The City of Bend Human Resources Department is actively recruiting for one (1) full-time Leave Administrator. This opportunity is a Non-Represented, FLSA non-exempt (overtime eligible) position.
The Leave Administrator is responsible for performing the full range of assignments related to employee leave to ensure support as it relates to employee leave planning, policy adherence, procedures, technology application and leave administration. The position ensures compliance with federal and state laws and departmental best practices to support City employees, department leaders, the payroll team, and other human resource professionals. The Leave Administrator serves as the primary contact for technical questions as it relates to employee leaves.
Work includes assisting with the planning, developing, and implementing of leave programs, policies, and procedures. Through discretion and independent judgment collaborates with central and department Human Resources leaders to establish criteria, formulates processes, assesses program effectiveness, and investigates and analyzes a variety of complex situations. In addition, this position is responsible for effective and timely leave case management.
To be considered for this position, applicants must have a complete application that includes all of the following items:

• The online application via NeoGov (access also available on City of Bend website under Human Resources/Job Openings) 
• Attached formal Cover Letter (required) 
• Attached formal Resume (required) 
• Attached valid Credentials, Certifications and Licensing (if applicable)

Applicants must provide certification that they are a veteran or disabled veteran to receive veteran’s preference. For more information click here.
 
Applications received by Thursday, March 28, 2024, at 12:00 PM (noon) PDT will receive preference for the initial review, but the position will remain open until filled. 
 
Distinguishing CharacteristicsDistinguished from HR Analyst: By the nature and complexity of work assignments. The work performed by the HR Analyst is more complex and challenging in terms of scope and independent judgment.Essential Functions Include:The information provided below encompasses the essential functions and capabilities linked with this position.
Duties and ResponsibilitiesThe individual in this position is expected to engage in the following work-related activities, level of engagement is dependent upon program they are assigned to.

• Assists in the development and implementation of programs, policies and procedures and performs a variety of Human Resources support work that requires the exercise of independent judgment and the application of technical skills in areas related to leave administration, workers’ compensation and disability management. 
• Receives, examines, documents, investigates, and files a variety of reports, incidents and claims; reviews claims for completeness, timeliness, veracity and compliance with state and federal laws, City policies and Collective Bargaining Agreements. 
• Serves as liaison and resource for departments, employees, and other interested parties regarding claims procedures, benefit levels, claims processing, training, and other leave management programs. 
• Works with contract service providers and external agencies to insure timely and cost-effective claims resolutions that are in accordance with legal statutes, civil procedures, and administrative regulations.
• Assist with and supports the analysis of incident, usage and cost data, prepares narrative and statistical reports and proposes recommendations to management. 
• Assist with and supports the review of loss and utilization data and other information.
• Conducts employee and manager training; research best practices, amendments, and law updates and responds to inquiries about available leave programs.
• Assists with employee/labor relations activities including meeting and conferring regarding collective bargaining negotiations and employment/labor relations practices. 
• Serves as a liaison to internal and external customers and stakeholders providing information, program/service support and clarification of policies, processes, regulations, and other related program information.
• Participates and provides an active role when making system enhancements to leave administration to improve and automate processes with the focus on facilitating improved efficiency and accuracy, as well as positive employee experience.
• Performs and audits system setup to ensure system functionality, data integrity and accuracy of information and advises on systems utilized to facilitate efficient processing and tracking of data.
• Provides support in writing or revising leave procedures, handbooks and collective bargaining agreements, or training materials; and evaluates current policies or procedures and recommends change, as needed.
• Reviews and maintains files, databases, and/or other documentation in accordance with records retention requirements and procedures.
• Complies with safety requirements of the position and actively promotes safe work practices.
• In an emergency event or an officially declared State of Emergency, responds as directed to ensure the restoration of essential public services, facilities, and infrastructure.
• Other related duties as assigned.

Supervisory Responsibility 
This position does not encompass supervisory responsibility.Skill Profile
The individual in this position is expected to possess and exhibit the following knowledge, skills, and abilities.

• Maintain working knowledge of federal and state laws related to the public sector in Oregon, federal policies, rules, regulations, codes, and ordinances, as well as internal policies and procedures. Interpret applicable human resource and payroll related federal, state, and local laws, rules, and regulations.
• Skill in oral presentation and written communications and ability to utilize broad technology applications in documents processing, spreadsheets, data bases, power point presentations and other software applications.
• Maintain working knowledge of effective project management principles including strategic planning.
• Communication, interpersonal skills as applied to interaction with coworkers, supervisors, the general public and other stakeholders sufficient to exchange or convey information to provide and receive work direction.
• Preparing, reading, analyzing, and interpreting policy documents as it relates to leave administration, collective bargaining agreements and Human Resources policies.
• Manage a high volume of tasks at one time, including organizing and prioritizing own work and the work of others and demonstrate a high attention to detail.
• Work independently while also working as part of a team and collaborating with others.
• Maintain working knowledge of software programs such as Microsoft Office including Word, Outlook, Excel and PowerPoint and other interactive computer programs as well as cooperating common office equipment.

Ability Requirements The following capabilities are required to perform the essential functions of this position.

• Ability to use judgment and discretion to integrate technical knowledge with interpersonal and communication skills dealing with the public, employees, attorneys, medical providers, claims adjusters and others in a manner consistent with the policies, practices, and procedures of the organization. 
• Ability to collect, compile, analyze, store in a data base and interpret relevant complex information and data; make accurate arithmetic calculations; analyze and resolve problems and/or prepare recommendations; prepare clear and concise reports; prepare and maintain detailed, accurate and organized records.
• Ability to analyze, interpret, and communicate human resources information/issues, develop recommendations and alternatives, and maintain strict confidentiality in all human resources matters.
• Ability to understand, remember, communicate, and apply complex oral and/or written instructions and factual information and effectively communicate with others verbally and in writing, including by phone, e-mail, or in person.
• Ability to prepare and evaluate/analyze data and prepare narrative and statistical reports from data, written outlines and/or oral instructions.
• Ability to maintain sustained concentration on computer screens and use keyboards and a variety of peripherals and exercise keen time management skills, balance multiple priorities, and consistently meet timelines and due dates.
• Ability to establish and maintain cooperative working relationships with individuals and groups, be an effective collaborator in a team-centered environment and work effectively under general direction.
• Ability to occasionally travel locally and regionally. 

Physical Requirements
The following capabilities are required to perform the essential functions of this position.

• Work is generally performed in an office setting with travel required to off-site locations.
• Remain in a stationary position (sitting or standing) for extended periods of time, occasionally stand, walk, stoop, or kneel for extended periods of time.
• Exert up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently, to lift, carry, push, pull or otherwise move objects.

Education, Experience, Certifications and/or Licenses
The following are the minimum qualifications for this position.

• Associate’s degree or equivalent from two-year college or technical school or an equivalent combination of education and experience that provides the required knowledge, skills, and abilities as outlined in this job description. 
• 2 to 3 years’ experience in a similar position and/or performing similar tasks. 
• Current and valid Driver's license per City policies outlined in the Employee Handbook.

Preferred Qualifications: 

• PHR/SPHR or SHRM CP/SCP
• Experience coordinating Paid leave Oregon Leaves in conjunction with other protected leaves (FMLA & OFLA)
• Experience managing Workers’ Compensation claims.