Medical Leave Coordinator
About The Position
The Medical Leave Coordinator provides administrative and operational support to the Office of Medical Leave by coordinating the intake, tracking, processing, and administration of Family and Medical Leave Act (FMLA) requests, Americans with Disabilities Act (ADA) accommodation requests, and related medical leave matters. This position serves as the primary administrative support ensuring timely case processing, accurate recordkeeping, and exceptional customer service. The Medical Leave Coordinator is responsible for facilitating efficient workflow, maintaining confidential medical records, coordinating communications with employees and departments, and monitoring case activity to support compliance with federal, state, and/or local leave and accommodation requirements. This position does not make eligibility determinations or accommodation decisions but plays a critical role in supporting the administration of the City's medical leave and accommodation programs.
Requirements
- Knowledge of administrative practices and records management.
- Knowledge of confidential document handling and privacy requirements.
- Strong organizational and time management skills.
- Ability to manage multiple priorities in a fast-paced environment.
- Excellent written and verbal communication skills.
- Strong customer service and interpersonal skills.
- Proficiency with Microsoft Office Suite and HR information systems.
- Ability to prepare reports and maintain accurate records.
- Ability to exercise discretion when handling sensitive and confidential information.
- Ability to work collaboratively with employees, supervisors, medical providers, and HR staff.
Responsibilities
- Serve as the initial point of contact for employees, supervisors, and departmental HR representatives regarding medical leave and ADA accommodation requests.
- Receive, review, and process incoming FMLA and ADA requests for completeness.
- Establish and maintain electronic and physical case files.
- Enter and maintain case information in the City's Human Resources Information System (HRIS) and case management systems.
- Monitor case activity and track statutory and internal processing deadlines.
- Prepare and distribute required notices, correspondence, forms, and acknowledgments.
- Request and track medical certifications and supporting documentation.
- Follow up with employees, healthcare providers, and departmental representatives regarding outstanding documentation.
- Schedule ADA interactive process meetings and other case-related meetings.
- Coordinate calendars for the medical leave team.
- Route complex cases to Medical Leave Analysts for review and determination.
- Maintain confidential medical records in accordance with applicable privacy requirements.
- Prepare routine reports regarding case volume, aging, pending documentation, turnaround times, and workload metrics.
- Monitor shared mailboxes and respond to routine inquiries.
- Assist in preparing training materials, forms, and employee resource documents.
- Maintain standard operating procedures and administrative process documentation.
- Assist with special projects related to leave administration, ADA compliance, and process improvement.
- May perform other duties as assigned.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
