Admin Clerk Senior (with HR Duties) - MSCR - 1.0 FTE - 26-27 SY

Madison Metropolitan School District•Madison, WI

About The Position

The Admin Clerk Senior (with HR Duties) provides administrative and clerical support for MSCR seasonal staff employment functions throughout the employee life cycle, including onboarding, payroll, and separation. Under the supervision of the MSCR Operations Manager and in collaboration with the MSCR Employment Services Specialist Senior and MMSD HR staff, the role supports approximately 1,200 part-time and seasonal employees annually. The position requires integrity, a commitment to continuous improvement, an inclusive work environment, and a focus on positive workplace culture. Responsibilities include setting up and maintaining employee records and ERP data; assisting hiring managers, program assistants, and seasonal employees through onboarding; supporting employment verification and reporting requests; providing guidance on onboarding and time-entry workflows; administering and assisting users of seasonal employee and time-clock systems; maintaining pay scales, position codes, and job listings; supporting payroll uploads and audits; and assisting with recruitment, department communications, volunteer-system support, and collaboration across the district. The role may involve travel to district locations and off-site meetings, as well as evening, night, and occasional weekend work. Some positions may allow hybrid flexibility depending on position and work-unit needs; this is discussed during the interview. The position requires working in indoor and outdoor environments, potentially in inclement weather or spaces without air conditioning. Employees may need to lift up to 25 pounds occasionally and perform tasks involving walking, sitting, stooping, reaching, and operating office equipment.

Requirements

Two years of post-secondary education or an equivalent combination of education and experience.
Experience working in a Human Resources setting and/or providing administrative support.
High proficiency with Google Workspace, Microsoft Word, and Excel.
Ability to communicate effectively, orally and in writing, with diverse clientele, staff, and community members.
Experience working with database systems.
Knowledge of MSCR/MMSD department and district policies.
Ability to work with minimal supervision.
Desire to continually evaluate and improve department processes.
Ability to establish relationships at all levels of the organization.
Ability to follow principles and practices that promote and advance anti-racism, diversity, equity, and inclusion.
Excellent organizational skills; ability to prioritize multiple tasks, meet tight deadlines, manage time effectively, and work with interruptions.
Ability to learn new technology, software, and HR processes; proactively seek information and devise solutions to complex problems.
Ability to manage a high volume of work while maintaining attention to detail and accuracy.
Ability to maintain accurate and confidential records and knowledge of generally accepted recordkeeping practices.
Ability to work autonomously and as part of a team.
Ability to lift up to 25 pounds occasionally and perform tasks involving walking, sitting, stooping, reaching, and manual dexterity while operating office equipment.
Ability to work in indoor and outdoor environments throughout the year, including inclement weather, spaces without air conditioning, and areas with uncomfortable or rapidly fluctuating temperatures.

Nice To Haves

Bachelor’s degree.
Prior experience working with a Human Resources Information System (HRIS).
Prior experience in a public K–12 school district, municipal government, or unionized environment.
First Aid and/or CPR certification.

Responsibilities

Set up new seasonal employees in the ERP system and maintain ERP data and confidential employee files, including tax forms, I-9s, work permits, job codes, and account numbers.
Provide customer service to hiring managers, program assistants, and seasonal employees throughout the onboarding process.
Respond to employment information requests, including employment verification and Unemployment Insurance requests; run standard and ad hoc reports and respond to employment data requests.
Guide and instruct program assistants on onboarding, time entry, and approval workflows.
Provide system administration and user assistance for the MSCR Seasonal Employee Database and custom MSCR Time Clock system.
Help maintain seasonal pay scales, position codes, and job listings, submitting updates and new code requests as needed.
Support payroll processing, collect time and attendance records, coordinate payroll uploads, monitor biweekly uploads into Munis, check accuracy, and resolve payroll errors and discrepancies.
Maintain and update part-time employee files annually and ensure HR files comply with records-retention requirements.
Represent MSCR at job fairs and assist with employee recruitment; serve as backup for job posting processes in Cornerstone ATS.
Collaborate with MMSD Human Resources and other district departments to share information and solve problems.
Maintain awareness of MSCR values, policies, and procedures and facilitate the biweekly staff bulletin.
Support MSCR staff and volunteers using MMSD’s volunteer application system, including troubleshooting, training, and reporting.
Participate in department-wide committees and perform other duties as assigned.
Attend district and school functions supporting MMSD’s strategic framework, initiatives, and core values; complete required district training; and build collaborative relationships with business partners.