Admin Clerk Senior (with HR Duties) – MSCR – 1.0 FTE – 26-27 SY
Starting Compensation: $32.82 Hourly Wage (26-27 Salary Schedule)
Non-Exempt
MMSD is seeking highly motivated and energetic applicants! Applicants should have a good attitude, willingness to learn, and passion for impactful work and learning.
Why You Should Work with MMSD!
The Madison Metropolitan School District (MMSD) is the second-largest school district in Wisconsin. We have a simple but bold vision — to ensure that every school is a thriving school, that prepares every student to graduate from high school ready for college, career, and community. We welcome applicants who will actively contribute to our ongoing commitment to making MMSD a thriving, welcoming environment for all students, families, and staff.
In addition, we have a great compensation package. Visit our benefits page and compensation page for more information.
Becoming a Model School District
The Madison Metropolitan School District is committed to being anti-racist, culturally responsive, and inclusive. We have a simple but bold vision — to ensure that every school is a thriving school, fostering the growth of every student so they graduate from high school ready for college, career and community.
Our strategy is captured in our strategic framework, and centers on three major goals: that all children achieve academically, that our schools are places where children and adults thrive, and that our Black youth excel at school. To achieve this vision, we seek to retain staff in all positions, who are committed to being anti-racist, culturally responsive, and inclusive. Staff who will actively contribute to our ongoing commitment to making MMSD a thriving, welcoming environment for all students, families and staff.
We firmly believe in and are here to create a work environment that is challenging and rewarding, while supporting employees in their career path. We strive to provide, encourage, grow, and develop a talented workforce that better supports and represents the diversity of our student population. We know this vision doesn’t come to life without dynamic leaders and support staff in every school.
About Our District
The Madison Metropolitan School District is the second largest school district in Wisconsin. The district serves a beautifully diverse population of more than 25,000 students. More than half are students of color. Almost half come from low income households. Nearly one third are English Language Learners, and more than 100 languages are represented in our schools. Madison schools are committed to making this district a place where every child thrives.
Purpose of the Position
This position will have a high degree of integrity, sustain a culture of continuous improvement, and be committed to creating and maintaining an inclusive work environment while having a growth mindset to a multi-faceted operation while having a focus on creating a positive work culture.
Under the supervision of the MSCR Operations Manager, and in collaboration with MSCR Employment Services Specialist Senior and MMSD HR staff, the Employment Services Specialist will provide administrative and clerical support for all MSCR Seasonal staff employment functions for the entire employee life cycle, payroll, and separation. Cross-trains with other MSCR HR team members to backup onboarding and data maintenance processes.
1. Pre-Employment, Compliance, and Onboarding – 35%
• Set up new seasonal employees in ERP and maintain ERP data and confidential paper files on all part-time/seasonal employees, including tax forms, I-9’s, work permits, job codes and corresponding account numbers (approx.1,200 employees annually).
• Provide high-touch internal customer service to hiring managers, program assistants and seasonal employees through the detailed onboarding process.
• Respond to requests for information, including verification of employment forms and Unemployment Insurance requests.
• Run standard and ad hoc reports and respond to data requests related to employment.
2. Data Entry, System Administration, and Maintenance – 20%
• Provide guidance and instructional support to program assistants regarding the detailed MSCR pre-employment onboarding process, time entry, and approval workflows.
• Provide system administration support and user assistance for the MSCR Seasonal Employee Database (SED) and custom MSCR Time Clock system.
• Assist in maintaining accurate MSCR seasonal pay scales, position codes, and job listings, submitting updates and new code requests as required.
3. Payroll Entry and Auditing – 20%
• Deliver timely internal customer service and support to staff to resolve and respond to payroll issues, discrepancies, and timekeeping inquiries.
• Assist with payroll processing, including collecting time and attendance records.
• Coordinate payroll upload processes for seasonal staff payroll.
• Monitor MSCR biweekly payroll uploads into Munis, proof for accuracy and resolve MSCR payroll errors.
• Resolve and respond to payroll issues and discrepancies.
4. Employee Records, Verification, and Reporting – 10%
• Maintain and update all part-time employee files annually. Ensure HR files comply with records retention requirements.
• Respond to requests for information, including verification of employment forms and Unemployment Insurance requests.
• Run standard and ad hoc reports and respond to data requests related to employment.
5. Recruitment – 5%
• Represent MSCR at job fairs and assist with employee recruiting efforts.
• Serve as backup for job posting processes in Cornerstone ATS.
6. Department Support and Collaboration – 5%
• Collaborate with MMSD Human Resources and other district departments for information sharing and problem solving.
• Maintain awareness of MSCR values, policies, and procedures.
• Facilitate bi-weekly staff bulletin.
• Support MSCR staff and volunteers in using MMSD’s volunteer application system, including troubleshooting, training and reporting.
• Participate in department-wide committees.
7. Other Duties as Assigned – 5%
• Perform other duties as assigned by executive leadership or their representatives or designees.
• Attend district and school functions that support MMSD’s strategic framework, initiatives, and core values.
• Complete any and all district required training.
• Build collaborative relationships with business partners.
Knowledge, Skills, and Abilities Required to Perform Essential Job Functions:
• Demonstrated ability to establish relationships at all levels of the organization
• Follow principles and practices that promote and advance anti-racism, diversity, equity, and inclusion
• Excellent organizational skills and the ability to prioritize multiple tasks, work under tight deadlines, use effective time management, and work with interruptions.
• Ability to learn new technology/software and HR processes.
• Ability to proactively seek out information and devise solutions to complex problems.
• Ability to handle high volume of work while ensuring attention to detail and accuracy.
• Ability to maintain accurate and confidential records.
• Ability to work autonomously and as part of a team.
• Knowledge of generally accepted recordkeeping practices.
- Locations MSCR Central
- Hours a Week:
40
- Pay Rate:
Starting Compensation: $32.82 Hourly Wage (26-27 Salary Schedule)
- Minimum Qualifications:
• Two years of post-secondary education or an equivalent combination of education and experience.
• Experience working in a Human Resources setting and/or administrative support.
• High level of proficiency with Google Workspace, Microsoft Word and Excel.
• Ability to communicate effectively with a diverse clientele, staff and the community, both orally and in writing.
• Experience working in database systems.
• Knowledge of MSCR/MMSD department and district policies
• Ability to work with minimal supervision.
• Desire to continually evaluate and improve department processes. - Preferred Qualifications:
• 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. - Other Information:
License or Certification Requirements:
First Aid and/or CPR certification
Physical Requirements:
Ability to work under generally safe and comfortable conditions where exposure to environmental factors is minimal and poses little to no risk of injury. This position requires the ability to lift up to 25 pounds occasionally and may involve walking, sitting, stooping or reaching. Manual dexterity is necessary for completing general tasks while operating office equipment. This position may require being stationary for extended periods of time.
Ability to perform work in a variety of indoor and outdoor environments throughout the year, including in inclement weather, spaces without air conditioning, and areas where temperatures may be uncomfortable or fluctuate rapidly.
Working Conditions:
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- Work may require travel to different locations within the district and to off-site meetings.
- Position may require working evenings, nights, and some weekends.
- Certain positions within the District may allow hybrid work flexibility for a portion of their work schedule, depending on the needs of the position and the work unit. This topic and any remote work flexibility that may be available will be discussed in more detail in the interview process
- School-based positions are required to be in-person unless otherwise directed by the building principal.
Disclaimer: This position description is subject to change at any time. The above job description does not limit the duties and responsibilities listed above as they are intended to describe the general nature and level of work being performed. They are not to be construed as an exhaustive list of all responsibilities, duties and skills required. Employees in this position may be required to perform additional job-related tasks as directed by the supervisor.
The Madison Metropolitan School District is an Equal Opportunity Employer. We continue to seek a diverse and talented workforce. We encourage veterans, women, people of color, LGBTQIA+, and people with disabilities to apply. Qualified applicants are considered for employment without regard to age, race, color, religion, sex, national origin, sexual orientation, disability, or veteran status. In compliance with the Americans with Disabilities Act, the District will provide reasonable accommodations to qualified individuals with disabilities.
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