What are the responsibilities and job description for the Human Resources - Leave Specialist position at Federal Way Public Schools?
- Administer FMLA and state leave. Ensure ongoing leave processes and procedures in place are compliant with federal, state and local regulations.
- Responsible for understanding the administration of ADA in the application of accommodations within the District. Work with supervisor to adhere fair and consistent processes and procedures.
- Responsible for intake, evaluation and processing of requests for leaves related to medical reasons, non-medical leaves, and ADA according to federal and state laws, and collective bargaining agreements. Work with employees to ensure clear understanding of leave rights and responsibilities as well as leave options available per their CBAs.
- Collaborate with administrators regarding inquiries of application of organizational policies and practices regarding eligibility, definition, paid/unpaid status, continuation of benefits, accommodation and return-to-work relating to leaves of absence. Escalates complex leave administration questions to the Executive Director for Human Resources.
- Work with employees and managers to ensure timely and compliant delivery of leave and accommodation information. Oversee the distribution, completion and return of leave related materials, resolving discrepancies or issues when necessary.
- Track FMLA and coordinate with other leave benefit plans such as worker's compensation, short and long-term disability plans, life insurance, and COBRA.
- Work with benefits team members to ensure all benefits are considered and addressed during personnel leaves (medical, personal, unpaid, L&I etc.). Understand how different types of leaves impact benefits differently and be able to clearly communicate differences verbally and in written formats.
- Works with payroll teams to ensure timely notification of paid, unpaid leaves, pay integration, and return-to-work.
- Oversee the return-to-work processes for personnel returning from extended leaves of absence, which may include accommodation requests.
- Assist with the coordination of leaves and Workers' Compensation claims with WA State Labor & Industries.
- Audit programs and make recommendations for process improvements and policy changes. Monitor legislation and notify HR management of changes that affect the leave and disability plans and assist in the implementation of needed changes.
- Audit systems (HRIS, timekeeping, etc.) to ensure leave program utilization is within regulatory and district policies. Maintains leave information in Business .
- Maintains a leave administration process manual. Maintains leave and accommodation records for the district to include set up and destruction of files in Business .
- Coordinate with Risk Manager and Office Business Services to track Workers Compensation claims and leaves.
- Promotes a culture of consistency, equality, and fairness through interactions with management and personnel.
- Responsible for providing an annual Maternity/Paternity workshop.
- Monitor compliance of usage of various leaves; resolve discrepancies, and report misuse to supervisor.
- Take initiative to find solutions and create efficiencies in processes.
- Serve as Unemployment Liaison; completing forms, setting up, organizing, and participating in hearings.
- Review quarterly unemployment reports for accuracy.
- Collect and disaggregate data; develop, run, and manage complex databases and reports.
- Serve as member of the Human Resources team; perform other tasks, related duties and special projects as directed.
- Participate on committees and workshops/conferences to advance human resources skills and knowledge.
- Assist human resources staff with promoting and maintaining program goals.
This position is responsible for handling simple to complex leave administration to include worker's compensation and ADA requests for accommodation. Responsible for advising supervisors, interpreting policy and regulations, and assisting employees with answers to questions in a highly confidential environment. This position will fully integrate race equity into every aspect of the leaves and accommodations operations and work toward the dismantling of structural racism to ensure fair and consistent outcomes for all. This includes processing information and providing timely notification and communication to employees and supervisors on a daily basis in collaboration with the Executive Director for Human Resources. This role requires discretion and strict confidentiality in dealing with sensitive and confidential information, focus on details.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. This list is meant to be representative, not exhaustive. Some incumbents may not perform all the duties listed while in other cases related duties may also be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. This list is meant to be representative, not exhaustive. Some incumbents may not perform all the duties listed while in other cases related duties may also be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Other Responsibilities
REQUIRED QUALIFICATIONS:
Education and Experience
AA Degree
Three (3) years of increasing responsibility experience with one (1) year working with leaves
ADDITIONAL REQUIREMENTS:
Proficient with Microsoft Office (WORD, EXCEL, PPT)
Demonstrate ability to be focused and detail-oriented
Demonstrated accuracy in inputting data into HRIS and spreadsheets
PREFERRED QUALIFICATIONS:
School district experience
Experience work with a variety of employee benefits
CONDITION OF EMPLOYMENT:
Washington State Driver's License
Criminal background check
Work scheduled hours on a consistent basis
KNOWLEDGE OF:
Various federal and state leave laws
Collective bargaining agreements
Federal and State leaves laws
ADA
School board policies and procedures
Crucial conversations
ABILITY TO:
Demonstrate basic knowledge of modern technology and willingness and ability to increase knowledge to proficiency
Work independently and work collaboratively with others fostering a team approach whenever appropriate.
Maintain a good work attendance record, be punctual, and follow District procedures for reporting all absences.
Demonstrate enthusiasm, flexibility and a commitment to students.
Practice effective safety and security within individual work routines.
Develop and maintain positive relations with staff and service providers
Follow written and verbal directions with minimal supervision
Speak, read and follow written communications in English
Perform intermediate spelling, math and grammar skills
Demonstrate the desire, skill and patience to work with students with special emotional, academic and social needs, which may include violent behavior
Demonstrate a caring attitude and establish an environment that encourages appropriate behavior and successful learning
Exercise judgment as to when to act independently and when to refer to higher authority
Practice ethical and professional standards of conduct including the requirements of confidentiality
Perform essential functions to completion with minimal supervision
Communicate effectively with staff, students, parents/guardians, and the public in a multicultural and multiracial community
Interact positively with students, parents and staff in a professional manner and demonstrate a commitment for students and their success
Continue professional growth
Perform the essential functions of the job with or without reasonable accommodations
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES RELATED TO CULTURAL COMPETENCE AND EQUITY:
Knowledge/awareness of own cultural identity and how this influences behavior, and desire to learn about the cultural identity of others.
Ability to establish and nurture an environment that promotes cultural competence and equitable treatment of staff, students, and patrons of the District.
Ability to understand and hold self and others accountable for promoting the Federal Way Public Schools' commitment to "Each Scholar: A Voice. A Dream. A Bright Future."
Ability to recognize that each person is a unique individual even as we celebrate their group cultural heritage.
PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee will constantly sit, stand and walk, bend neck and back, use hands for repetitive grasping and pushing/pulling. The employee is frequently required to squat, kneel, and use hands for fine manipulation. The employee will occasionally be required to climb stairs/ladder, lift and reach overhead, crawl, and lift/carry. The employee must constantly lift/carry up to 10 lbs and must frequently lift/carry up to 25 lbs. The employee will occasionally lift/carry a maximum of 35 lbs. The employee is occasionally required to push/pull a maximum force of 100 lbs.
WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee regularly works in indoor conditions and regularly works near video display for extended periods of time. The noise level in the work environment is usually moderate. The position constantly deals with frequent interruptions, demanding deadlines, and occasionally deals with angry and distraught employees and community members. Occasionally work overtime and/or weekends.
WORK SCHEDULE
This position typically works, 8 hours a day, Monday thru Friday, 260 days per year
REPORTING RELATIONSHIP
This position reports to, and is evaluated by Executive Director for Human Resources
REPRESENTATION
Non-Represented
LEVEL OF COMPENSATION
Specialist Level Non-Represented
CLASSIFICATION HISTORY
Updated 06/2021
Created 7/2016
Disclaimer
The preceding list is not exhaustive and may be supplemented as necessary. The statements contained herein reflect general details as necessary to describe the principal functions of this job, the scope of responsibility and the level of knowledge and skills typically required but should not be considered an all-inclusive listing of work requirements, skills or duties so classified. All personnel may be required to perform duties outside their normal responsibilities from time to time as needed.
All employment open positions are made available on a nondiscriminatory basis without regard to race, color, creed, religion, sexual orientation, national origin, gender, age, disability or veteran status.
Job descriptions are written as a representative list of the ADA essential duties performed by the entire classification. They cannot include, and are not intended to include, every possible activity and task performed by every specific employee.
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