orders receives and further distributes materials and supplies upon request.

Contributes to the team effort by providing other administrative support as needed.

Factor 1 Knowledge Required

Requires knowledge of ARRC procurement practices and the use of JD Edwards to submit requisitions. Basic computer knowledge including the use of Microsoft Excel and Word. Basic understanding of computing environment and the ability to transcribe end user requests via the phone.

Factor 2 Supervisory Control

Works under the direct supervision of the Service Desk Manager. Incumbent plans work sets priorities and completes work assignments on a wide variety of requests using own initiative. Supervisor is available to resolve any conflicting priorities significant deviations or unusual situations. Completed work is reviewed from the standpoint of overall effectiveness timeliness and conformance and feedback from ARRC employees.

Factor 3 Guidelines

Procedures for performing the work are established by corporate administrative instructions policies standards and practice and work directions for application to specific cases or problems.

Factor 4 Complexity

Incumbent is responsible for managing the invoices and requisitions for a variety of purchases including prepaid licensing which can be moderately complex in nature. Incumbent will be required to record enduser requests and incidents into tickets for the Service Desk Technicians and therefore should be able to learn the names and functions of the software utilized in different departments at ARRC as well as learn the ticketing system.

Factor 5 Scope and Effect

Work is essential to the operation of the Alaska Railroad IT Department and its endusers interacting with end users of all levels at the corporation.

Factor 6 Personal Contacts

Contacts are made with ARRC employees in particular the IT department and vendors.

Factor 7 Purpose of Contact

To record information about an end user request of the IT Department. Provides information about the status of invoices to IT management procurement vendors and AP. Provides information about mail services to ARRC employees and contractors.

Factor 8 Physical Demands

Work is primarily sedentary; however may be involved in mail room duties or print shop duties that require bending and lifting mail pouches or box paper that weigh up to 50 pounds. Requires constant alertness and mental agility to the call center duties with procurement duties. Dexterity coordination and/or the ability to use a computer keyboard and read a video display terminal on a regular basis is required. Drives a vehicle to expedite and distributes Anchorage bowl mail.

Factor 9 Work Environment

The work environment is generally clean inside buildings with limited exposure to dust fumes odors and noise. The ability to work independently as well as working closely with others is required. For the mail run will be required to travel to different facilities within the Corporation. Mail and distribution coverage requires exposure to the elements.

High school diploma or GED

Two years of general office experience

Familiarity with JD Edwards preferred

Possess a valid drivers license.

Type 40 wpm.

Experience with computer based email messaging appointments and calendar applications required.

Ability to lift up to 50 pounds.

PLEASE BE SURE TO INCLUDE ANY REQUIRED AND DESIRED QUALIFICATIONS IN YOUR APPLICANT PROFILE AND COVER LETTER. 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 parttime. 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.


NOTE: If selectedall applicants MUST submit a copy of a current drivers record that reflects the last three 3 years of driving history. The driving record must be dated within four months of the closing date of the job bulletin.Applicants may either attach a copy of their driving record to the application or fax it to the Alaska Railroad Human Resources Department.

Alaska Railroad Human Resources Department
EMail:
Mailing Address: P.O. Box 107500 Anchorage AK
Street Address: 327 West Ship Creek Anchorage AK
Fax Number: