City of Madison, WI · 10 hours ago
Administrative Assistant - Employee and Labor Relations*
Madison, WI
Full-time
Onsite
Mid Level
$65K/yr - $65K/yr
4+ years expThe City of Madison, WI is seeking an Administrative Assistant for their Human Resources Department’s Employee and Labor Relations Unit. This role involves providing confidential support related to employee and labor relations, including administrative tasks and coordination of drug and alcohol testing programs.
CommunitiesGovernmentNon Profit
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
Administer the City’s Drug and Alcohol Testing Program
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
Provide general administrative assistance to the Human Resources Director and Department
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
Perform other related tasks as may be assigned
Qualification
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
Demonstrated ability to effectively work with multicultural communities
Benefits
Employees may be eligible for loan forgiveness through the Public Service Loan Forgiveness Program.
Company
City of Madison, WI
The City of Madison employs more than 3,000 people who provide services to City residents from the Department of Civil Rights or the Streets Division to the Planning Division and Metro Transit.
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Erin Hillson
Chief Human Resources Officer
Rachel Johnson
Chief Administrative Officer - Metro Transit
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