Leave & ADA Program Administrator

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The City evaluates candidates based on the information provided in the online application only. Do not submit resumes and cover letters. Read the "Hiring Process" section below to learn more.

New hires typically receive between minimum and midpoint, however, we may go slightly higher based on experience, internal equity and market.

Job Summary

We are seeking an experienced Leave & ADA Program Administrator who is responsible for processing and supporting leave of absences, and ADA workplace accommodations for represented and non-represented employees. At Bellevue, you will provide exceptional customer service and assistance to all stakeholders and effectively help people navigate leave of absence and accommodation requests. This will include general administration, comprehensive case management, and program compliance in accordance with the Family and Medical Leave Act (FMLA), Washington Paid Family and Medical Leave (PFML), the Americans with Disabilities Act (ADA), other related employment laws, collective bargaining agreements and the City's policies and procedures. The position will also be integral in processing HR transactions and ensuring the integrity of employee information in the City's systems. In the HR Department, you'll be a part of an engaged, enthusiastic team, dedicated to providing exceptional services to the city's managers and employees, and to job seekers and external partners. Bellevue employees embrace the values of innovation, integrity, stewardship, collaboration, accountability, diversity, equity, and inclusion, and take pride in the work they do. The City Council's vision is that Bellevue welcomes the world, our diversity is our strength, we embrace the future while respecting our past.

Essential Duties and Responsibilities

Serves as the point of contact and subject matter expert for qualified continuous or intermittent leaves of absence and reasonable accommodation requests. Partner with assistant city attorney on complex or high-risk cases. Lead or contribute to continuous process improvement initiatives in HR operations related to accommodations and leave management.

Handles the leave process from employees' initial notice of the need for leave to the employees' return to work. This includes gathering and completing all required paperwork, determining leave eligibility, designating, or denying leaves as appropriate, requesting medical certification as needed, recertifying leaves, managing independent medical evaluation processes when needed, tracking and accounting for leave time used, including intermittent or reduced schedule leave use and performing audits as needed to ensure accuracy.

Manages ADA workplace accommodation requests by understanding job analysis to assess the essential functions, conduct meetings for the interactive process, assess accommodation needs and department ability to reasonably provide accommodation, managing documentation, tracking accommodation status and providing guidance to employees and decision recommendations to departments. Manage and communicate the legal / technical aspects of the process in an empathetic, neutral, and clear manner.

Delivers excellent customer service and ensures employees are aware of their own responsibilities and of any documentation and notice requirements to qualify for and to take leave. Provides guidance and advice to managers on the process and best practices.

Maintains reasonable communication with employees on leave to facilitate smooth and timely return to work; keeps managers up to date about employee leaves, changes, and work restrictions.

Preserves confidentiality of employee medical documentation and files.

Maintains complete and accurate records; ensures all leave and accommodation requests (including intermittent and reduced schedule leaves) are processed accurately and timely, notifying employees of expirations and need for recertification.

Collaborates with city-wide departmental leadership, HR Consultants, Benefits, Payroll, Risk / Workers' Compensation, HRIS and Legal on leave and ADA accommodations, independent medical evaluations, performance issues, and other matters. Hold monthly meetings with department leadership experiencing high utilization and HR consultants to ensure smooth facilitation.

Monitors continuation of group health plan benefits during leave based on the City's policies and procedures / collective bargaining agreements; collaborates with benefits administrator on eligibility criteria changes.

Documents internal workflow processes; researches, recommends, and streamlines processes for efficiency while ensuring positive employee and manager experience, consistency, and compliance.

Qualifications

Education and Experience Requirements : Graduation from an accredited four-year college or university with a degree in human resources or related field. Five or more years of experience administering federal and Washington state leaves of absence and ADA workplace accommodations; working knowledge of best practices for leaves of absence and accommodations. Or any equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities.

Knowledge, Skills, and Abilities : Excellent organizational and prioritizing skills, detail oriented, and ability to handle multiple tasks and assignments. Professional and personable, exercising sound judgment when dealing with sensitive and confidential matters. Strong decision-making, problem-solving, and analytical skills. Self-starter, motivated and proactive. Strong Microsoft Office skills; experience working with a HRIS and leave management software. Ability to build positive relationships at all levels across the organization, and cultivate confidence being a subject matter expert and delivering consistent results. Demonstrated ability to identify and anticipate client needs, convey appropriate options, and make recommendations for implementation. Exceptional oral and written communication skills. Certification in Human Resources or completion of specialized certification or training on FMLA / leave administration and ADA is preferred.

Supplemental Information

The physical demands and work environment 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.

Work involves walking, talking, hearing, using hands to handle, feel or operate objects, tools, or controls, and reaching with hands and arms. Vision abilities required by this job include close vision and the ability to adjust focus. The employee may be required to push, pull, lift, and / or carry up to 20 pounds. The noise level in the work environment is usually moderately quiet.

The City of Bellevue offers employees a comprehensive benefits package providing choice, flexibility, and value! Employees are offered a choice of medical coverage through the City's self-insured Preferred Provider Organization (PPO) plan or Kaiser Permanente (HMO). Employees are offered a choice of two dental carriers with plans that offer regular checkups, x-rays, fillings, and crowns. Orthodontia is available through one of the carriers. Employees are offered a choice of vision coverage through an annual exam-only plan or a buy-up plan which includes an annual eye exam and hardware coverage. Employees are offered three retirement plans : Washington State Department of Retirement Systems (DRS) : Mandatory participation, City of Bellevue Municipal Employee's Benefit Trust (MEBT) : Optional participation in this 401(k) retirement savings plan with employer match contributions that vest on a 3-year schedule. Deferred Compensation Program (457 DCP) : Optional participation in the supplemental Deferred Compensation Program also administered by DRS that allows tax-deferred savings into a variety of investment options. Other benefits include : Flexible Spending Accounts (FSAs), Life / Accidental Death and Dismemberment (AD&D) Insurance, Long Term Disability (LTD), Survivor Income, Employee Assistance Program (EAP), 11 observed holidays per year plus 2 additional personal holidays, vacation (standard accrual of 12 days a year), and sick leave (accumulated at the rate of one day per month), An ORCA Card bus pass, On-site fitness center, and self service food / coffee options, Career development and training programs, Tuition Reimbursement Program, Employee Resource Groups (ERGs)