Coordinator III - Benefits

Fort Worth ISD; Fort Worth (TX); On-site; USD 75,000 - 90,000; Full time

Job summary

Fort Worth ISD is seeking a Leave of Absence Coordinator to serve as the subject matter expert for leave administration within the Employee Benefits Department. The role oversees all case management, program compliance with FMLA and related laws, and delivers exemplary service to employees and administrators.

The position requires processing FMLA from notice to return, coordinating medical information, and ensuring HIPAA privacy. Strong communication and documentation skills are essential.

Qualifications

• Bachelor's degree from an accredited college or university required.
• 3-5 years in HR with experience in Leave of Absence or Benefit Administration.
• Bilingual (English/Spanish) preferred.

Responsibilities

• Leaves of Absence and ADA Requests.
• Communicates with employees regarding leave and accommodations; informs about required documentation.
• Handles FMLA leave administration from initial notice to return to work.
• Maintains communication with employees on leave to facilitate timely return.
• Advises on interaction of leave laws with PTO and disability benefits.
• Approve/deny leave cases; manage medical information with HIPAA compliance.
• Oversees return-to-work communications after extended leave.
• Administers other time-off programs as assigned.
• Drafts/revises leave policies to comply with laws.
• Maintains confidential records of leave and accommodation requests.
• Conducts investigations of leave-related fraud; collaborates with OPS.

Skills

Attention to detail

Communication

Customer service

Discretion

Collaboration

Interpersonal skills

Documentation

Education

Bachelor's degree

Master's degree preferred

Job description

Reports to: Director - Benefits, Leaves and ADA Management

Salary: $74,735-$90,043

Pay Grade: 403

Duty Days: 239

FLSA Status: Exempt

PC#: 16961

POSITION PURPOSE

The Leave of Absence Coordinator serves as the subject matter expert for leave administration in alignment with the Employee Benefits Department and is responsible for overseeing all leave of absence cases. Effectively coordinates all cases to include general administration, comprehensive case management and program compliance with the Family Medical Leave Act (FMLA) and all related employment laws. Performs exemplary customer service and assistance to employees and administrators.

Essential Job Functions

• Leaves of Absence and ADA Requests
• Communicates with employees regarding their leave and/or requests for accommodations. Ensures that employees are aware of their responsibilities and of any documentation and notice required to qualify for and to take leave.
• Handles the FMLA leave administration process from the employees initial notice of the need for leave to the return to work. This includes gathering and completing all required paperwork, determining leave eligibility, designating leave as FMLA-qualifying, requesting medical certification as needed, and accounting for intermittent and reduced scheduled leave use.
• Maintains reasonable communication with employees on leave to facilitate a smooth and timely return to work; relays communication between employees and their managers during leave within reason.
• Advises managers and employees on the interaction of leave laws with paid time off and short-term and longterm disability benefits.
• Independently approve and/or deny leave cases based on relevant leave documentation submitted. Coordinates and organizes all medical information and ensures that HIPPA and Employee Privacy guidelines are closely monitored and effectively executed.
• Oversees the return-to-work communication for employees returning from extended FMLA or other leave(s).
• Facilitates other leave requests, which may include accommodation requests under the ADA.
• Administers other company time-off programs as assigned in accordance with internal policy and applicable laws.
• Drafts and/or recommends revisions to company leave policies to ensure compliance with federal, state, and local laws and regulations.
• Maintains complete and accurate records of leave and accommodation requests in accordance with specified legal requirements and documentation of best practices.
• Preserves confidentiality of employee medical documentation and files.
• Maintains knowledge of all applicable leave and accommodation laws, including the FMLA, ADA, and state and local laws.
• Conduct investigations of alleged fraudulent activity of all leave cases. Works closely with the Office of Professional Standards (OPS) team to identify, research and resolve matters.
• Assist in the creation and facilitation of leave administration training programs.
• Counsel with District employees concerning, leave, benefits, assignment and other issues when being placed on a leave of absence, resigning or retiring.
• Produce and manage reporting metrics and analytics for all leave cases. Presents reports as requested.

PROFESSIONAL GROWTH

• Researches, plans, and implements best practices related to primary duties and responsibilities.
• Participates in appropriate professional learning activities; summarizes and recommends changes in District practices, procedures, and policies based upon learning at professional development activities.
• Maintains a thorough knowledge of all pertinent federal, state, local, and District policies and procedures concerning administrative services issues.

PERSONAL WORK RELATIONSHIPS

• All Fort Worth ISD employees must maintain a commitment to the Districts mission, vision, and strategic goals.
• Exhibits high professionalism, standards of conduct and work ethic.
• Demonstrates high quality customer service; builds rapport/relationship with the consumer.
• Demonstrates cultural competence in interactions with others; is respectful of co-workers; communicates and acts as a team player; promotes teamwork; responds and acts appropriately in confrontational situations.

Other Duties As Assigned

• Performs all job-related duties as assigned and in accordance to the Board rules, policies and regulations. All employees are expected to comply with lawful directives in rare situations driven by need where a team effort is required.

Knowledge, Skills, And Abilities

• Knowledge of applicable federal and state laws regarding discrimination, as well as District policies and procedures.
• Knowledge of general and education employment law and hearing procedures.
• Knowledge of selection, training, and supervision of personnel.
• Skill in giving full attention to what other people are saying, taking time to understand the points communicated, asking questions as appropriate, and not interrupting at inappropriate times.
• Skill in researching and writing, with a strong knowledge of business correspondence formatting, including language, grammar, and punctuation.
• Skill in public relations, organizational systems development, communication, and interpersonal relationships.
• Ability to develop and support systems and resources for District supervisors responsibilities related to primary functions of Administrative Services.
• Ability to exercise discretion regarding matters of a sensitive or confidential nature.
• Ability to work effectively in collaborative teams, including teams from other departments.
• Ability to analyze and prepare documents, reports, and correspondence.
• Ability to implement policy and procedures.
• Ability to handle difficult and stressful situations with professional composure.
• Ability to organize and coordinate work, including maintaining attention to details and quality, and prioritize work while meeting multiple deadlines.
• Ability to use software to access databases, email, create spreadsheets, and do word processing.
• Ability to prepare oral or written communications, such as presentations, reports, memoranda, letters, and so on.
• Ability to engage in self-evaluation with regard to performance and professional growth.
• Ability to establish and maintain cooperative working relationships with others contacted in the course of work.

Travel Requirements

• Travels to school district buildings and professional meetings as required.

PHYSICAL & MENTAL DEMANDS, WORK HAZARDS

• Tools/Equipment Used: Standard office equipment, including computer and peripherals.
• Posture: Prolonged sitting; occasional stooping, squatting, kneeling, bending, pushing/pulling, and twisting.
• Motion: Frequent repetitive hand motions, including keyboarding and use of mouse; occasional reaching.
• Lifting: Occasional light lifting and carrying (less than 15 pounds).
• Environment: Works in an office setting; may require occasional irregular and/or prolonged hours.
• Attendance: Regular and punctual attendance at the worksite is required for this position.
• Mental Demands: Maintains emotional control under stress; works with frequent interruptions.

Minimum Required Qualifications

• Education: (See approved combinations of Education & Experience below) Bachelors degree from accredited college or university required; Masters degree from accredited college or university preferred.
• Certification/License: None.
• Experience: (See approved combinations of Education & Experience below) 3-5 years in Human Resource with experience in Leave of Absence or Benefit Administration
• Language: Bilingual (English/Spanish) preferred.

Approved Combinations

Education Experience Associates degree5 yearsBachelors degree3 years

This document is intended to describe the general nature and level of work being performed by people assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.