ADA Associate/Specialist

The Larkin Company•Oklahoma City, OK

7h•Remote

About The Position

This role involves delivering Gold Standard leave and ADA services to clients and their employees. The position focuses on gaining foundational knowledge of administering leaves of absence and at-work accommodations, with a special emphasis on engaging in the interactive discussion process. The ADA Associate acts as the primary point of contact for employees regarding their ADA cases and associated leaves of absence, ensuring adherence to federal and state leave law regulations. Responsibilities include confirming leave eligibility, reviewing medical documentation, communicating with healthcare providers and HR teams, and managing return-to-work processes. ADA administration involves engaging in the interactive discussion process, documenting the process, and serving as a resource for clients assessing accommodation requests. The role also requires providing excellent customer service, coordinating with Claim Specialists, drafting correspondence, and maintaining high-quality case files. Internal contributions include being a self-starter, working independently, participating in team discussions, and collaborating effectively in a remote-first environment. The position may require taking on additional work with short notice, coordinating with various insurance carriers, and participating in client and company meetings, which may involve infrequent travel. The ADA Specialist role is similar but implies a higher level of expertise and ability to handle a variation of leave types, developing in-depth knowledge of leave administration and the interactive discussion process.

Requirements

Four-year college degree in a similar/related field.
Proficient in typing and MS Word.
Strong organizational, quantitative, and verbal/written communication skills.
Ability to comprehend and interpret various informational and regulatory documents (e.g., disability plans, client leave policies, state/federal regulations) and stay abreast of any changes.
Passion for excellent customer service, effective communication with all stakeholders, and a team-oriented approach to building strong working relationships.
Willingness to learn, take initiative to understand underlying reasons, and be receptive to feedback for continuous improvement.
Excellent attention to detail, follow-through, and common sense.
Strong ability to prioritize tasks, manage time well, identify and solve problems efficiently, and maintain accurate records.
Expected to work 40 hours per week.
Expected to report to the office bi-weekly.
Proven ability to seamlessly administer basic leave types (for ADA Specialist role).
Proficient typing and strong knowledge of MS Word (for ADA Specialist role).
Ability to comprehend and interpret complex legal and client documents (disability plans, policies, state/federal regulations) and stay current on all relevant changes (for ADA Specialist role).
Must be passionate, proactive, team-oriented, receptive to feedback, take initiative, prioritize tasks, and manage time effectively (for ADA Specialist role).

Responsibilities

Administer a full workload of ADA cases and associated leaves of absence for multiple clients, per client policies, while adhering to federal and state leave law regulations with special attention to the interactive discussion process as outlined under the Americans with Disabilities Act.
Remain the primary point of contact for employees with any open service outside of their ADA case (i.e. protected or company policy leave along with an at work accommodation).
Confirm leave eligibility, review medical documentation, communicate with healthcare providers, client employees and members of the HR team, and confirm return-to-work.
Engage in the interactive discussion process on behalf of the client, document the process, seek clarification as necessary, and act as a resource for a client as they assess the request for accommodations on a case-by-case basis.
Provide excellent customer service by answering phones, responding to emails, and communicating effectively with clients’ employees in a timely manner - answering questions regarding leave entitlement, client policies, and benefits.
Coordinate effectively with Claim Specialists to ensure that employee claims are adjudicated timely and accurately.
Draft and send letters to employees regarding leave entitlement, disability benefits, and/or the interactive discussion process.
Initiate return-to-work accommodations while adhering to relevant federal and state regulations.
Maintain high quality employee leave and ADA files according to set standards.
Be a self-starter who can work independently, take initiative, actively participate in team discussions and collaborate effectively while working in a remote-first environment.
Take on additional work with short notice (e.g. client needs to be taken over on short notice due to business needs).
When required, coordinate between short-term disability insurance carriers, worker’s compensation insurance providers, and the employee.
Participate in client meetings, company-wide off-site meetings, and training programs which may require some infrequent travel.
Back up multiple accounts.
Perform other duties as assigned in order to meet business needs.
Administer for clients across multiple pods (for ADA Specialist role).