FMLA/Leave Liaison (HUMAN RESOURCES REPRESENTATIVE)

Job Responsibilities

35% Under direction, serves a Family Medical Leave Act (FMLA)/Leave Liaison for the Department of Innovation & Technology (DoIT):

• Provides technical guidance and support regarding policies and procedures for Leave of Absence (LOA) administration and FMLA.
• Provides guidance and direction regarding matters of the application and interpretation of rules, regulations, contracts, and policies for LOA's and FMLA.
• Provides guidance to ensure compliance with FMLA, the Health Insurance Portability and Accountability Act (HIPAA), the Personnel Rules and collective bargaining agreements.
• Utilizes CMS Personnel System, Central Timekeeping and Attendance System (CTAS), and eTime to perform research for LOA and FMLA purposes.
• Tracks and monitors leave expirations and follows up with employees regarding returns and/or extensions.
• Provides information regarding delinquent LOA's to Labor Relations.
• Works closely with Transactions staff to ensure proper documentation is prepared.
• Provides information regarding Workers Compensation, Alternative Employment Program, Independent Medical Examinations, Sick Advancement, Sick Bank, and Light Duty policies and procedures.
• Maintains confidentiality and uses discretion in the release of information and records.

20% Serves as a FMLA Compliance Liaison, providing technical support regarding statewide policies and procedures for FMLA operations:

• Reviews and evaluates procedures to ensure all records are processed and maintained in accordance with statutory Federal and State regulations and policies.
• Interprets state and department procedures for agency staff and other state agencies.
• Participates in the development and implementation of programmatic procedures.
• Provides guidelines, procedures, and interpretation to facilitate preparation and submission of FMLA related data and reports.
• Drafts recommended policies, procedures, and/or revisions of existing policies for supervisor's review describing practices needed to carry out new laws, changes in Personnel Rules, and court decisions.
• Reviews decisions and developments of FMLA issues in relation to existing agency policies, procedures, and practices.
• Confers with managers and supervisors as well as individual employees in response to inquiries relative to FMLA processes.
• Provides advice, training, and guidance to management and employees concerning FMLA provisions and related issues.
• Maintains confidentiality and uses discretion in the release of information and records.
  

Job Responsibilities Continued

10% Serves as a Workers' Compensation Representative, acting as a liaison between employees and Risk Management vendors ensuring prompt reporting of all work-related illness and injuries:

• Reviews claim forms to ensure completion and compliance with applicable laws and regulations and ensures paperwork is submitted in a timely manner.
• Follows up as necessary.

10% Compiles reports relating to LOA and FMLA processes for management review:

• Composes correspondence, often of a sensitive nature, concerning FMLA process issues for supervisor's signature.
• Prepares and provides input into general memoranda and/or directives sent to managers and/or employees on FMLA process matters.
• Researches and compiles statistical data and information for special projects.
• Attends and participates in various internal/external meetings regarding timekeeping and/or HR matters to explain and interpret programs and/or obtain information.
• Confers with Transactions, Timekeeping, and Payroll regarding LOA and FMLA issues and provides Payroll with timely notification and reports of all transactions affecting pay.

10% Reviews employee medical reports to determine progress while on leave of absence, ensuring appropriate communication verbally and in writing with physicians and their staff regarding the status of claims, scheduled appointments, reports, etc.:

• Recommends to DoIT Labor & Relations staff the employees who need an independent medical exam after review of documentation reflects no medical progress in a case.
• Reviews the restrictions placed on the employees by their physician and determines applicable light duty tasks based on physician's recommendations while maintaining compliance with the program, reviewing the same with employee and supervisor.
• Administers return to work with restrictions policies and procedures.
• Follows up with employees regarding return-to-work full duty.

10% Assists with New Employee Orientation (NEO) tasks including preparation, co-presenting of information, tracking, and reviewing completed documentation:
Completes HR portion of I-9 Form after identification and authorization to work in the United States is verified

5% Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.

Specialized Skills

1. Requires one (1) year of professional experience in leave of absence administration.

2. Requires one (1) year of professional experience providing guidance and interpretation as related to Family Medical Leave Act (FMLA) and Health Insurance Portability Accountability Act (HIPAA).

Minimum Qualifications

• Requires knowledge, skill, and mental development equivalent to completion of four (4) years of college.
• Requires one (1) year professional human resources experience or satisfactory completion of an approved training program.

Preferred Qualifications

• One (1) year of professional experience in leave of absence administration.
• One (1) year of professional experience providing guidance and interpretation as related to Family Medical Leave Act (FMLA) and Health Insurance Portability Accountability Act (HIPAA).
• One (1) year of professional experience utilizing the Personnel Code, Rules, Position Classification Plan, Pay Plan, Collective Bargaining Contracts, Group Insurance rules and regulations, Workers’ Compensation, Federal Merit Standards, Equal Employment Opportunity Act, or Civil Rights Act.
• One (1) year of professional experience soliciting and obtaining relevant information/data.
• One (1) year of professional experience with the Central Timekeeping & Attendance System (CTAS) or similar timekeeping system.
• Working knowledge of Microsoft Office Suite, Outlook, SharePoint, and Teams.
• Ability to read, assimilate information and data and recall, with a reasonable degree of proficiency, facts and figures.
• Ability to gain and maintain effective working relationships with associates, vendors, clients, and others.
• Developed verbal and written communication skills to present facts with precision and clarity.

Conditions of Employment:

NOTE: Applicants must possess the ability to meet ALL of the following conditions of employment, with or without reasonable accommodation, to be considered for this position.

• Requires the ability to verify identity.
• Requires employment authorization to accept permanent full-time position with State of Illinois.
• Requires the ability to pass a position specific, agency required background check.
• Requires self-disclosure of criminal history.
• Requires the ability to work outside of normal hours to meet deadlines.
• Requires the ability to use agency supplied equipment such as laptop, personal computer, work cell phone, etc.
• Requires the ability to lift and carry objects or equipment weighing up to 20 pounds This is considered light work as defined by the U.S. Department of Labor (20 CFR 404.1567(b)). Light work involves lifting no more than 20 pounds at a time with frequent lifting or carrying of objects weighing up to 10 pounds.

The conditions of employment listed are incorporated and/or related to any duties included in the position description.