Human Resources Assistant

State of Alaska; Anchorage (AK); On-site; USD 52,000 - 68,000; Full time

Job summary

ARRC is seeking an HR Onboarding Coordinator to support the orientation and ongoing HR tasks across departments. The role focuses on welcoming new employees, organizing onboarding activities, scheduling, and ensuring all employment documents are complete and correctly filed in the electronic records management system.

The position requires strong attention to detail, document verification, and the ability to handle confidential information in a HIPAA-compliant manner.

Qualifications

• Experience coordinating onboarding and new hire processes.
• Familiarity with HIPAA privacy and security standards.
• Ability to verify documents and manage electronic records.

Responsibilities

• Welcome and onboard new employees; lead NEOn for new hires.
• Schedule orientations and manage conference room bookings.
• Prepare onboarding packets based on employee status and ensure timely delivery.
• Collect and verify new hire documents; update electronic records.
• Perform QA checks on indexed documents; maintain confidentiality.
• Process verifications of employment and benefit inquiries as needed.
• Provide coverage for HR receptionist and assist with retirement processes for rehired employees.

Skills

Communication

Calendar management

Documentation handling

Customer service

Tools

Outlook

JDE

Records management system

Job description

[ [ [ [ [ ARRC Employees Only ] ] ] ] ]

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,