Temporary ADA/Leave Administrative Specialist

City-of-Seattle; Seattle (WA); On-site; USD 48,000 - 56,000; Full time

Benefits offered by this job

Comprehensive benefits

Vacation and sick leave

Job summary

Seattle City Light seeks an ADA/Leave Intake & Administrative Specialist to provide front-line support for accommodations, leaves, and workers’ compensation returns. You’ll manage intake, organize case docs, and support HRIS tasks across LeaveSource, Cority, and Workday.

You’ll handle over 400 active matters, prepare communications, track milestones, and help optimize workflows during system transitions, while delivering empathetic customer service to employees and supervisors.

Qualifications

• Two years of progressively responsible clerical work.
• Bachelor’s degree in business administration, public administration, human resources, or a related field.
• Ability to learn and navigate systems such as Qcera LeaveSource, Cority, Workday.
• Strong organizational and time-management skills.
• Clear, professional, and empathetic communication.
• Discretion with confidential information.
• Proficiency with Office 365 and common admin tools.
• Commitment to fair and equitable outcomes.

Responsibilities

• Serve as the first point of contact for inquiries related to accommodations and leaves.
• Manage the shared mailbox and route tasks to appropriate case files and coordinators.
• Support a high-volume workflow with 400+ active matters.
• Prepare routine communications such as notices and updates.
• Track medical documentation and case milestones; follow up as needed.
• Coordinate job analysis processes for accommodations and timelines.
• Maintain organized case records and improve file organization.
• Support Workday absence tasks with correct leave coding.
• Audit data in LeaveSource and Cority for accuracy.
• Update SOPs for ADA, leave, and return-to-work processes.
• Support system transitions and process-improvement initiatives.
• Demonstrate strong customer service with active listening.
• Perform related duties as assigned.

Skills

Organizational skills

Time management

Communication

Discretion

Office 365

Education

Bachelor’s degree in business/HR

Tools

Qcera LeaveSource

Cority

Workday

Job description

Seattle City Light, a department of the City of Seattle, is one of the nation’s largest municipally owned utilities in terms of the number of customers served. Over the years we have worked very hard to keep Seattle's electricity affordable, reliable, and environmentally sound. Today, City Light is a recognized national leader in energy efficiency and environmental stewardship.

The ADA/Leave Intake & Administrative Specialist provides front-line administrative support for workplace accommodations, leaves of absence, Workers’ Compensation return-to-work, and related employee support programs within Seattle City Light’s People and Culture Division. Serving as the first point of contact for employees seeking information or assistance, this role manages intake; organizes and maintains case documentation; tracks required follow-up; prepares routine communications; and supports HRIS/Workday absence tasks to ensure timely and compliant processing across ADA, leave, and return-to-work activities.

The Specialist performs high-volume administrative tasks that support the ADA/Leave Coordinators. The role works closely with employees, supervisors, medical providers, HR partners, and external vendors, and plays an important part in stabilizing workflows as City Light continues transitioning to new systems and processes. This position reports to the Absence Management Advisor.

HERE IS MORE ABOUT WHAT YOU’LL BE DOING:

• Serve as the first point of contact for employee inquiries related to disability and pregnancy accommodations, leaves of absence, and Workers’ Compensation return-to-work.
• Manage the shared mailbox by reviewing, categorizing, and routing incoming inquiries, documentation, and related tasks to the appropriate case files and ADA/Leave Coordinators in Qcera LeaveSource and Cority.
• Support a high-volume workflow, with over 400 active leave, accommodation, and return-to-work matters at any given time, requiring strong organizational skills, attention to detail, and consistent follow-through.
• Prepare and send routine communications related to leaves, accommodations, and return-to-work cases, such as eligibility and acknowledgement notices, reminders, check-ins, status updates, and closure notices.
• Track outstanding medical documentation and other case milestones; follow up with employees or medical providers as needed and elevate delays to ADA/Leave Coordinators.
• Coordinate job analysis processes for accommodations by scheduling vendor meetings, managing purchase orders, and overseeing timelines to ensure job analyses are completed within expected timeframes.
• Maintain organized and accurate case records in shared drives and internal systems, and help improve file organization systems to ensure consistency, clarity, and long-term usability.
• Support Workday absence-related tasks by ensuring correct leave coding for Payroll stakeholders.
• Track and support Workers’ Compensation return-to-work processes in Cority, including monitoring new claim openings.
• Audit and update required data fields in Qcera LeaveSource and Cority to support accurate tracking, reporting, and operational integrity across leave, accommodation, and return-to-work workflows.
• Update and maintain standard operating procedures (SOPs) for ADA, leave, Workers’ Compensation return-to-work, and related workflows; support documentation and refinement of evolving processes.
• Support ongoing workflow and process-improvement initiatives, especially those related to system transitions and operational stabilization across Workday, Qcera LeaveSource, and Cority.
• Demonstrate strong customer service skills, including active listening, clear written communication, and sensitivity to employee needs throughout leave, accommodation, and return-to-work processes.
• Perform related duties of a similar level and type as assigned.

Required Qualifications:

In addition to the skills and experience mentioned below, a successful applicant will have experience that reflects a commitment to creating fair and equitable outcomes and has:

• Two years of progressively responsible clerical work in a personnel office setting (or a combination of education and/or training and/or experience which provides an equivalent background required to perform the work of the class)

Desired Qualifications -

You will be successful if you have the following experience, skills, and abilities:

• Bachelor’s degree in business administration, public administration, human resources, or a related field.
• Experience supporting HR or employee-focused programs such as leave administration, disability accommodations, or Workers’ Compensation processes.
• Ability to learn and navigate multiple systems, including case management or HRIS platforms such as Qcera LeaveSource, Cority, Workday, or similar systems.
• Strong organizational and time-management skills, including the ability to manage high-volume workflows and competing deadlines.
• Clear, professional, and empathetic communication skills, both written and verbal, when working with employees, supervisors, medical providers, and other stakeholders.
• Demonstrated ability to work with confidential and sensitive information with discretion.
• Skill in maintaining digital records and organizing documentation systems to support clarity, consistency, and long-term usability.
• Comfort working in environments with evolving processes and changing system requirements and experience documenting workflows and supporting process-improvement efforts.
• Proficiency with Office 365 (Outlook, Word, Excel, SharePoint) and other common administrative tools.
• Experience that reflects a commitment to creating fair and equitable outcomes.

Please note this job advertisement is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Emergency Response Commitment:

Seattle City Light is committed to reliable service during emergencies. Through our Emergency Response Program, each employee is assigned a role—usually aligned with their regular duties—to support emergency operations. Your participation is required and vital to helping the utility stay prepared and serve our community when it matters most.

The full salary range for this position is $34.92 to $40.76 per hour.

Who May Apply

This position is open to all candidates that meet the qualifications. Seattle City Light values diverse perspectives and life experiences. Applicants will be considered regardless of race, color, creed, national origin, ancestry, sex, marital status, disability, religious or political affiliation, age, sexual orientation, or gender identity. Seattle City Light encourages people of all backgrounds to apply, including people of?color, immigrants, refugees, women, LGBTQIA+, people with disabilities,?veterans,?and those with diverse life experiences.

Job offers are contingent on the verification of credentials and other information required by the employment process, including the completion of a background check. The background check will involve a criminal history check, which includes conviction and arrest records in compliance with the Seattle’s Fair Chance Employment Ordinance,SMC 14.17and theCity of Seattle Personnel Rule 10.3. A driving history review may be conducted in compliance withSMC 4.79.020. Applicants will be provided an opportunity to explain or correct background information.

The City of Seattle offers a comprehensive benefits package including vacation, holiday, and sick leave as well as medical, dental, vision, life and long-term disability insurance for employees and their dependents. More information about employee benefits is available on the City's website at:https://www.seattle.gov/human-resources/benefits.

Want to know more about Seattle City Light? Check out our web page:https://www.seattle.gov/city-light/about-us/careers.