Clerical Support

Madison Area Technical College; Madison (WI); Hybrid; USD 28,000 - 30,000; Full time

Benefits offered by this job

Vacation & Holidays

Health/Vision/Dental/Life insurance

Job summary

Madison Area Technical College is seeking a Clerical Aide for a Limited Term Employment position. This role provides front-line customer service and administrative support to students, staff and visitors while ensuring accurate processing of student records and documents.

It supports transcripts and enrollment verifications across Enrollment Services with attention to detail. The LTE is full-time, with a hybrid schedule and potential remote work two days per week.

Qualifications

• High School diploma or equivalent.
• 0-2 years of relevant experience preferred.
• Legal work authorization to work in the United States.
• Experience with front-line customer service is desirable.

Responsibilities

• Respond to inquiries and assist students, staff and visitors to ensure a welcoming service experience.
• Collect, scan and index documents to maintain accurate records.
• Review and route student records using established workflows for processing.
• Monitor calendars and schedule appointments to support access to services.
• Maintain inventories of supplies for shared spaces.
• Identify discrepancies and communicate with stakeholders to resolve issues.
• Provide clerical and operational support including file management and mail distribution.
• Guide peers and student workers to support inclusive service delivery.

Skills

Customer service

Record management

Attention to detail

Communication

Education

High School diploma or equivalent

Job description

Job Description

Enrollment Services at Madison College is seeking a Clerical Aide to join the team in a Limited Term Employment (LTE) opportunity. This position provides front-line customer service and administrative support to students, staff, and visitors while helping ensure accurate and timely processing of student records and documents. The Clerical Aide supports critical Enrollment Services functions, including processing transcripts and enrollment verifications in support of all Enrollment Services business units. Success in this position requires strong attention to detail, effective management of records and workflow processes, and the ability to respond to service needs in a timely and professional manner. By maintaining data accuracy, supporting consistent service delivery, and helping ensure smooth day-to-day operations, the Clerical Aide contributes to operational efficiency and enhances access to Enrollment Services across the College.

Salary Information: $20.14 - $21.65 (For current employees, pay may not be restricted to the posted range and will be set in accordance with the Madison College Compensation Manual guidelines for internal salary placement.)

Department: Student Records and Data

Position Details

Schedule: This is a full-time 40-hour per week, limited-term employment position through June30,2027.

Hybrid work schedule: Monday – Friday, 8:00am – 4:30pm. This position can work remote 2 days a week, subject to change in accordance with Madison College policy.

Benefits

Madison College provides a generous benefits package of vacation, holidays, health/vision/dental/life insurance options.

Madison College believes every team member brings unique perspectives and experiences that enhance our ability to understand and engage with the communities we serve, address challenges, and develop innovative solutions. Come be part of our great team!

Madison College is a great place to work and has been for over 100years, serving more than 33000 students in 12 south-central Wisconsin counties. The College offers generous salaries, benefits, and an inspiring work environment. Employees enjoy a culture dedicated to lifelong learning, wellness and inclusiveness.

Accountabilities

• Supports front-line operations by responding to inquiries, assisting with student transactions and connecting individuals to appropriate college resources to ensure a welcoming and efficient service experience.
• Collects, scans and indexes incoming documents in accordance with retention policies to maintain accurate records and support timely processing by internal departments.
• Reviews and routes student records and institutional documents using established workflow systems to ensure they are correctly categorized and accessible for processing.
• Monitors office calendars, schedules appointments and maintains communication with students and staff to support coordinated access to services.
• Maintains inventories of supplies and printed materials to ensure readiness of shared spaces and availability of resources.
• Identifies discrepancies or processing issues and communicates with appropriate stakeholders to resolve concerns and improve service accuracy.
• Provides routine clerical and operational support, including file management, mail distribution and general upkeep of office functions to maintain daily continuity.
• Offers guidance to peers and student employees and contributes language or cultural expertise as needed to support inclusive and responsive service delivery.
• Performs other related duties within the scope of the position as required for the efficient operation of the division and to support institutional objectives.

Knowledge, Skills & Abilities

• Knowledge of document management systems, records retention policies and institutional workflows related to student records.
• Knowledge of college services, procedures and student support resources.
• Skill in managing inquiries, scheduling and daily office operations.
• Ability to provide customer service and resolve concerns.
• Ability to manage multiple processes, meet deadlines and maintain accuracy in a fast-paced environment.
• Skill in engaging positively with all populations and communities, contributing to a safe and inclusive learning and work environment.
• Skill in effectively and respectfully communicating with others.

Minimum Requirements

• Education: High School or equivalent.
• Experience: 0-2 years of relevant experience. Experience used as an equivalent of an educational requirement is in addition to any experience required by the position.
• Madison College does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term.

If you are experiencing application issues, please contact us at the Talent Acquisition email [e-mail] or HR hotline [phone].

Madison Area Technical College does not discriminate on the basis of race, color, national origin, sex, disability or age in employment, admissions or its programs or activities. Madison College offers degrees, diplomas, apprenticeships and certificates in Architecture & Engineering; Arts, Design & Humanities; Business; Construction, Manufacturing & Maintenance; Culinary, Hospitality & Fitness; Education & Social Services; Health Sciences; Information Technology; Law, Protective & Human Services; Science, Math & Natural Resources; and Transportation. Admissions criteria vary by program and are available by calling our Enrollment Office at [phone] or [phone] Ext. 6210.

The following person has been designated to coordinate TitleIX of the Education Amendments of 1972 and Section504 of the Rehabilitation Act of 1973 and to handle inquiries regarding the college’s nondiscrimination policies: Lisa Muchka, Director, Civil Rights and Compliance, 1701 Wright Street, Madison, WI53704 [phone]

Welcome! Thank you for visiting our career site, where Madison College is committed to matching talent to opportunity. We are known for our real-world, smart approach to learning – offering students innovative, high-tech career pathways and college transfer opportunities with more than 150 programs to choose from.

Along with our competitive wages, check out the benefits that we offer: https://madisoncollege.edu/careers. Learn more about Madison College: https://madisoncollege.edu/about

As part of the application process, finalists will undergo a background check including criminal history, educational verification, and references. Criminal history will not automatically disqualify you from employment. All cases are considered on an individual basis, and the offense will be compared to the position for which you are applying.