Human Resources Leave of Absence, ADA, Disability Coordinator

Family & Children's Services Career Center•Tulsa, OK

8d•Onsite

About The Position

This office-based HR coordinator manages a high volume of employee leave, accommodation, and disability claims, with a focus on FMLA, leaves of absence, and ADA compliance. The coordinator manages cases from initial request or identification through documentation, eligibility review, carrier determination, status monitoring, benefits and leave coordination, return-to-work planning, and employment-status resolution. The role serves as a primary contact for employees, managers, third-party administrators, and disability carriers at Tulsa-area locations, ensuring timely and consistent case management, accurate timekeeping, confidential records, and support for related HR benefits processes. The position administers FMLA, USERRA, and other agency leave programs; facilitates ADA accommodation requests and the interactive process; manages long-term disability claims and related carrier communications; and coordinates return-to-work planning. It also supports benefits processes, reporting, audits, employee education, manager guidance, and compliance-related policy or procedure improvements. A bachelor’s degree is preferred, and three to five years of HR leave administration experience is required.

Requirements

Three to five years of human resources leave administration experience.
Extensive working knowledge of FMLA, ADA, USERRA, disability plans, and applicable federal, state, and local leave and accommodation requirements.
Experience administering continuous, intermittent, and reduced-schedule leave and coordinating return-to-work processes.
Experience responding to EEOC requests involving FMLA and ADA.
Excellent written and verbal communication, analytical, problem-solving, organizational, and customer service skills.
Strong attention to detail and ability to manage competing priorities, meet deadlines, and work effectively in a fast-paced environment.
Demonstrated ability to protect confidential and sensitive information and communicate effectively with employees, supervisors, vendors, and the public.
Proficiency in Microsoft Office Suite and HRIS applications.
Ability to learn new software applications and work effectively independently and as part of a team.

Nice To Haves

Bachelor’s degree in Human Resources, Business Administration, or a related field.
UKG experience.

Responsibilities

Respond to employee leave requests within 48 hours and provide guidance on notices, documentation, certifications, and employee responsibilities.
Serve as the primary contact for employees, managers, third-party leave administrators, and disability carriers.
Administer the FMLA process from initial notice through return to work, including eligibility reviews, notices, certifications, tracking, and documentation.
Coordinate agency decisions and records with third-party administrator determinations; monitor leave parameters and support questions, concerns, and appeals.
Administer USERRA and other agency leave programs in accordance with applicable law and internal policy.
Communicate with employees about leave status, modified schedules, restrictions, documentation deadlines, and return-to-work requirements.
Maintain communication with employees on leave and relay appropriate information between employees and managers while protecting confidential medical information.
Coordinate leave status, timekeeping, and return-to-work information with Payroll and other appropriate stakeholders.
Use HRIS, time and attendance systems, scheduling practices, and related policies to ensure leave time is accurately recorded and reconciled.
Generate monthly FMLA, ADA, and approved-leave reports and maintain a monthly FMLA dashboard.
Maintain complete, accurate, timely, and confidential leave and accommodation records in accordance with legal, retention, and documentation requirements.
Monitor federal, state, and local leave and accommodation requirements and recommend policy or procedure revisions to support compliance.
Support audits, reporting, process improvements, employee education, and manager guidance related to leave and accommodations.
Facilitate ADA accommodation requests and the interactive process, including gathering documentation, coordinating individualized reviews, documenting decisions, and monitoring approved accommodations.
Ensure accommodation reviews are completed and documented before employment or return-to-work decisions when protected rights may be affected.
Protect medical and disability information by limiting inquiries to job-related, necessary, and lawful information; keep medical records separate and restrict disclosures to authorized recipients.
Administer long-term disability claims from identification through carrier determination and ongoing management, including eligibility, coverage, and claim-process communications.
Prepare and submit employer statements and records to the disability carrier, including employment status, coverage, earnings, schedule, last day worked, job description, essential duties, and return-to-work information.
Coordinate transitions from short-term disability or other leave to long-term disability, reconciling elimination periods, PTO, FMLA, ADA, benefit continuation, and employment status.
Monitor LTD claims, carrier requests, decisions, recertifications, benefit dates, and work-capacity changes; follow up with employees, carriers, Payroll, and stakeholders.
Maintain confidential LTD claim records, track key dates and outcomes, reconcile carrier and internal records, and support reporting, audits, and issue resolution.
Assist with carrier requests and next steps, facilitate timely claim-information exchange, and escalate compliance, fiduciary, litigation, or plan-interpretation issues as appropriate.
Coordinate LTD with FMLA, ADA, USERRA, benefit continuation, wage-replacement programs, and applicable law without relying solely on carrier decisions.
Oversee return-to-work processes following extended leave, workers’ compensation leave, or other approved absences, including fitness-for-duty and work-restriction coordination when applicable.
Coordinate return-to-work planning for LTD employees, including restrictions, modified schedules, accommodations, and carrier updates on work activity or employment-status changes.
Document objective employment and return-to-work decisions and seek legal guidance when protected rights may be affected.
Invoice employees for benefit premiums while they are on unpaid leave and respond to benefit-continuation questions.
Advise employees and managers on the interaction of leave laws and agency programs with paid time off, disability benefits, and benefit continuation.
Perform other related duties as assigned.
Adapt to changing departmental and organizational needs, assume additional assignments, and support organizational changes.
Demonstrate sensitivity to cultural and ethnic differences and value fairness, inclusion, and diversity.
Adhere to agency policies, procedures, mission, values, and ethical standards.
Complete documentation, reports, and assignments accurately and on time, meeting established performance and productivity standards.
Practice accountability, confidentiality, integrity, honesty, trustworthiness, and respect.
Work collaboratively with department associates, program managers, service providers, and other professionals.
Use agency technology effectively and complete training on new or updated applications.
Demonstrate dependable attendance, time management, self-discipline, flexibility, and the ability to work independently.
Promote teamwork through encouragement, support, shared decision-making, and constructive problem-solving.
Use supervision appropriately and participate in training and professional development.
Communicate professionally and effectively in writing and verbally, and provide excellent internal and external customer service.
Identify continuous-improvement opportunities and recommend practical solutions while maintaining current job knowledge and best practices.
Attend and participate in required department and agency meetings and training sessions.