Apply on Employer Site

NEOGOV · 20 hours ago

Administrative Assistant - Employee and Labor Relations*

Madison, WI

Full-time

Onsite

Mid Level

$65K/yr - $65K/yr

4+ years exp

NEOGOV is looking for an Administrative Assistant to join the City of Madison's Human Resources Department. This role involves providing confidential support in Employee and Labor Relations, coordinating drug and alcohol testing programs, and ensuring effective communication within various departments.

GovTechHuman ResourcesInformation TechnologySoftware

Responsibilities

Act as confidential Administrative Assistant for Metro Transit and the Employee and Labor Relations Unit

Participate in bargaining discussions, take notes, provide record-keeping assistance, track response timeliness, provide reminders where necessary, and ensure compliance with all collective bargaining agreement timelines

Facilitate the flow of information to various levels of the organization. Prepare reports, letters, memoranda, policies, and related documents. Assemble and analyze data as needed for reports

Coordinate and maintain personnel records for all disciplinary documentation

Oversee a wide variety of administrative functions

Field grievances and complaints related to the Wisconsin Employment Relations Commission (WERC), arbitrators, mediators, labor representatives, elected officials, and other key partners and route accordingly. Communicate with grievant/complainant regarding ongoing status of grievance/complaint

Prepare resolutions related to collective bargaining, Memorandums of Understanding (MOUs), and separation agreements

Draft, track, route, and maintain memorandums of agreement, separation agreements, and other related documents

Maintain labor-related records in SharePoint and personnel files (to include MOUs, grievances, disciplinary documents, etc.)

Prepare employee files for arbitration, discipline, or investigative process

Schedule grievance hearings, WERC arbitrations and mediations, and labor management meetings

Maintain records for all employees and oversee scheduling and tracking for the City’s Drug testing program for all participating City agencies, including the Metro Transit Division. Coordinate and maintain Commercial Driver's License (CDL) list and spreadsheet of scheduled quarterly Department of Transportation (DOT) drug testing with third party administrator. Set up and maintain City account with DOT Clearinghouse, train department staff on new processes, schedule and hold meetings at City locations with CDL holders, and post new regulations regarding Clearinghouse. Meet with employees who have tested positive, review and explain steps they need to take, as well as how Clearinghouse is handled by employee and employer, and how the positive tests process is recorded by all

Set up, review, audit, and purge all files of drug test results. Deescalate conflict as necessary. Schedule return to duty and follow up testing recommended from Substance Abuse Professional (SAP) for employees who have had a positive test

Set up pre-employment testing and run pre-employment queries in the Clearinghouse

Assist agencies with reasonable suspicion and post-accident testing

Track annual limited queries

Log consent form for drug testing video and limited annual query

Serve as customer service support for in-person, phone, and email inquiries for assigned areas

Tabulate and format data as may be required

Arrange for meetings, schedule rooms, create and disperse agendas, and contact participants

Take ID photos for City Employees and prepare City of Madison ID

Assist with administration of various examinations to applicants, to include reading instructions and keeping time

Coordinate items to ensure proper routing to the Committee on Employee Relations, Finance Department, and the Common Council; and appropriate entry into Legistar

Serve as backup for entering new hires into MUNIS

Perform and/or coordinate other special projects and program activities of the department as needed or appropriate

Maintain training and up-to-date Human Resources documents

Qualification

Employee RelationsLabor RelationsData ManagementMicrosoft ExcelMicrosoft WordMicrosoft SharePointCustomer ServiceSchedulingRecord MaintenanceCommunication

Required

Four (4) years of varied administrative and/or office management experience (For example: providing scheduling, records maintenance, and customer service support for an employee relations, labor relations, personnel, organizational development, data management, budgeting, or purchasing program)

Four (4) years of experience in applying the following: Administrative office practices and procedures in support of day-to-day tasks

Four (4) years of experience in applying the following: Computer software applicable to the duties of this position, including word processor, database, spreadsheet, email, and other related applications

Two (2) years of experience in applying the following: Business administration principles and procedures in support of strategic management, program oversight, and/or other organizational goals

Two (2) years of experience in applying the following: Budgetary methods, forms, and controls

Bachelor's (or higher level) degree from an accredited college or university in Labor Relations, Human Resources, Business Administration, or a closely related field

One (1) year of varied administrative and/or office management experience (For example: providing scheduling, records maintenance, and customer service support for an employee relations, labor relations, personnel, organizational development, data management, budgeting, or purchasing program)

Ability to meet the transportation requirements of this position

Work in this position is primarily sedentary, requiring the ability to sit/stand at a desk, work on a computer, and use a monitor for extended periods of time