Leaves and ADA Processor

SUMMARY Provide technical and administrative support for employee leave of absence and accommodation processes. Coordinate leave requests under FMLA, applicable state leave programs, and collective bargaining agreements, and support ADA accommodation requests, including coordination of the interactive process. Maintain accurate records and documentation, track timelines, and ensure all submissions meet established procedures. Assist employees and supervisors with routine questions and process guidance, and refer complex compliance matters to HR or EEO staff as needed. Support training and informational sessions for stakeholders to ensure proper understanding of leave and accommodation procedures; helping employees receive timely and accurate support while ensuring district processes remain compliant and efficient.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Process employee leave of absence requests under FMLA, applicable state leave programs, and collective bargaining agreements in accordance with established procedures.

Review leave and accommodation documentation for completeness and notify employees of missing or required information.

Prepare and distribute required notices, forms, and correspondence using standard templates and established timelines.

Track eligibility criteria, certification deadlines, leave duration, and required recertifications to ensure compliance with statutory and district timelines.

Maintain regular communication with employees and supervisors regarding leave status, documentation requirements, and return-to-work processes.

Coordinate return-to-work documentation, including fitness-for-duty certifications, and update internal systems accordingly.

Initiate and track documentation related to employee accommodation requests and support the interactive process by coordinating required information.

Schedule meetings and facilitate communication between employees, supervisors, Human Resources, and other stakeholders regarding leave and accommodation processes.

Maintain accurate, confidential leave and accommodation records in designated HR systems, databases, and tracking tools.

Update case status, key dates, and required actions to ensure timely processing and follow-up.

Coordinate leave-related recordkeeping with Payroll to support accurate pay and benefits administration.

Respond to routine inquiries regarding leave and accommodation procedures and refer complex or policy-interpretation matters to appropriate HR staff.

Assist with training sessions, informational materials, and process documentation related to leave and accommodation procedures.

Other duties as assigned.

EXPERIENCE: A minimum of three (3) years of disability and leave of absence case management experience administering the FMLA and ADA -or- 3 years of human resources administration experience. Work experience in k-12 and unionized environments preferred but not required.

EDUCATION AND TRAINING: High school diploma or GED required. College degree in human resources, business administration, or related field preferred.

CERTIFICATES, LICENSES & REGISTRATIONS: None required. PHR or SHRM certifications preferred.

KNOWLEDGE, SKILLS AND ABILITIES: Knowledge of FMLA, applicable state leave programs, and basic ADA accommodation processes. Knowledge of leave provisions within collective bargaining agreements. Knowledge of HR recordkeeping practices and confidentiality requirements for medical and personnel information. Skill in organizing and tracking multiple cases with strict deadlines. Skill in reviewing documentation for completeness and accuracy. Skill in maintaining accurate records in HR systems and spreadsheets. Skill in clear written and verbal communication with employees and supervisors. Ability to follow established procedures and apply them consistently. Ability to maintain strict confidentiality of sensitive information. Ability to identify complex issues and refer them to appropriate HR staff.

The physical requirements, mental requirements and work environment factors described below 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.

PHYSICAL DEMANDS: Ability to focus on objects at varying distances (with corrective lenses). Perform tasks that require manual dexterity, including operation of computers & small office equipment. Basic mobility and the ability to navigate the office environment safely. Ability to speak clearly, listen attentively (with assistance devices), and convey information accurately.

MENTAL FUNCTIONS: Ability to analyze situations, identify potential risks, and devise effective solutions. Ability to remain flexible in dynamic environments, adjusting plans and strategies as necessary to accommodate changing requirements or circumstances. Ability to effectively communicate and collaborate with other teams. Ability to manage time and priorities to meet deadlines.

WORK ENVIRONMENT: Work is performed in a semi-secured office building with a typical office environment and risk factors.