Human Resources Associate

Under general supervision, perform, plan and/or assist in Human Resource functions which includes coordinating support for all medical leaves including Family Medical Leave Act qualifying absences, Washington Paid Family Medical Leave, disability plans and Workers Compensation. Effectively coordinate all leaves/claims to include general administration, comprehensive leave management and program compliance with all federal and state leave and employment laws.

Characteristic Duties and Responsibilities

Under general direction and guidance, serve as the liaison between employees and their departments for all medical leaves and workers’ compensation claims.

Interpret and administer leave programs and policies in accordance with applicable federal and state employment laws (FMLA, WPFML, Pregnancy Discrimination Act, etc.). Ensure that the workers’ compensation program is managed in accordance with applicable OSHA and workers’ compensation laws.

Administer all aspects of medical leave and workers’ compensation programs in a timely manner and in compliance with all applicable deadlines. Provide extensive leave management and coordinate all administrative aspects of medical leaves and claims. Conduct/coordinate investigations of all reported workers’ compensation claims.

Receive, coordinate, review, input and maintain the database for on-the-job injuries. Ensure investigative paperwork is completed by employees and supervisors. Coordinate and process Workers Compensation claims. Communicate with employees, health care providers and third-party administrators regarding L&I claims and light duty; facilitate in placing the injured worker in the light duty job and monitor the return-to-work process. Create and distribute the annual OSHA federal statistical reports. Monitor and update the agency bulletin boards to ensure compliance with legal requirements.

Provide substantiating documentation for the Department of Labor and Industries Stay At Work reimbursement program.

Independently approve and/or deny leave requests based on relevant medical information. Coordinate and organize all medical information and ensure that HIPAA and Employee Privacy guidelines are closely monitored and effectively executed. Ensure that all reportable workers’ compensation claims are submitted within 48 business hours from the date of the incident.

Manage all administrative aspects of leave and workers’ compensation claims to include tracking and ensure that paperwork submitted substantiates the need for leave.

Receives, reviews and processes short- and long-term disability claims; communicates with and coordinates claims processing with insurance companies; reviews and approves/denies employee applications for self-insured portion of long-term disability claims.

Work closely with departments to ensure that all relevant completed medical documentation is submitted for timely review. Maintain contact with employees on leave and coordinate all aspects of their return to work.

Work closely with supervisors and other department staff to identify, research and resolve leave-related issues. Partner closely with other Human Resources staff on all leave issues and workers’ compensation claims. Partner closely and contact other department staff regularly to review employees’ leave status and develop legally sound strategies for resolution.

Produce and manage reporting metrics and analytics for all leaves and workers’ compensation claims. Gather and analyze data for trend analysis and present reports as requested.

Manage vendor relationships (Association of Washington Cities, Kaiser Permanente Occupational Medicine, etc.). Ensure that Short-Term and Long-Term Disability claims are coordinated with FMLA, PFML or other medical leave programs.

Prepares and processes HR related invoices and paperwork for submittal to the Finance department.

Provide back-up support for correspondence with the Employment Security Department and Secure Access Washington.

Review and suggest modifications to the agency’s medical leave and workers’ compensation programs for greater efficiency, quicker return-to-work and lower claim costs.

Perform other Human Resources related duties as assigned.

Minimum Qualifications and Knowledge Skills and Other Characteristics

Minimum Qualifications:

Associate’s degree or equivalent in Human Resources, business administration or a closely related field and three (3) years of in-depth Human Resources experience with a focus on program management experience in Human Resources functions such as leave management, workers compensation, etc. or an equivalent combination of education and experience.

Knowledge, Skills and Other Characteristics:

Knowledge of:

• Kitsap Transit operations, programs, policies and practices
• Principles, practices and policies of public personnel administration, including leave administration, Workers Compensation, OSHA etc.
• Relevant local, state and federal employment laws
• Current laws and legal issues in Human Resources

Skill in:

• Maintaining confidentiality and sensitive information
• Implementing, assessing and managing agency leave programs
• Presenting information clearly and effectively orally and in writing
• Working independently, addressing problems and tasks
• Performing work on various projects simultaneously under strict timelines
• Maintaining and evaluating records and preparing comprehensive reports
• Gathering relevant data, analyzing problems, evaluating and making appropriate recommendations
• Establishing and maintaining effective working relationships with employees and the public
• Understanding, interpreting, and explaining programs, regulations, procedures and guidelines
• Conducting insightful discussions
• Using personal computer and office software including word processing, spreadsheets and database programs in a Windows-based operating environment
• Problem solving, time management and prioritizing
• Empathizing with employees as they go through possibly life altering circumstances

Ability to:

• Analyze information and convert related activities into a comprehensive work plan
• Communicate and make recommendations to Supervisor
• Identify basic problems and procedural irregularities, collect data, establish facts and draw valid conclusions
• Multi-task and drive multiple projects
• Work independently in a fast-paced environment with changing priorities and tight deadlines