Primary Purpose:

The FMLA/Leave Specialist will oversee and administer leave requests and accommodations requiring specialized attention, particularly those arising under the Family and Medical Leave Act (FMLA), the Americans with Disabilities Act (ADA), state and local leave laws, and short-term or long-term disability plans.  Provide clerical services in obtaining substitute teachers so classrooms are appropriately staffed with no disruption in the educational program; to perform clerical work as assigned.

  

Major Responsibilities and Duties:

 

Leave Administration:

1. Process all long-term absences, determine eligibility for various leave programs including Family and Medical Leave (FMLA) and temporary disability leave according to established guidelines, and provide employees with required timely notice.

2. Counsel with employees and supervisors concerning leave benefits and provide employees with accurate information on deductions from pay relating to absences, medical certification requirements, return-to-work dates, etc.
3. Work cooperatively with Finance department and risk management to process and coordinate all employee leaves and absences, including those relating to workers’ compensation claims and Sick Leave Bank.
4. Present information on leave benefits
5. Engage in the administration of leaves in accordance with applicable state and local laws and monitor return to work status.
6. Review, approve and process FMLA/OFLA, ADA Accommodations, Unpaid, Administrative leave requests and Workers’ Compensation through its full cycle to ensure compliance. Collaborate with management to determine if request will be approved.
7. Conduct meetings with employees regarding accommodations and leave programs.
8. Educate and guide employees on the types of leave offered by the district, legally and/or federally mandated to ensure awareness and understanding of the process and responsibilities on behalf of the employee.
9. Interpret and provide guidance to the District Collective Bargaining Agreements unit contracts and BOLI laws for the purpose of advising staff and supervisors and making appropriate decisions regarding leave usage.
10. Educate and guide employees on the types of leave offered to ensure awareness and understanding of the process and responsibilities on behalf of the employee.
11. Review and analyze employee return to work documentation and engage in interactive process regarding return to work restrictions. Analyze essential job functions as compared to restrictions, develop recommendations for management regarding return-to-work (RTW) accommodations, and determine final decision whether to grant or deny accommodation.
12. Load, and adjust all new hire and current employees’ leave accruals for all staff.
13. Process leave and accommodation requests by engaging in an interactive dialog with the employee to better understand their needs and medical requirements.
14. Lead the interactive process with employees and management and make recommendations.
15. Review and analyze employee return to work documentation and engage in interactive process regarding return to work restrictions. Analyze essential job functions as compared to restrictions, develop recommendations for HR and management regarding return-to-work (RTW) accommodations, and determine final decision whether to grant or deny accommodation Act as liaison to retirement plan third party administrators
16. Review, monitor, and process attendance through iVisions.
17. Make edits to requests as needed or as requested by staff

Workers Compensation Administration

1. Receive and process accident reports and workers’ compensation claims and file all insurance forms and Workers’ Compensation Commission reports in a timely manner, including wage statements, First Report of Injury, Supplement Report, and job information.
2. Establish and maintain contact with injured employees and provide assistance with claims and obtaining health care as appropriate.
3. Communicate with workers’ compensation insurance carrier, doctors, nurses, campuses, and health care providers to ensure appropriate processing of claims.
4. Work closely with campus and department secretaries, supervisors, and administrators to facilitate reporting work-related illnesses and injuries.

Records, Reports, and Correspondence

1. Prepare correspondence, forms, and reports, using personal computer
2. Maintain physical and computerized employee leave/workers’ compensation/Sick Leave Bank records, including confidential medical certifications
3. Input, access, and compile data and assist with preparing reports on employee leave status, utilization of employee leave programs, and on worker’s compensation claims.
4. Prepare and submit information required for processing substitute teacher payroll.

 

Substitute Coordinator Support

1. Performs a wide variety of clerical work including typing, filing, record keeping, preparing reports.
2. Coordinates assignments of substitute teachers from an approved list.
3. Maintains records of all employee absences including sick leave, vacation and comp time.
4. Screens applications for substitutes, verifies past employment and credentials and maintains substitute list.
5. Receives information pertaining to daily absence of employees and notifies sites.
6. Inputs and updates information into computer.
7. Computes amounts of sick leave, vacation, and comp time and provides employees with information.
8. Answers phones and provides appropriate information.
9. Maintains a variety of files and records.
10. Prepares and summarizes a variety of reports (usage, absences, evaluations, etc.)
11. Processes a variety of forms and handles correspondence as needed.
12. Performs related duties as requested

 

Other Job Functions:

1. Requests for assistance often requires immediate attention, creating conflicting urgent projects and priorities.
2. Travel to schools and other locations for meetings.
3. Work cooperatively with payroll and other HR staff to ensure accuracy of leave reports and substitute pay.
4. Coordinate monthly Sick Leave Bank meetings.
5. Establish and maintain accurate record-keeping systems.
6. Establish and maintain effective working relationships with students, teachers, administrators, co-workers, supervisors, and the public.
7. Responsible for volunteer/election process for Sick Leave Bank board members.
8. Direct other responsibilities as assigned by the Executive Director of Human Capital Management.
9. Handle all information, calls and requests with professionalism and confidentiality to ensure compliance with HIPAA regulations.
10. Assist the Executive Director of Human Resources with matters pertaining to negotiations and other collective bargaining issues, including providing reports and making recommendations related to paid and unpaid leave language in the Collective Bargaining Unit.
11. Work with the Collective Bargaining Unit groups to resolve employee conflicts pertaining to leave, workers' compensation, ADA or disciplinary issues.
12. Assist and offer guidance pertaining to employee relations issues for both Collective Bargaining Unit.
13. Handle and process all payroll updates, edits, changes for leave of absences, ADA temporary reduction in work schedules, Workers’ Compensation temporary reduction in hours schedule.
14. Other duties as assigned.

Qualifications:

 

Education/Licensure/ Testing Required/Bonding:

• Bachelor’s degree in human resources or related field required.
• Two years or more of human resource experience preferred.
• Completion of specialized certification or training on FMLA/leave administration a plus.
• Oregon Fingerprint and Criminal background check clearance.\

Skills:

• Administer the FMLA leave process, from initial notice to return-to-work, including gathering and completing required paperwork, determining eligibility, requesting medical certifications, and managing intermittent/reduced schedule leave.
• Maintain effective communication with employees and managers to facilitate smooth leave transitions and resolve concerns within reasonable limits.
• Provide guidance on the interaction of leave laws with paid time off, workers’ compensation, short-term and long-term disability benefits.
• Oversee the return-to-work process for employees returning from extended leaves (FMLA, workers' compensation, etc.).
• Facilitate ADA accommodation requests and administer other leave programs in compliance with company policies and applicable laws.
• Draft and recommend updates to company leave policies for compliance with federal, state, and local regulations.
• Maintain accurate, confidential records of leave and accommodation requests per legal requirements and best practices.
• Stay updated on applicable leave and accommodation laws, including FMLA, ADA, and state-specific requirements.

Knowledge:

• Advanced understanding of federal, state, and local leave laws (e.g., FMLA, OFLA, ADA) and their interactions with medical benefits, workers’ compensation, and collective bargaining agreements.
• Expertise in creating process guidelines and protocols for managing leave types, ADA accommodations, and workers' compensation.
• Familiarity with Oregon Revised Statutes (ORS) and Oregon Administrative Rules (OARs) related to HR functions.
• Strong proficiency in Microsoft Office and other relevant software.
• Working knowledge of payroll processes as they relate to leave and benefits administration.

Abilities:

• Interpret and apply complex rules, regulations, and policies pertaining to HR and leave management.
• Communicate effectively, both orally and in writing, with diverse groups and individuals.
• Establish and maintain effective relationships with employees, managers, and external stakeholders from varied cultural and educational backgrounds.
• Work independently and collaboratively to solve problems and achieve organizational goals.
• Plan, organize, and execute tasks accurately, meeting strict schedules and deadlines.
• Prepare and deliver clear, comprehensive written and oral reports to leadership and staff.
• Handle confidential information with discretion and professionalism.
• Multitask effectively, managing multiple priorities while maintaining strong attention to detail.

Additional Attributes:

• Strong interpersonal, negotiation, and consensus-building skills.
• Exceptional organizational and problem-solving abilities.
• Proven ability to manage complex roles and responsibilities effectively.

Experience Preferred:

• Staffing organizational systems and structures.
• Work effectively as part of a leadership team, both inside the district and external organizations which provide networking opportunities for the district
• Interpret and comply with laws, rules, and policies related to education, district Administrative Regulations, and labor contracts.
• Proficiently navigate HR-related and utility software programs and assist in digital automation of HR processes.
• Possess a high level of conflict resolution skills.
• Exhibit patience and compassion, yet assertiveness, in communicating effectively during confrontational and emotional situations involving staff, students, parents, and patrons.

 

Special Skills Preferred:  Bilingual Spanish/English

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment; personal computer and peripherals; calculator, multi-line phone system; copier

 

Communications/Other Equipment:  Cellular phone; instructional equipment

 

Physical:  Bend, stoop, kneel, and crouch to effectively set up and take down equipment for professional development events and activities; talking; hearing/interpreting conversation; near visual acuity/depth perception with or without visual accommodation

 

Lifting:  Moderate, 15-44 pounds weekly

 

Carrying:  Moderate, 15-44 pounds weekly

 

Posture: Prolonged sitting for prolonged periods; reaching; handling.

 

Motion: Repetitive hand movement and fine motor coordination and dexterity of hands and fingers to operate computer equipment; occasional overhead reaching.

 

Environment: Work prolonged or irregular hours; travel to various District sites utilizing employee-owned vehicle; occasionally work additional hours outside regular business hours including evenings and weekends dependent upon Executive Director’s meeting and events schedule. Occasional remote work environment may be required by district.

 

Mental Demands: Maintain emotional control under stress. Work well under pressure. Perform under extreme heavy workloads and inflexible deadlines.