Job description

Description The Leave and Accommodation Administrator is responsible for managing workplace health-related HR functions, ensuring compliance with policies, regulations, and employee rights. This role oversees workers' compensation claims, facilitating timely reporting, documentation, and coordination with external agencies. The administrator manages leave programs, including FMLA, special leave, and light duty assignments, ensuring proper documentation and compliance with agency policies. They coordinate return-to-work processes, working with members and chain of command to support transitions and accommodations. As the agency representative on reasonable accommodation, they review requests, gather documentation, and provide guidance on ADA compliance. The administrator maintains records, updates policies, and ensures compliance with reporting requirements, serving as the primary liaison between members, command staff, and external agencies. Duties • Interprets and coordinates leave programs and policies in accordance with the applicable federal and state employment laws (e.g., Family Medical Leave Act, Americans with Disabilities Act, Uniformed Services Employment and Reemployment Rights Act, Pregnant Workers Fairness Act). • Coordinates and administers employee qualified intermittent or continuous leave of absence requests under the Family and Medical Leave Act (FMLA) including all paperwork, forms, and communications related to case intake, processing, claims management, and record keeping. • Serves as a point of contact for assigned cases to review confidential or sensitive intake documentation for compliance with leave policy, guidelines, and legal requirements. • Track members’ leaves and keep records up to date. Compare report data to current records to ensure the Chain of Command has access to the latest information at all times. • Collaborates with the employee and their chain of command to facilitate a timely and successful return to work, provides status updates to supervisors, and ensures proper case closure. • Performs exemplary customer service and assistance to employees and executive leadership. • Provides the affected personnel or family member with information and assistance/guidance pertaining to benefits available, procedures to obtain/claim benefits, compliance requirements, and the limitations of such benefits. • Produces and manages reporting metrics and analytics for all leave cases. Provides clear and concise presentations of reports as required. • Reviews all notices of injury forms for accuracy and completeness, ensuring they meet agency policy requirements, and submits appropriate forms to the Workers' Compensation Carrier within 7 days of injury. • Maintains comprehensive medical records of members unable to work in a full-duty capacity, ensuring all required documentation is current, complete, and compliant with established policies and procedures, including HIPAA compliance. • Acts as a liaison between the agency, county, and Workers' Compensation claims adjuster, facilitating communication and ensuring timely, accurate processing of claims while adhering to agency and legal requirements • Conducts presentations for all new hires to educate them on Workers' Compensation, Special Leave, FMLA, and Reasonable Accommodation processes and procedures. Creates and updates all materials as needed. • Maintains regular communication with injured members to monitor recovery progress, provide guidance on claim procedures, and address any concerns related to medical treatment or documentation. • Keeps the injured member’s chain of command informed on claim status, work restrictions, and anticipated return-to-work timelines to ensure operational readiness and adequate support. • Disseminates Workers’ Compensation literature and information to all agency personnel through electronic, verbal, and written media, educating members on the correct processes for filing claims, obtaining medical treatment, and scheduling follow-up examinations. • Manages complex cases separately, ensuring thorough documentation, frequent follow-ups with all involved parties, and escalation of issues when necessary to resolve disputes or delays. • Coordinates the interactive process between employees, managers, and medical professionals to determine effective accommodations. • Collaborate with legal counsel, healthcare providers, Workers' Compensation claims adjusters, agency leadership, and County leadership to address complex cases to develop appropriate accommodation or resolutions, ensuring compliance with applicable laws and regulations, and alignment with County policies and legal obligations. • Monitors and analyzes trends in Workers' Compensation claims to identify potential areas for policy improvement, training needs, or preventive measures aimed at reducing workplace injuries. • Responsible for coordinating agency random drug testing in accordance with established policies. This includes scheduling and tracking random drug tests across various employee groups, each with distinct annual testing requirements. Ensures drug testing is initiated and completed as required when employees transfer into positions subject to testing. Collaborates closely with agency members, testing providers, and the chain of command to facilitate timely and compliant testing. Maintains strict confidentiality of all results and ensures records are secured and retained in accordance with agency policy. • Delivers training to managers and supervisors on policies and legal requirements for supervisors, managers, HR professionals, and other stakeholders. • Updates and provides input to training materials, agency policies, and standard operating procedures. • Serves as the primary point of contact for reasonable accommodation requests, ensuring compliance with federal, state, and local laws, including the Americans with Disabilities Act (ADA) and other relevant legislation. • Maintains accurate records of accommodation requests, decisions, and justifications while ensuring confidentiality and compliance with record retention policies. • Represents CCSO in court and administrative hearings regarding the steps and procedures of the reasonable accommodation process and provides case-specific information as needed. • Collaborates with legal counsel and County leadership to address complex accommodation cases, ensuring alignment with County policies and legal obligations. • Conducts audits and assessments to evaluate the effectiveness of the accommodation process and recommends improvements. • Serves as a subject matter expert on reasonable accommodations, providing guidance to HR staff and leadership on best practices and emerging legal trends. • Functions as co-chair of the Safety Committee. • It’s an appointed member of the Wellness Focus Group. • Records, tracks, and follows up on incoming correspondence and action documents, to ensure timely response or actions consistent with agency policies and all applicable state statutes. • Provides accurate information/directions/assistance to the public, department members, and/or other department personnel in a professional and courteous manner consistent with agency policies. • Processes incoming and outgoing documents promptly per supervisory direction and agency policies. • Reports safety, maintenance, or compliance issues to the appropriate personnel. • Completes assignments, projects, and budget tasks on time, following policies. • Follows attendance and leave policies; reports absences, overtime, and submits required documentation. • Checks and responds to mail, calls, emails, and internal messages regularly and professionally. • Keeps chain of command informed of relevant issues. • Participates in required job training. • Performs other duties as assigned. Qualifications And Requirements • Bachelor’s degree in human resources or related field (business administration or human services) • 3 – 5 years of job-related experience, particularly in facilitating leave programs and policies in accordance with employment laws • Any combination of relevant work experience with education that totals eight (8) years can substitute for the education and experience listed above • Strong understanding of FMLA (Family and Medical Leave Act), ADA (Americans with Disabilities Act), Reasonable Accommodations and potentially other relevant laws like ERISA, HIPAA, or workers’ compensation is crucial • Proficiency with HR systems and Microsoft Office Suite (Word, Excel, PowerPoint) is required • Public Sector experience is preferred • Human Resources certification is a plus. Qualifications And Requirements For All Positions • High school diploma or equivalent • Proficient in Microsoft office products • Speak and understand the English language • The following items (or authorized equivalents) may be required at various steps in the application process: • Driver's License • Birth Certificate • Social Security Card • Form DD214 for all periods served in the military • GED or High School Diploma and Sealed Transcripts from the highest level of education • FDLE Authority for Release (notarized) Supplemental Information Salary is negotiable for full-time positions prior to initial hire, if requested, based on verified experience up to step five (5) of the assigned pay grade. Current employee salary changes are determined based on internal methodology. Please contact Human Resources with any questions. Benefits for full time positions include Florida Retirement System, a full suite of very affordable health/life/dental/vision benefits, ancillary insurance policies, college reimbursement, and more. Benefits are effective the 1st of the month after a full 30 days worked. For more information on benefits, please visit https://www.claycountygov.com/government/personnel-services/employee-benefits. The duration of the selection process may range from one (1) to three (3) months and may vary based on the number of applicants and/or urgency of filling the vacancy. Applicants are reminded to take note of the close date listed on this job posting. Interviews are not typically requested prior to this date. If accommodations are required throughout any portion of the hiring process, please contact our Human Resources team at HR@ClaySheriff.com. All positions at the Clay County Sheriff’s Office have testing requirements to determine eligibility. All selected candidates will complete a drug screening, polygraph examination and a comprehensive background investigation as a condition of employment. Sensitive and/or confidential aspects of candidates’ personal lives may be explored during this process (including driving, drug usage, criminal, employment, and residential histories). Any job qualifications or requirements listed in this job posting are susceptible to written and/or physical testing. This testing may be included in the competitive selection process. Reapplication/Retesting of discontinued or disqualified applicants is available after 365 days. This posting has been reviewed by Human Resources and found to be job related and non-discriminatory. If you are interested in this position, please submit your electronic application at https://www.claysheriff.com/departments/employment/. Clay County Sheriff's Office offers excellent benefits packages outlined below. Benefits are effective the first day of the month after 30 days worked for benefit-eligible employees. Coverages are provided through the Clay County Board of County Commissioners. You can visit their benefits page here. • Medical Coverage Comprehensive medical coverage through Florida Blue at competitive rates.Medical coverage is available to all benefit-eligible employees and their eligible dependents.Employees have a choice from two plans, both of which are Preferred Provider Option Plans. In addition to a high subsidy of the premiums, the Sheriff's Office contributes up to 50% of the deductible for the High Deductible- HSA Plan. Family Deductible = $ 4,200.00 Contribution of up to $ 2,100.00 per year Single Deductible = $ 2,100.00 Contribution of up to $ 1,050.00 per year Dental Coverage A choice of two dental plans, with the Sheriff's Office covering 100% of the single premium under the Low Plan. The employee will pay the difference in the premium cost if they elect family coverage. Life Insurance Basic life and accidental death and dismemberment (AD&D) life insurance coverage of $ 20,000 is provided for each benefit-eligible employee. Benefit-eligible employees may purchase additional coverage for themselves, their spouse,and dependent children through the Supplemental Life Insurance program. Long Term Insurance Benefit-eligible employees may purchase long term insurance through the County's provider for life insurance at affordable rates. Supplemental Insurance Supplemental Insurances such as short-term disability, hospital, cancer, and accidentare available through Aflac, Colonial Life, and Liberty. Vision Insurance A voluntary vision plan at affordable rates. Employee Assistance Program (EAP) A comprehensive employee assistance program, provided by Aetna,which includes counseling, education, and referral services for employees and their eligible family members. EAP services are strictly confidential. Vacation/Sick Leave/Personal Time Off Full-time employees accrue Personal Time Off (PTO) per year;the accrual rate will increase depending on their length of service with the Sheriff's Office. Holiday Pay The Sheriff's Office has eleven paid holidays and birthday leave for full-time employees. • New Year's Day • Martin Luther King Day • President's Day • Memorial Day • Independence Day • Labor Day • Veteran's Day • Thanksgiving and the day after Thanksgiving • Christmas Eve • Christmas Day Retirement Plans The Sheriff's Office participates in the Florida Retirement System. Employees have a choice from two plans under the FRS:Pension Plan and Investment Plan. The Sheriff's Office makes a contribution as set by the Florida legislature towards the plan of choice for each employee and the employee makes a contribution of 3%. Deferred Compensation Plans Employees may also elect to participate in the County's deferred compensation plan, which offers a choice from two providers:Mass Mutual and Nationwide. Contributions are voluntary by the employee and made on a pre-tax basis. Pre-Tax Benefits Benefits Certain payroll deductions can be taken on a before-tax basis. These include medical and dental premiums, FRS plan contributions, and high deductible plan contributions. Other Benefits include: • Tuition Reimbursement • Florida Deputy Sheriff's Association Membership • Onsite Wellness/Fitness Center *not all locations • Military Service Leave • Bereavement • Direct Deposit Payroll • Temporary, Part-time, and Seasonal employees are not paid for holidays and are not eligible for benefits. 01 Are you at least 18 years old? • Yes • No 02 Do you possess a valid Florida Driver's License? • Yes • No 03 Do you have a high school diploma or equivalent? • Yes • No 04 Do you have a Bachelor’s degree human resources or related field (business administration or human services)? • Yes • No 05 Do you have 3 – 5 years of job-related experience, particularly in facilitating leave programs and policies in accordance with employment laws? • Yes • No 06 If you answered no to the previous 2 questions, do you have any combination of relevant work experience with education that totals eight (8) years ? • Yes • No • Not applicable 07 Are you proficient in Microsoft Office products? • Yes • No 08 Are you proficient with HR systems? • Yes • No 09 Do you have a strong understanding of FMLA (Family and Medical Leave Act), ADA (Americans with Disabilities Act), Reasonable Accommodations and potentially other relevant laws like ERISA, HIPAA, or workers’ compensation? • Yes • No 10 Do you have any experience in the Public Sector? • Yes • No 11 Do you have an HR Certification of any type? • Yes • No 12 Are you legally authorized to work in the United States? In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form (I-9) upon hire. • Yes • No 13 Have you been convicted of a DUI within the last five (5) years for law enforcement/corrections applicants or three (3) years for civilian applicants, or ever as a law enforcement officer/corrections officer (including military police)? • Yes • No 14 Do you have any convictions for Domestic Violence? • Yes • No 15 Have you received three (3) or more moving violations within the past 24 months? • Yes • No 16 Visible tattoos determined to be inappropriate or offensive must be covered while at work. Do you have any tattoos above the collarbone (i.e. neck, face or behind the ear)? If yes, describe the tattoo and the location of the tattoo. 17 For the next seven (7) questions --The Clay County Sheriff's Office recognizes an irrevocable responsibility in maintaining the public trust concerning the maintenance of a Drug Free Workplace and the office's responsibility to be in compliance with the Drug-Free Workplace requirements as established in the Anti-Drug Abuse Act enacted by the United States Congress in 1988 and the Florida Drug Free Workplace programs requirements, F.S.S. 440.101 and F.S.S. 440.102 and Chapter 59A of the Florida Administrative Code. The U.S. Court of Appeals, 5th Circuit in Davis v. City of Dallas (no. 84-1814 – November 26, 1985) determined that a requirement prohibiting recent or excessive drug usage is job related. Use of CBD oil can, in some circumstances, result in a positive result for THC during a drug test. A drug test that confirms a positive result for THC will disqualify the applicant from employment. The Sheriff reserves the right to disqualify an individual based upon the totality of the drug use circumstances. Please enter your initials to confirm that you have read and understand these statements. 18 During your lifetime have you ever fraudulently used prescriptions to obtain or use drugs? • Yes • No 19 During your lifetime have you ever illegally used heroin, opium, Fentanyl or any derivative of heroin or opiates? • Yes • No 20 During your lifetime have you ever sold, distributed or conspired to distribute illegal drugs, except as required by official law enforcement duties? • Yes • No 21 During your lifetime have you ever used any illicit drug after first employment or appointment in the law enforcement field except in connection with official duties? • Yes • No 22 During your lifetime have you ever used methamphetamine, Rohypnol (Rooffies), GHB (Gamma Hydroxy Butyrate, also known as Grievous Bodily Harm) or similar illegal drugs in any amount? • Yes • No 23 Have you used marijuana or hash recreationally during the past 12 months? • Yes • No 24 Minor experimentation, as a juvenile, of the drugs listed in the following question, will be considered on a case by case basis. NO chronic usage will be considered. Have you, as an adult, used Cocaine, Illegal steroids (not prescribed), Quaaludes, LSD, M.D.M.A. (Ecstasy, Molly) or PCP within the past 5 years? • Yes • No • Required Question

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