Administrative Assistant, Transportation and Safety
State of Alaska***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 November 5. 2026 at 4pm, 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 November 13, 2026, and will be considered open to all other applicants.*** PURPOSE OF POSITION: Responsible for a wide variety of administrative and planning activities in support of the Superintendent Transportation, Director Safety, ATCS and the Anchorage Operations Center. Incumbent supports all administrative support for Transportation, ATCS and Safety managers. Coordinates meetings, travel, P-card and expense reports, support programs, and/or special events, as appropriate. May coordinate specified administrative activities and reporting across multiple organizations within the Corporation. Duties and Responsibilities: Serves as the first point of contact for administrative support functions. Serves as a liaison with other internal departments and external contractors in the resolution of a variety of day-to-day business matters pertaining to Transportation, Safety, and the Anchorage Operations Center. Creates, composes, and edits technical and/or administrative correspondence and documentation. Directs telephone inquiries to appropriate managers and assists in resolving visitors’ problems and inquiries. Reviews and controls incoming and outgoing correspondence, mail, and distribution, and follows up on operational commitments. Coordinates employment interviews, including interview logistics. Uses JD Edwards to prepare requisitions and blanket purchase orders, and monitors and reorders office supplies. Receives, reviews, and codes invoices; schedules appointments and maintains calendars. Provides staff support to a variety of committees and working groups; schedules, coordinates, and takes minutes for meetings. Monitors requests for usage of conference and training rooms, events, and/or travel arrangements, as required. Coordinates meetings when required. Establishes, updates, and maintains Transportation and Safety department files, inventories, and records; maintains an electronic records data management system as required for document control. Uses the Learning Management System (LMS) to input or retrieve training data for multiple departments, and prepares reports and metrics for all departments on Rules of the Week. Assists in gathering and tabulating data, including Transportation incidents and accidents, on a weekly basis. Maintains databases for testing and training records on Operations Managers and T&E craft employees. Serves as the Transportation and Safety Department point of contact for records and files management. Provides administrative support for the Transportation, Safety, and Advanced Train Control Systems (ATCS) Departments, including travel arrangements and hotel reservations for in-state and out-of-state travel. Coordinates proper submission and project coding of timecards (including project-related time backup documentation) and expense reports. Coordinates job interviews for the departments, when required. Coordinates print shop requests for Transportation, ATCS, and Safety personnel to facilitate efficient and timely turnaround of department print job requests. Manages all printing requests through to successful completion. Updates and maintains formal investigation data in the Locus incident reporting system. Extracts data from the incident reporting system to create monthly FRA Part 225 reports. Under the supervision of the Director of Safety, submits and follows up on FRA Part 225 reports via the AIRGNET federal reporting system. Generates the weekly Safety Rules of the Week publication and distributes it ARRC-wide. Maintains and updates all aspects of the Safety Zone we…