SC Metro | Leave of Absence Coordinator

Leave of Absence Coordinator

Definition:

Under general supervision, a Leave of Absence Coordinator performs a variety of program and office administrative duties in support of human resources programs and functions, including leave administration, workers’ compensation, and related programs; receives and coordinates response to public records act (PRA) requests and subpoenas; prepares and distributes a variety of documents, reports, and correspondence; and performs related work as required.

Distinguishing characteristics:

 Leave of Absence Coordinator is a journey-level class responsible for performing the full range of duties as assigned, working independently, and exercising judgment and initiative. Positions at this level receive occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.  

Examples of duties and responsibilities:

The duties listed below represent the various types of work that may be performed. The omission of specific statements of duties does not exclude them if the work is related or a logical assignment to this class.

• Provides technical and office administrative support in the administration of a comprehensive leave management program, including Family Medical Leave Act (FMLA), California Family Rights Act (CFRA), Pregnancy Disability Leave (PDL), and medical leaves, in compliance with local, state, and federal laws, Santa Cruz METRO policies and procedures, and various labor contracts.
• Reviews leave requests and support documentation for completeness and eligibility. Tracks, and monitors employee leaves and intermittent leaves, as well as requirements when returning from leave.
• Gathers, monitors, and maintains detailed notes and records for all employee leaves; generates various reports.
• Communicates and coordinates with other Santa Cruz METRO departments to ensure proper administration of salary continuance and leave programs; advises employees on eligibility for State programs and benefits while on leave.
• Receives, reviews, and processes workers’ compensation claim forms and related documents; monitors administrative fees associated with claims; audits, reviews, and corrects statements and invoices received:
• Monitors workers’ compensation cases from inception to final disposition and settlement, in compliance with local, state, and federal laws, Santa Cruz METRO policies and procedures, and labor contracts; participates in meetings with legal counsel and third-party administrators to review and discuss open claims; examines claims for potential investigation.
• Receives, reviews, and coordinates response to all public records act (PRA) requests in accordance with the California Public Records Act.
• Receives, tracks, and responds to subpoenas, complaints, and legal inquiries to appropriate departments, staff, and/or legal counsel.
• Assists in administering various human resources compliance programs.
• Administers Lactation Accommodation Program, Consolidated Omnibus Budget Reconciliation Act (COBRA), and related programs by receiving, tracking, and processing requests and communicating with employees. Provides training and guidance to employees and managers on the lactation accommodation process and workplace requirements.
• Provides training to other department staff on leaves of absence processes and regulations; conducts training on workers compensation procedures, processes and regulations.
• Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies policies and procedures in determining completeness of applications, records, and files. 
• Organizes and maintains accurate and detailed databases, spreadsheets, files, and records, verifies accuracy of information, researches discrepancies, and records information.  
• Researches, summarizes, and interprets data from various sources and prepares reports according to established procedures and practices. 
• Composes, types, edits, and proofreads a variety of documents, including forms, memos, administrative, reports, and correspondence for department management and staff.
• Responds to questions and requests for assistance and information from staff, insurance carriers, third-party administrators, and the public.
• Processes invoices as needed, updates HR invoice tracking file and creates requisitions as needed for the department.
• Assist with various audits.
•  Assist in maintaining information in the Human Resources Information System (HRIS). 
• Prepares and provides training materials and presentations to management; prepares staff reports for board meetings and drafts resolutions on assigned areas of responsibility as needed.
• Operates standard office equipment; utilizes standard business computer software in performing job tasks.
• Assists in implementing and maintaining department database systems. Ensures information accuracy, researches discrepancies, and records data. Collaborates with the IT department and external vendors on system upgrades, integrations, and issue resolutions to enhance the maintenance systems. May utilize specialized Santa Cruz METRO software.
• Performs related duties and assumes additional responsibilities as required, including any administrative tasks not specifically listed but within the general scope of the classification to support departmental operations.

Employment standards:

Knowledge of:

• General principles and practices of human resources programs, including workers’ compensation and leave administration.
• Federal and State leave related regulations, including FMLA/CFRA/PDL.
• Procedures and practices pertaining to workers’ compensation claims processing as well as other specialized human resources activities.
• Research, data collection, and reporting techniques, methods, and procedures.
• Methods of preparing and processing various records, forms, applications, and documents.
• Principles and procedures of record keeping.
• Principles of mathematics and basic statistics and the application to assigned work.
• Applicable federal, state, and local laws, codes, and regulations as well as industry standards and best practices pertinent to the assigned area of responsibility
• Business correspondence, formatting, and report writing.
• Methods of maintaining information in electronic or hard copy files.
• Methods of prioritizing, planning, and organizing work.
• Time management techniques.
• Customer service techniques.
• Telephone techniques and etiquette.
• Modern office practices and the effective use of modern office equipment, personal computers, and standard business software.

Ability to:

• Ensure compliance with applicable regulations such as Family Medical Leave Act (FMLA), California Family Rights Act (CFRA), Pregnancy Disability Leave (PDL) and Workers Compensation.
• Perform program and office administrative duties in support of human resources programs and functions.
• Review documents for completeness and accuracy.
• Prepare clear and concise reports, correspondence, and other written material. 
• Perform mathematical and basic statistical computations with accuracy. 
• Understand, interpret, and apply all pertinent laws, codes, regulations, policies, procedures, and standards relevant to work performed. 
• Interact with the public and outside legal counsel in a calm and professional manner.
• Interpret, explain, and apply HR policies, procedures, and regulations to Santa Cruz Metro staff.
• Maintain confidentiality of materials, records, files, and other privileged information.
• Develop and maintain records and control systems with accuracy and attention to detail.
• Input data into a database.
• Adhere to established work schedules and timelines.
• Maintain a calm demeanor in stressful situations.
• Work independently using good judgment, tact, and discretion.
• Balance multiple assignments simultaneously and effectively.
• Utilize standard office equipment and computer software and learn to use specialized Santa Cruz METRO software if assigned.
• Communicate clearly and effectively in both oral and written form.
• Establish and maintain effective working relationships within the department and with other divisions, departments, agencies, suppliers, vendors, and the public.

Minimum qualifications:

Any combination of experience and education that would likely provide the required knowledge and abilities is qualifying.  A typical way to obtain the knowledge and abilities would be:

Education, Training, and Experience:

Equivalent to completion of the twelfth (12th) grade supplemented by coursework and/or training in human resources, public administration, industrial psychology, business, or other related coursework or training.

OR

Associate’s degree in a related field

AND

Two (2) years of experience performing clerical and administrative support. 

Licenses and certificates:

A valid California Driver’s License will be required at the time of appointment and throughout employment.

Must be able to obtain and maintain a current, valid California Class “C” Driver’s License.

Physical and mental demands:

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands:

While performing the duties of this job, the employee is frequently required to reach with hands and arms; walk, sit and stand; use finger dexterity; talk and hear, and use a keyboard. Work often requires stooping at the waist and the repetitive use of both hands to grasp and feel objects. Work may require lifting up to 20 pounds unaided. Specific visual abilities required for this job include close vision, distance vision, the ability to see colors and shades, and the ability to perceive depth.

Mental Demands:

While performing the duties of this job, an employee uses written and oral communication skills; reads and interprets data, information and documents; solves problems; uses math and mathematical reasoning; performs detailed work; deals with multiple concurrent tasks; and interacts with others encountered in the course of work.

Work Environment::

The employee works in a standard office environment where the noise level is moderate.

Other conditions of employment:

• • Must pass a requisite background check.
• • May occasionally work extended hours or hours outside of the regular schedule.
• • Must maintain strict confidentiality of work-related information.

^*Adopted: 12-11-18

^*BOD Approved: 02-15-26

^*Revised: 03-24-26

^*Job Family: Leave of Absence Coordinator Family

^*Job Series: Leave of  Absence Coordinator Series

^*Job Series Level: Journey

^*Confidential: Yes