What are the responsibilities and job description for the Administrative Clerk (Bilingual Spanish) position at Madison, City of (WI)?
THIS VACANCY WILL BE FILLED BY A CANDIDATE WHO IS BILINGUAL IN SPANISH AND ENGLISH
The Administrative Clerk 1 – Bilingual (Spanish) position ensures the City of Madison can achieve its Vision of Our Madison: Inclusive, Innovative, and Thriving. At the Department of Civil Rights (DCR), we are strong and compassionate leaders for justice. This important position’s main responsibilities include administrative support work within DCR in implementation and coordination of specific office functions necessitating judgement, discretion, and interpretation and application of program policies, procedures, and processes, including advancing meaningful language access with Spanish speaking communities. This position will have equal responsibility to serving the agency front desk position. In addition to meeting and greeting the public and directing telephone calls, the employee answers general questions and provides administrative support to the department. Under the general supervision of the Administrative Supervisor, the Administrative Clerk will provide shared support to the Equal Opportunities Division (EOD), Affirmative Action Division (AAD) and Disability Rights Commission.
Positions designated as bilingual receive a $1.00 per hour pay differential for hours worked. This differential is not included in the stated salary amounts.
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.
*Stated salary will receive a 3% wage increase effective 12/21/25.
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.
*Stated salary will receive a 3% wage increase effective 12/21/25.
Work Flow Coordination
- Process complaints for the Equal Opportunities Division.
- Receive and review EOD complaints and Complaints of Discrimination for completeness and verify they meet the Department’s jurisdictional requirements and statutes of limitations, as well as establish a prima facie case.
- Enter, process, update, track, close and keep records of case information using computerized systems.
- Coordinate intake of job postings for the RaISE Program.
- Coordinate Report A Problem, route disability inquiries to appropriate staff within DCR
- Assist with Red Flag Process for AA Division.
- Log contracts in and out of the department through contract routing system and check for vendor/contractor AA Plan with use of Accela.
- Answer phone calls, greet and assist patrons, respond to inquiries, and provide appropriate referrals to agency staff, other City departments, the State of Wisconsin, community-based organizations, and the federal government. Maintain customer tracking spreadsheet.
- Respond to questions regarding DCR functions such as EOD complaints, AA Plans, RaISE program, contract compliance, etc.
- Process, review, and distribute incoming mail and other communications.
- Distribute complaint packets, attorney referral lists, or other community resources as requested by staff or community members.
- Maintain departmental referral lists, department contact list, department resource list, front desk process manual, and department bulletin boards.
- Maintain copiers with paper, toner, and service calls.
- Submit maintenance requests for the Department.
- Copy, scan, and index materials.
- Collect fees for open records requests.
- Make copies of Public Records Requests.
- Enter/request files from State Records Center.
- Schedule trainings, meetings, and hearings.
- Provide administrative support on special projects, awards, communications, distribution of letters and reports, serving complaints to parties, data entry, etc.
- Staff Commissions: Affirmative Action Commission, Disability Rights Commission, Equal Opportunities Commission, EOC Executive Committee, and any related Appeals Committees and Ad Hoc Committees.
- Schedule public meetings and record minutes.
- Perform Legistar functions in a timely manner, such as creating and generating agendas, creating Legislative Files including supporting attachments, and entering minutes.
- Make certain that all materials are in alternate format (e.g. Braille and large print).
- Distribute meeting materials. Follow up on quorum for the meetings.
- Attend meetings, take minutes, and maintain and enforce Robert’s Rules and related City of Madison Ordinances and policies.
- Serve as point person for Commissioners wishing to add items, amend, or ask questions related to the agenda. Amend agendas as necessary. Alert members and staff to changes and alert the Clerk’s Office as to any cancellations or amendments.
- Keep Commission rules updated.
- Create/update commission member manuals.
- Notify commissioners of upcoming events related to discussions, expiration of terms, attendance, meeting material availability, quorum checks, etc.
- Perform other related work as assigned.
- Three (3) years of responsible administrative experience, which involved some independent responsibility for an office function or activity.
-OR-
- Two (2) years of experience in applying the following:
- Office procedures, methods, and equipment; and
- Computers and computer software applicable to the duties of the position, including basic proficiency with Microsoft Word, Excel and Outlook.
- Familiarity with elementary account posting, data processing input procedures, and financial procedures.
- Bachelor's degree from an accredited college or university.
-OR-
- Associate's degree in a related field, such as administrative assistant, legal secretary, office management, etc.
The City of Madison strives to provide exceptional customer service to all its residents and visitors. Therefore, successful candidates will have demonstrated ability to work effectively with multicultural communities.
For a complete list of the knowledge, skills and abilities, please view the class specification.
Physical requirements
- Ability to lift up to 10 pounds.
- Ability to spend a majority of time operating a desktop computer and/or telephone.
- Ability to provide excellent customer service.
Salary : $54,946