Temporary ADA/Leave Administrative Specialist

City of Seattle•Seattle, WA

About The Position

Seattle City Light, a department of the City of Seattle, is a municipally owned utility and a national leader in energy efficiency and environmental stewardship. The ADA/Leave Administrative Specialist provides front-line administrative support for workplace accommodations, leaves of absence, Workers’ Compensation return-to-work, and related employee support programs within the People and Culture Division. As a first point of contact for employees seeking information or assistance, the Specialist manages intake, organizes and maintains case documentation, tracks follow-up, prepares routine communications, and supports HRIS/Workday absence tasks to help ensure timely and compliant processing. The position performs high-volume administrative work in support of ADA/Leave Coordinators and works with employees, supervisors, medical providers, HR partners, and external vendors. It also supports workflow stabilization as City Light transitions to new systems and processes. The position reports to the Absence Management Advisor. The role supports more than 400 active leave, accommodation, and return-to-work matters at a time. Seattle City Light requires employees to participate in its Emergency Response Program, with each employee assigned a role—usually aligned with regular duties—to support emergency operations. The full salary range is $34.92 to $40.76 per hour. The City of Seattle offers vacation, holiday, and sick leave, as well as medical, dental, vision, life, and long-term disability insurance for employees and their dependents. Employment offers are contingent on verification of credentials and other employment information, including a background check.

Requirements

Two years of progressively responsible clerical work in a personnel office setting, or an equivalent background provided by a combination of education, training, and/or experience.
Experience reflecting a commitment to creating fair and equitable outcomes.
Ability to handle high-volume workflows, competing deadlines, and required follow-up with strong organization and attention to detail.
Clear written communication and customer service skills when supporting employees and other stakeholders.

Nice To Haves

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 case-management or HRIS platforms such as Qcera LeaveSource, Cority, Workday, or similar systems.
Strong time-management skills and ability to manage competing deadlines.
Professional and empathetic written and verbal communication with employees, supervisors, medical providers, and other stakeholders.
Demonstrated discretion when working with confidential and sensitive information.
Skill in maintaining digital records and organizing documentation systems for clarity, consistency, and long-term usability.
Comfort working with evolving processes and changing system requirements, and experience documenting workflows and supporting process improvements.
Proficiency with Office 365, including Outlook, Word, Excel, and SharePoint, and other common administrative tools.
Experience reflecting a commitment to creating fair and equitable outcomes.

Responsibilities

Serve as the first point of contact for employee inquiries about disability and pregnancy accommodations, leaves of absence, and Workers’ Compensation return-to-work.
Review, categorize, and route shared-mailbox inquiries, documentation, and tasks to case files and ADA/Leave Coordinators in Qcera LeaveSource and Cority.
Manage a high-volume workflow involving more than 400 active matters, maintaining organization, attention to detail, and consistent follow-through.
Prepare and send routine case communications, including eligibility and acknowledgement notices, reminders, check-ins, status updates, and closure notices.
Track outstanding medical documentation and case milestones, follow up with employees or medical providers, and escalate delays to ADA/Leave Coordinators.
Coordinate job analysis processes by scheduling vendor meetings, managing purchase orders, and monitoring timelines.
Maintain accurate, organized case records in shared drives and internal systems, and help improve file organization systems.
Support Workday absence-related tasks, including ensuring correct leave coding for Payroll stakeholders.
Track 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.
Update and maintain standard operating procedures for ADA, leave, Workers’ Compensation return-to-work, and related workflows.
Support workflow and process-improvement initiatives, particularly those related to system transitions and operational stabilization across Workday, Qcera LeaveSource, and Cority.
Provide sensitive, attentive customer service through active listening and clear written communication.
Perform related duties of a similar level and type as assigned.
Participate in the Emergency Response Program and support emergency operations in an assigned role.