Administrative Assistant - and Labor Relations

The City of Madison Human Resources Department’s Employee and Labor Relations Unit is hiring an Administrative Assistant. This position provides confidential Human Resources support in the area of Employee and Labor Relations, acting both independently and under the direction of the Employee and Labor Relations Manager. This employee also works as a liaison between City Human Resources and the Metro Transit Division to ensure effective administration of drug and alcohol testing, employee and labor relations programs, and communication with leadership in both units.

The work requires exercising considerable judgment and discretion. This position provides administrative support in updating, tracking, coordinating, and facilitating the flow of information related to collective bargaining agreements; grievance hearings; bargaining meetings; and board, commission, and committee meetings.

Work involves providing confidential administrative support to the management of the Employee and Labor Relations Unit. This position is responsible for providing high level administrative support to the Employee and Labor Relations Program; for administering and implementing the Citywide drug testing program, including for Metro Transit; and for assisting in the tracking of data and information related to collective bargaining agreements through effective communication and by developing and maintaining data maintenance systems.

The work requires exercising considerable judgment and discretion. Work is conducted under the general supervision of the Employee and Labor Relations Manager and involves responsibility for a wide variety of administrative services.

YOU MUST ATTACH YOUR RESUME AND COVER LETTER IN THE ATTACHMENTS SECTION OF YOUR APPLICATION.

APPLICATIONS RECEIVED WITHOUT AN ATTACHED RESUME AND COVER LETTER WILL IMMEDIATELY BE ELIMINATED FROM CONSIDERATION.

Employees may be eligible for loan forgiveness through the Public Service Loan Forgiveness Program.

Black, Indigenous, people of color, women, trans, nonbinary, and individuals with disabilities are encouraged to apply. We value the unique blend of lived experiences and diverse perspectives that comes from non-traditional education pathways and the variety of transferrable skills each candidate brings to the table. We value diversity, equity, inclusion, and belonging. Even if every item on the job posting doesn’t match your experience perfectly, we encourage you to apply and share how your skills and experience can best serve our community.

• 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…