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POSITION PURPOSE: Under general direction of the Sr. HR Manager, Compliance & EE Relations and the Sr. VP of HR, the Sr. Human Resource Administrator is primarily responsible for the day-to-day administration and coordination of the organization’s leaves of absences including, Family and Medical Leave Act (FMLA), Americans with Disabilities Act (ADA), California Family Rights Act (CFRA), Pregnancy Disability Leave (PDL), Paid Family Leave (PFL), California Fair Employment and Housing Act (FEHA), exigency (military); worker’s compensation claims; and other personal leaves and short-term disability, in accordance with NHA’s policies and procedures, the Collective Bargaining Agreement, and federal and California laws and regulations. This position is responsible for advising employees and managers on disability policies, tracking and processing leaves, conducting the ADA interactive process, managing employee communications and creating and monitoring leave trends and analysis reports. This position is also responsible for managing and updating the organization’s workplace protocols for communicable diseases, such as COVID-19 and tuberculosis (TB), monitoring and tracking cases, and providing guidance to employees and supervisors. Additionally, this position is responsible for managing workers’ compensation claims, including processing reports of workplace injuries, coordinating claims with NHA’s workers’ compensation carrier, maintaining required records, monitoring claim status and coordinating/tracking work restrictions and modified-duty arrangements. The Sr. Human Resources Administrator also performs a variety of administrative, professional, technical, and analytical activities in support of the Human Resources program; and performs other related duties as assigned. EXAMPLES OF ESSENTIAL DUTIES: The duties listed below are intended only as illustrations of various types of work that may be performed. The omission of specific statement of duties does not exclude them from the position if the work is similar, related or a logical assignment to this position.
Performs a variety of activities in the administration of the Federal, State and NHA’s leave policies, ADA interactive process; workers’ compensation matters. Uses good judgment and discretion to interpret and apply applicable regulations, company policies, and procedures; advises Sr. HR Manager, Compliance & EE Relations, SVP of Human Resources or GM-General Counsel when necessary; Advises managers/supervisors regarding, LOA, COBRA, WC, ADA, etc. Manages sensitive and confidential information, and effectively and collaboratively interacts with employees, supervisors, and managers to coordinate and facilitate all aspects and details of the leave process. Coordinates with Sr. HR Manager, Compliance/Employee Relations and Payroll Manager to resolve actions related to paid/unpaid leaves and separations; Maintains all leaves and accommodation records, such as emails, physician notes received, forms and employee confidential LOA files; Uses the Dayforce HRIS database to track employees’ leave-of-absence types, leave dates, leave hours used, and sick leave usage; generates reports; and conducts complex service-time analyses and verifications; Uses Microsoft Excel, and Dayforce HRIS system to create reports, analyze data and identify trends. Evaluates and participates in training opportunities, develops recommendations and coordinates training presentations for managers and supervisors.
Leaves of Absence: Administers, reviews, and approves all leaves of absence including FMLA, CFRA, PDL, SDI, PFL, ADA, exigency and Personal Leaves according to NHA policies and procedures, as well as federal, state, and local mandates. Contacts physicians concerning forms and medical information for determining leave and accommodation approval. Monitors physician certification for accuracy and completeness. Documents all leave of absence in accordance with NHA policies and procedures, including providing approvals and denials of LOAs and correspondence with supervisors. Works with other staff in Human Resources in coordinating Return-to-Work Program assignments and Fitness For Duty (FFD) evaluations when necessary; Oversees the interactive process, as well as daily processing and tracking of FMLA, PDL, PFL, personal and other leaves, ensuring that FMLA, etc. is processed daily and consistently for all employees; Advises employees and managers on issues, questions and general interpretation of FMLA and other leaves and communicates leave status to supervisors. Ensures that the leave policy is being applied consistently and properly by managers and supervisors by providing proactive training and guidance. Investigates and researches leave policy issues and problems and responds with appropriate action. Remains current in knowledge of employment laws influencing the leave management process (ADA, CFRA, FMLA, etc.). Notifies IT when an employee goes on leave or returns to work for computer system access; Works with Payroll to integrate CA State Disability and sick leave to ensure that employees are properly paid; Advises Senior Management, staff and employees on complex issues concerning federal and state leave compliance.
ADA Management: Administers and documents all accommodation requests. Conducts and records interactive discussions with employees, supervisors, and HR using the required internal ADA form. Works with Safety Manager to ensure that, if applicable, workstations or other ergonomic modifications are provided. Coordinates and conducts staff and management training to ensure compliance with the Americans with Disabilities Act (ADA), Sections 503 and 504 of the Rehabilitation Act of 1973, and other federal and state laws and regulations pertaining to persons with disabilities. Stays abreast of state and federal laws and regulations as well as best practices concerning the rights of people with disabilities, and ways of providing reasonable accommodation, while maintaining program performance standards.
Workers’ Compensation: Serves as administrator and liaison with insurance provider for the review and filing of workers' compensation claims, including opening, monitoring, and following up on WC claims until closed, providing applicable forms, advising staff of legal requirements, conducting training for employees, and authorizing medical treatment. Coordinates temporary or light duty positions for workers with partially disabling injuries and illnesses who can work safely while recovering under a physician’s care; obtains necessary medical data to make decisions regarding transitional return-to-work assignments. According to legal requirements, maintain OSHA injury and illness logs.
DESIRED MINIMUM QUALIFICATIONS: Knowledge of:
State and federal labor laws, legislation and regulations; Employer and employee legal rights, duties and responsibilities; Human Resources policies and procedures applicable to areas of assigned responsibility; Conflict resolution; Best practices and techniques of Human Resources administration; Negotiation techniques, interviewing skills and investigative procedures; Basic data gathering and analysis techniques; Principles and practices of sound business communication; Correct English usage, including spelling and grammar; Standard business software, including word processing, spreadsheets and graphics; Basic operations and requirements of the Association’s personnel information systems; Recordkeeping and filing practices and procedures.
Ability to:
Defuse potentially volatile situations and exercise sound judgment;
Develop and maintain strong, highly effective working relationships and build trust with management and staff to effectively counsel these individuals regarding HR and employee relations issues.
Operate a computer using word processing, spreadsheet, database and other standard business software;
Type accurately at a speed necessary to meet the requirements of the position; Manage data and use it to effectively influence decisions; Organize, set priorities and exercise sound independent judgment within areas of responsibility; Interpret, apply, explain and reach sound decisions in accordance with laws, regulations, rules and policies; Compose correspondence from brief instructions; Communicate clearly and effectively orally and in writing; Prepare clear, accurate and concise records and reports; Maintain sensitive and confidential information; Use tact, discretion and diplomacy in dealing with sensitive situations and concerned people and customers.
Training and Experience: A typical way of obtaining the knowledge, skills, and abilities outlined above is through attaining a Bachelor's Degree in Business Administration, Human Resources, Organizational Development, Psychology, Sociology or a related field; plus, a minimum of three (3) years of increasingly responsible experience serving in a Human Resources role; or an equivalent combination of education and experience. Extensive experience in leave administration is preferred. SPECIAL REQUIREMENTS, LICENSES & CERTIFICATES: Incumbent must possess a valid California Driver’s License and insurance and/or access to reliable transportation in order to make site visits. Must pass and maintain a criminal background check clearance. Must meet Statewide Assembly Bill No. 1963 (mandate report general training). PHYSICAL AND MENTAL DEMANDS: The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Physical Demands: While performing the duties of this class, an employee is regularly required to sit, stand and walk; talk or hear, both in person and by telephone; use hands to operate, finger, handle or feel office equipment; reach with hands and arms; bend, kneel, grasp; and lift up to fifty (50) pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus to view documents. Mental Demands: While performing the duties of this class, employees are regularly required to use written and oral communication skills; read and interpret data; use math and mathematical reasoning; analyze and solve problems; learn and apply new information; perform highly detailed work on multiple, concurrent tasks with frequent interruptions; meet intensive and changing deadlines and interact with officials, staff and the public. WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this class. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Employees in this class generally work under typical office conditions. The noise level varies from quiet (private office) to moderate business office with computers and printers, light traffic. The employee may have occasional contact with angry or agitated individuals.
