Workers' Compensation, ADA, and Leave Specialist (Confidential Administrative Support II),

Department Name

Payroll & Benefits

Salary and Benefits

Starting salary placement depends on qualifications and experience and is anticipated to be in the range of $4,233 to $6,500 a month.

This position is eligible for a broad range of benefits, including medical, dental, vision, life and disability insurances, retirement (CalPERS), tuition waiver, vacation and sick leave. In addition, 14 paid holidays are offered each year; 13 scheduled on specific days and a Personal Holiday that may be taken any time during the year.

A comprehensive benefits summary for this position is available online by clicking the View Benefits Summary link below or by request from SSU Human Resources.

Application Deadline

This position is open until filled. For full consideration, please submit application, along with cover letter and resume, by 8am on January 4, 2021. Please refer to the Application Process section of this posting for additional details.

Conditions of Employment

This is a full time, exempt position, which will lead toward permanent status following the successful completion of a probationary period.

Responsibilities

Sonoma State University is committed to achieving excellence through teaching, scholarship, learning and inclusion. In line with our Strategic Plan and our Seawolf Commitment, our values include diversity, sustainability, community engagement, respect, responsibility, excellence and integrity. We strive to cultivate a community in which a diverse population can learn and work in an atmosphere of civility and respect. We encourage innovation, experimentation and creativity, as well as contributions to equity and inclusion, in the pursuit of excellence for all members of our university community.

Reporting to and under the general direction of the Managing Director for Payroll and Benefits, the Workers' Compensation, ADA and Leave Specialist is responsible for day-to-day coordination and administration of the University's Workers' Compensation (WC), Americans with Disabilities Act (ADA) Program and Leave Programs. This incumbent is responsible for independently coordinating, conducting research, providing counseling and monitoring programs for compliance; conducting workplace safety assessments to support University employees in performing job duties safely and fully; supporting the employee wellness program; interacting with other Human Resources staff to track lost work time, lost wages, benefits, leaves of absence and other actions for injured or disabled workers. This position also interacts with Risk Management and Safety Services and Environmental Health and Safety (EHS), with an overarching goal of workplace safety, loss prevention, and effective claims management for those employees who are injured on the job or who require accommodation(s) due to a disability.

Major duties of the position include, but are not limited to, the following in support of WC, ADA, Leave Administration, Return to Work, Medical Monitoring, Wellness, Reporting and Employee Safety:

Workers' Compensation (WC):
- Maintaining the accuracy and integrity of WC claim records in the automated workers' compensation claim system. Ensure timely reporting of all claims.
- Maintaining records and ensure Occupational Safety and Health Administration (OSHA) record keeping and annual filing requirements are in compliance. Report all qualifying injuries to OSHA within specific timeframe requirement.
- Maintaining database that tracks the incidences of certain types of injury/illness (e.g., carpal tunnel, motor vehicle) and WC program expenditures by a variety of factors (e.g., indemnity, medical costs, permanencies, stipulations).
- Conducting formal written accident investigation and root cause analysis and coordinate with EHS as necessary for both investigation and possible steps to reduce potential for recurrence.
- Working with CSU and Third-Party Administrator to ensure the timeliness and thoroughness of the work compensation process. Resolve identified problems informally or through regularly scheduled meetings.
- Communicating with employees and/or worksite liaisons/supervisors, as appropriate, regarding information needed to process and support claims, such as medical certification, filing status and exemption forms, election to use accrued leave, return to work, etc.
- Responding, counseling and triaging the inquiries and concerns of injured employees.
- Providing support to injured workers and Appropriate Administrators to identified modified work within work restrictions. Developing creative solutions to modified work in order to return injured employees sooner and reduce lost time/days away.
- Sending forms, as appropriate, to CSU and/or the third-party administrator.
- Attending WC claim hearings when potentially helpful to the outcome, or as required, and maintain related communications with the Third Party Administrator's hearing representative, CSU, Office of the General Counsel (OGC) or the Workers' Compensation Appeals Board (WCAB).
- Communicating with union representatives, attorneys, doctors, and other interested parties, as necessary, regarding claim-related matters.
- Serving as liaison with departmental and/or operating units, managed care providers, the third-party administrator, CSU, the State WCAB regarding claims; and as appropriate (1) request a functional capacity or other medical examination; (2) determine whether a claim has arisen in and out of the course of employment; (3) initiate action to "disclaim" the injury as workers' compensation; or (4) request that a claim be investigated.
- Identifying, developing and presenting training needs related to the WC program.
- Processing PeopleSoft transactions to accurately reflect injured workers on Industrial Disability Leave (IDL) or temporary disability (TD) status to ensure correct payments to issue. Responsible for submitting 674D forms to the State Controller's Office.
- Identifying and reconciling appropriate leave credits and adjustment of leave credits for injured workers on IDL or TD status.
- Coordinating IDL or TD leave in conjunction with Family and Medical Leave Act (FMLA).
- Collaborating and interacting with colleagues at fellow CSU campus through WC-Coordinator Listserv and Monthly Conference Calls.

American's with Disabilities Act (ADA) Program:
- Independently coordinating the ADA Program, investigating employee requests for accommodations, "triggering" statements and work restrictions; facilitating interactive meetings between disabled employee and appropriate administrator; researching any possible reasonable accommodations and facilitating difficult conversations within the interactive process.
- Identifying reasonable accommodations to meet the need of disabled employees in performing job duties safely and fully.
- Procuring reasonable accommodations, maintaining Pro-card and integrity of funding of the ADA cost matching program.
- Researching and creating individual Supplemental Medical Questionnaire Forms which provide guidance for the interactive process.
- Updating ADA Forms and remain current with disability law to ensure program compliance.

Leave Administration:
- Independently meeting and reviewing employee leave options regarding rights under FMLA, payment mechanisms and non-industrial disability leave process.
- Maintaining and monitoring leave payroll, including processing of PeopleSoft transactions, coordinate disability payments with State Controller's Office, balance leave credits and process any docks or unpaid status under FMLA.
- Conducting meetings with employees going through the non-industrial disability leave process. Maintaining documents to ensure that the leaves are in accordance with CSU and SSU policy. Working closely with department to ensure that all are included in the communication paying special attention to HIPPA regulations.
- Researching and resolving complicated complaints, inquiries and issues involving pay (such as salary, settlement, disability payments, leaves of absence) and benefits; analyze and interpret collective bargaining agreements to ensure accurate implementation of salary and benefits programs, effectively communicate with employees, the Office of the Chancellor, The Office of the State Controller; and CalPERS; conduct research, complete reports and coordinate responses to the Chancellors Office and management regulations.
- Providing guidance to managers of employees on leave, including exploring reasonable accommodations when return to work modified duty is applicable.
- Collaborating and interacting with colleagues at fellow CSU campus through Disability Leaves-Coordinator Listserv and Quarterly Conference Calls.

Return to Work:
- Providing support to injured workers and Appropriate Administrators to identified modified work within work restrictions. Developing creative solutions to modified work in order to return injured employees sooner and reduce lost time/days away.
- Collaborating with various departments on campus for available modified work that fits workers' compensation injured workers' restrictions outside of the injured workers department to reduce lost time/days away.
- Developing and maintaining Return to Work protocol in compliance with ADA and WC Program.

Medical Monitoring:
- Serves as a strategic partner to collaborate with EHS on medical monitoring program.
- Working with EHS to review and update medical monitoring job descriptions provided to Kaiser Permanente Occupational Health Services to provide accurate representation of employee's receiving annual exams.
- Engaging in timely good-faith interactive process with applicants who are identified to have work restrictions during the pre-employment exams.

Employee Wellness:
- Developing and maintaining the SSU Employee Wellness program. This includes scheduling classes for employees, developing tools for employee engagement and monitoring effectiveness of the program.
- Providing oversight and administrative guidance for the Employee Wellness Program classes, duties which include evaluating work habits, performance, work quality and goal setting.
- Marketing Employee Wellness program and program offerings to campus community.
- Developing relationships with representatives of Health Care Plans to effectively support low-cost efforts of the employee wellness program.
- Maintaining SSU's standing as one of the North Bay Business Journal's Healthiest Employers.

Reports:
- Issuing reports regarding the status, costs, causes of WC claims.
- Performing trend analyses.
- Identifying loss prevention strategies.
- Implementing process changes where and when necessary.

Employee Safety:
- Serves as a strategic partner to collaborate with EHS on Ergonomics program.
- Conducting periodic research into current and emerging health and safety issues that may impact SSU employees.
- Participating as an advisor or member of safety committees, as requested.
- Participating as an advisor or member of the CSU Workers' Comp Coordinator committee, Disability-Leave Committee.
- Participating as a member of the SSU Emergency Operations Center (EOC), as requested.

Maintaining websites for all different functions of position: WC, ADA, Leave Benefits, and Employee Wellness. Performs other secondary duties as assigned.

Duties will primarily take place in an office setting however additional duties may be performed in various locations on the Sonoma State University campus, including working both indoors and outdoors to support and participate in university activities and events. The normal work schedule is Monday through Friday aligned with regular campus hours. As an exempt employee you have some flexibility in your schedule however must be available during the regular campus hours Monday through Friday to meet the operational needs of the campus and department. The incumbent must maintain regular and acceptable attendance at such levels as is determined by the Appropriate Administrator. This position will require occasional travel, by automobile or airplane, and overnight stay to travel to trainings and meetings off campus.

This position requires, with or without reasonable accommodations, the ability to frequently sit, move or stand for office and/or event functions, be at a computer for 6-8 hours/day, occasionally reach with hands and arms, climb or balance, stoop and kneel and lift objects of up to 10 lbs in weight.

Qualifications

This position requires a bachelor's degree in Business Administration, Environmental Health, or a related field from an accredited university and a minimum of 2 years of workers' compensation claims handling experience, preferably in the State of California, or an equivalent combination of education and experience which demonstrates the ability to perform the essential functions of the position. Experience with and fundamental knowledge of the workers' compensation insurance industry, claims, ADA, and the legal and regulatory environment; excellent functional and developing knowledge of the legal statutes and procedures governing employee safety, workers compensation and ADA required. Professional HR Certification and/or master's degree and experience within the public sector and/or higher education is highly preferred. Strong technical skills, including intermediate proficiency with computers and Microsoft Office products is required. Knowledge of Google Suite and PeopleSoft ERP preferred.

The incumbent must demonstrate proven customer services skills to be successful in a diverse, at times demanding, work environment. Demonstrated ability to handle and maintain highly confidential and sensitive information and adhere to all relevant policies, practices and procedures. Excellent organizational skills; ability to manage multiple priorities and to be accountable for own work results for effective and timely completion of work assignments in a fast-paced work environment. Demonstrated research and analytical skills required, as well as the ability to find solutions to problems. Demonstrated skills and experience working independently, and creating clear and concise written materials. The incumbent must possess excellent written and oral communication, including a basic foundation of English grammar, spelling and punctuation, to communicate effectively with stakeholders at varying levels within and external to the University; proficiency with math and performing statistical calculations; outstanding interpersonal skills to handle sensitive and confidential situations and documentation; demonstrated ability to learn and coordinate many different administrative tasks, determine relative importance of each, set deadlines, complete tasks/projects accordingly in a timely and effective fashion, and perform follow up as needed; effectively present information and respond to questions from campus community and/or the general public; understand and explain complex procedures; as well as maintain confidentiality and apply discretion to complete work with a high level of accuracy and attention to detail.

Must have the ability to effectively communicate with all levels within the university and establish and maintain productive and effective, inclusive working relationships amongst diverse populations including staff, faculty, administration, students, and other internal and external constituents. Must be able to accept constructive feedback and work cooperatively in group situations. Must also possess the ability to operationalize sustainability concepts (economy, society, environment) into all aspects of performing job duties.

Application Process

Click the "Apply Now" to apply to this position, materials submitted with your application will not be returned. For questions related to the application process, please reach out to Human Resources (hr@sonoma.edu | 707.664.3100).

Qualified candidates must submit the following to be considered:
1. Cover Letter and Resume - application system only allows one document to be uploaded, so cover letter and resume must be included in the same MS Word or PDF file (file name should not contain any spaces or special characters)
2. Online Employment Application (complete entire application, resume/cover letter will not substitute for any part of the application)

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current employees who apply for this position.

The ADA Coordinator is available at 707.664.2664, to assist individuals with disabilities in need of accommodation during the hiring process.

Other Information

EEO STATEMENT
The university is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status.

MANDATED REPORTING
This position may be considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

About Sonoma State

Sonoma State University, located 48 miles north of San Francisco, is one of the 23 campuses of the California State University. Sonoma State University is a liberal arts institution with an enrollment of approximately 9,000 students located in Rohnert Park, at the foot of the Sonoma hills in the Wine Country.

Sonoma State University is proud to be a smoke-free campus, where smoking and other uses of tobacco products, such as smokeless tobacco, the use of e-cigarettes and similar devices, are prohibited.

Sonoma State University's Jeanne Clery Act Annual Security Report is available at www.sonoma.edu/ps/about/jeanneclery.html; Annual Campus Housing Fire Safety Report is available at www.sonoma.edu/housing/general-info/emergency-prep/fire-safety.html.

Contact Information

Sonoma State University
Human Resources
Main (707) 664-3100
Fax (707) 664-3196
1801 East Cotati Avenue
Rohnert Park, CA 94928
hr@sonoma.edu