Description

Job Summary:

The HR Leave & Training Administrator is responsible for administering and managing all aspects of employee leave programs, including FMLA, ADA, short-term disability, workers’ compensation, parental leave, medical and unpaid leave(s) and other related programs. This role ensures compliance with federal, state and local leave laws, as well as city policies and collective bargaining agreements. In addition, the role supports the city’s compliance training programs to ensure all employees understand and adhere to legal, regulatory and city policy requirements. This position is expected to exercise considerable independent judgment in claims administration and analysis and to perform related work as apparent or assigned. Work is performed under the limited supervision of the Human Resources Director.

Essential Functions:

• Manage end-to-end leave processes for Family Medical Leave (FMLA), Sickness & Accident Leave (S&A), Paid Parental Leave and other leaves of absence, including application, certification, documentation review and approval. Provides employees with clear, timely and compassionate support throughout the leave process.
• Manage the city’s self-insured Workers Compensation program; enters/tracks claims, assists in insurance adjustments, coordinate care with the city’s insurance provider and claims adjuster; maintains claim logs as required by federal and state law, prepares MIOSHA and management claim and accident reports; and maintains records of losses, claims, associated expenses and premiums paid by the City.
• Manage coordination of health-related issues, including all employment-related physicals, requests for accommodation under ADA, disability retirements and fitness for duty evaluations.
• Serve as primary point of contact for employees and managers on leave eligibility, return to work protocols, medical restrictions, light duty assignments and reasonable accommodation plans.
• Work closely with safety and operational teams to review accident and injury reports, investigations, etc.
• Ensure accurate tracking of leave balances and timely updates to managers and payroll for timekeeping records. Maintain compliant documentation and records in accordance with FMLA, ADA, HIPAA, OSHA and city policy. Prepares and maintains reports on leave usage, trends and compliance metrics.
• Maintain appropriate self-insurance authority, including certification by the State to be self-insured for workers’ compensation.
• Manage coordination and compliance with Drug Free Workplace Policy and FMSCA Drug and Alcohol Policy, acting as the Designated Employer Representative and Program Manager. 
• Provide administrative oversight and support for various training programs (e.g. anti-discrimination, harassment, workplace violence, compliance and ethics, city policy, etc.). Schedule, coordinate and communicate training sessions, track and document completion. Assist with new hire on boarding as needed.
• Partner with Organizational Development, Legal, HR and department leaders to identify training needs and prioritize policy reviews and/or updates as needed.
• Maintain confidentiality of employee information and uphold HR compliance standards. Support HR projects as needed and perform backup functions to department peers.

Physical Requirements/Working Conditions:

This work is sedentary and requires little to no exertion of force; work regularly requires sitting, bending, reaching, hand dexterity (grasping, holding, keyboarding, repetitive movements), reading, writing, eye-hand coordination, seeing (near and/or far, color, depth, field of vision), hearing, using the telephone, contact with government officials and the general public, working overtime, and working inside and alone.

Requirements

Minimum Qualifications:

• Bachelor’s degree in Human Resources, Risk Management, Business Administration or related field. In the absence of a degree, a minimum of five (5) years’ experience in an equivalent role is required.
• At least three (3) years of experience in leave management and Workers Compensation administration.
• Knowledge of leave laws, such as FML, ADA, HIPAA and state-specific regulations.
• Excellent communication skills, both written and verbal.
• Strong organizational and record keeping skills with attention to detail and accuracy.
• High level of professionalism, discretion and customer service orientation.
• Valid driver’s license.

Preferred Qualifications:

• PHR or SHRM-CP certification.
• Experience with administering benefits in conjunction with collective bargaining agreements.
• Certified Workers’ Compensation Professional Designation.