BID/JOB ANNOUNCEMENT

Leave of Absence Administrator

Public Safety Administration

Human Resources Division

Number of Positions: 2

This position is open to the public and all current city employees covered under the City’s Collective Bargaining Agreement with AMERICAN FEDERATION OF STATE, COUNTY, AND MUNICIPAL EMPLOYEES (AFSCME) – BARGAINING UNIT 1, 3, 4 & 5. Only employees in City job titles in this bargaining unit are eligible to bid.

BID INSTRUCTIONS: Apply on the bid site: https://chicago.taleo.net/careersection/103/jobsearch.ftl?lang=en AND

1. Check the box on your profile titled “Currently employed by the City of Chicago”

2. Enter your employee ID (located on your pay stub labeled ‘payee/employee number’)

3. Select your correct bargaining unit

FAILURE TO FOLLOW THESE INSTRUCTIONS WILL RESULT IN A REJECTED BID APPLICATION

Under general supervision, the class coordinates all aspects of employee leave administration in a large City department OR works in the City’s centralized Department of Human Resources (DHR) reviewing and investigating allegations of fraudulent leave requests and activity, and performs related duties as required

ESSENTIAL DUTIES

• Coordinates and administers all employee leave programs (e.g., FMLA, personal, military, jury, bereavement) within a large City department ensuring compliance with applicable Collective Bargaining Agreements (CBA), City policies, and federal and state laws

• Receives and reviews requests for leaves, including supporting documentation; sends required notifications, forms and letters; and determines leave eligibility

• Maintains a database to track the receipt and status of leave requests

• Tracks continuous, intermittent, paid and unpaid leave time in accordance with policies and procedures

• Serves as the primary point of contact for leave requests communicating directly with department managers and employees advising them on appropriate leave processes and policies

• Serves as liaison with City departments (e.g., Human Resources, Law, etc.) to submit required documentation for pending cases and represents department at related hearings

• Identifies and proposes processes to ensure the administration of leave programs is managed in an efficient and effective manner

• Creates and maintains computerized and manual employee file system relative to leave processing and administration

• Develops and generates tracking reports to identify and analyze leave data and trends

• Ensures compliance of applicable city, state, and federal policies and regulations

• Keeps abreast on changes to federal, state and local laws (e.g., FMLA, ADA, VESSA, etc.) and ensures changes to departmental processes are appropriately implemented

Department of Human Resources Functions

• Reviews and audits departmental files to ensure compliance with the City’s leave administration processes and policies and federal and state regulations

• Receives and investigates allegations of fraudulent leave requests and activities (e.g., interviewing employees and department HR liaisons, conducting field observations)

• Identifies areas of non-compliance and works with departments to ensure corrective actions and measures are taken

• Prepares comprehensive reports detailing audit and investigative findings and submits to supervisory personnel for review

• Communicates with employees to advise them of the return to work and reasonable accommodation processes

• Develops and conducts training sessions guiding department liaisons through the City’s leave administration programs

• Acts as a Subject Matter Expert (SME) on leave administration matters

• Maintains confidential records, files and reports

• Assists small to moderate sized City departments in the administration of employee leave programs (e.g., FMLA, personal, military, jury, bereavement) ensuring compliance with CBAs, City policies and federal and state laws, as required

Additional duties may be required for this position.

Location: 3510 South Michigan

Days: Monday - Friday

Hours: 9:00am to 5:00pm

Salary: $59,184.00

THIS POSITION IS IN THE CAREER SERVICE

Graduation from an accredited college or university with a Bachelor's degree in Human Resource Management, Business Administration or a directly related field, plus one year of work experience in leave of absence, disability, worker’s compensation, and/or benefits administration, or an equivalent combination of education, training and experience.

Moderate knowledge of:

• applicable federal and state leave related regulations (e.g., FMLA, HIPAA)
• human resources principles and practices
• techniques of case management and case recording
• principles of program development and implementation
• investigative techniques and principles

Preference will be given to candidates possessing the following:

• Prior role as a Leave of Absence Administrator.
• Prior or current experience processing leave of absence request in a government setting.
• Certified Benefits Specialist (CEBS), Certified Leave Management Specialist (CLMS) or equivalent.
• Prior experience in a position requiring knowledge of FMLA, VESSA, ADA, HIPPA, and other Human Resource laws and regulations.
• Experience providing employer policies, procedures and benefits to employees.
• Experience using Oracle-based applications (esp.in-depth knowledge of Taleo, CHIPPS, and or related Human Resources database system).
• Proficiency with Microsoft Word, Excel, and Outlook.

SELECTION REQUIREMENTS

This position requires applicants to complete an interview which will include a written exercise and/or a skills assessment test as part of the interview. The interviewed candidate(s) possessing the qualifications best suited to fulfill the responsibilities of the position, based on the oral and written parts of the interview will be selected.

ALL REFERENCES TO POLITICAL SPONSORSHIP OR RECOMMENDATION MUST BE OMITTED FROM ALL APPLICATION MATERIALS SUBMITTED FOR CITY EMPLOYMENT.

The City of Chicago is an Equal Employment Opportunity and Military Friendly Employer.

City of Chicago Department of Human Resources

Lori Lightfoot, Mayor Christopher Owen, Commissioner

Applications for this position will be accepted until 11:59 pm CDT on 3/6/2023.