County of Alameda

Under the direct supervision of the Medical Leaves & Accommodation Services Supervisor, Medical Leaves & Accommodation Services Technicians provide day-to-day, paraprofessional level assistance, and support to Alameda County agencies/departments pursuant to County policies and procedures, state and federal disability laws and leave provisions, and other applicable statutes; and perform other related work as required.    

DISTINGUISHING FEATURES  

These positions are located in the Human Resources Services Department’s Medical Leaves & Accommodation Services unit and report directly to the Medical Leaves & Accommodation Services Supervisor.  Incumbents are trained in technical disability programs, activities, and will perform these functions in support of professional staff.  The Medical Leaves & Accommodation Services Technicians are distinguished from the higher-level Medical Leaves & Accommodation Services Case Managers in that the latter has the overall responsibility for ensuring that all medical leaves and accommodation case management responsibilities are completed correctly.

NOTE:  The following are the duties performed by employees in this classification.  However, employees may perform other related duties at an equivalent level.  Each individual in the classification does not necessarily perform all duties listed.  

1. Maintains confidential employee files, medical records, case information, and secured files.  
2. Maintains current temporary modified work, workers’ compensation, and Family and Medical Leave logs, and creates reports and communications based on that information.  

    

   Family and Medical Leaves (FML)  
3. Consults with employees requesting Family and Medical Leave, provides overview of the coordination of concurrent/consecutive leaves of absence and the impact of job-protected benefits.
4. Reviews Family and Medical Leave requests, supporting medical documents/Health Care Provider Certifications for completeness and accuracy.  
5. Verifies Family and Medical Leave eligibility and entitlement and provides timely eligibility notification and designation of leave/rights and responsibilities to employees and applicable parties pursuant to the County’s Family and Medical Leave procedure.
6. Monitors Family and Medical Leave entitlement usage updated medical documents/certifications to ensure ongoing FML compliance, utilization of concurrent/consecutive leave balances and applicable County leaves of absence.  When FML entitlement is exhausted, refers cases to a Medical Leaves & Accommodation Services Case Manager for continued monitoring and effective handling.
7. Obtains clarification and/or verifies the authenticity of medical documents/health care provider certifications.
8. Processes timely annual certifications and re-certifications.
9. Always maintains current data in HRMS, including comments on the “Activity” tab.
10. Immediately refers suspicious Family and Medical Leave cases (i.e. deviation of leave/leave abuse) to a Medical Leaves & Accommodation Services Case Manager and/or Supervisor.
11. When applicable, provides information on reasonable accommodation to employees pursuant to the Reasonable Accommodation Procedure.  

     

    Temporary Modified Work (TMW) Assignments  
12. When receipt of medical documentation indicates work restrictions, verifies the availability of TMW with managers/supervisors (based on employees’ temporary work restrictions); contacts employees for necessary clarification of work restrictions; maintains case log; advises employees/supervisors/managers on the appropriate use of time reporting codes related to TMW assignments.
13. Develops TMW memorandums and plans, forwards to employees/supervisors appropriately, and monitors medical documents/updates for the continuation of TMW assignments.
14. When employees reach 60 days on a TMW assignment, provide information about reasonable accommodation.
15. Monitors TMW assignment for 90 days (210 in extraordinary circumstances). Sends out termination of TMW assignment memorandums prior to the end of the assignment and refers the case to the Medical Leaves & Accommodation Services Case Manager to begin the interactive Reasonable Accommodation process. 

     

    Workers’ Compensation Claims
16. Receives and reviews workers’ compensation claims for accuracy, and completeness; if needed, contacts employees/supervisors/managers to obtain/verify information; advises the third-party administrator (TPA) of any additional information regarding the injury/claim; maintains case log; advises employees/supervisors/managers on the appropriate use of time reporting codes related to industrial injuries/illnesses.
17. Monitors continuation of medical document updates and provides to the TPA.
18. When employees reach 60 days off work, provide information about reasonable accommodation. Refers case to a Medical Leaves & Accommodation Services  Case Manager for further monitoring/appropriate action, if applicable. 
19. Monitors the ordering and delivery of ergonomic equipment for industrially injured employees.
20. Advises supervisors/managers on the notifications distributed by the TPA.

EITHER I  

Experience:  

The equivalent of one (1) year of full-time experience as a Specialist Clerk II, or in an equivalent or higher-level class in the Alameda County classified service.  

Experience performing clerical, technical processing of disability-related matters (i.e., FMLA/CFRA/PDL, workers’ compensation, temporary modified work assignments, or reasonable accommodations) is highly desirable.  

Substitution:  

Completion of a bachelor’s degree in a related field may substitute for six (6) months of the required experience in Pattern I.                                                                 

OR II

Experience:  

The equivalent of two (2) years of full-time experience performing paraprofessional-level, administrative/clerical work in a disability-related program that dealt with FMLA/CRFA/PDL, workers’ compensation, temporary modified work assignments, or reasonable accommodations.      

Substitution:  

Possession of a bachelor's degree from an accredited college or university with a major in human resources or a related field may be substituted for one (1) of the two (2) required years of experience in Pattern II.  

NOTE: The Civil Service Commission may modify the above Minimum Qualifications in the announcement of an examination.

NOTE:  The level and scope of the following knowledge and abilities are related to duties listed under the “Examples of Duties” section of this specification.  

Knowledge of:  

• State and federal disability laws, leave provisions, and regulations.
• County policies and procedures, Administrative Code, CS Rules, Personnel Procedures, Memoranda of Understandings (MOUs), and personnel administration.
• EEO concepts and guidelines for compliance related to employee/applicant disabilities.
• Public sector human resource practices and principles including but not limited to employment selection, position classification, and compensation.
• Statistical methods used to analyze data.
• Human resource management systems application and other commonly used software applications.
• English grammar, spelling, and punctuation.
• Basic mathematics and statistics.
• Operation of office machines and equipment, including personal computers.
• Processing and spreadsheet software.  

Ability to:

• Establish and maintain record-keeping procedures and systems.
• Gather, verify, evaluate, and update relevant information.
• Perform detailed work accurately.
• Work with a variety of tasks simultaneously and prioritize multiple tasks.
• Analyze, problem-solve, and make sound judgments when it comes to referring cases to Medical Leaves & Accommodation Services Case Managers for further monitoring/action. 
• Demonstrate interpersonal sensitivity.
• Establish effective working relationships with employees at all levels and other agencies and Third-Party Administrators.
• Effectively communicate orally and in writing.
• Read, interpret and apply laws, rules, regulations, standards, and procedures.
• Use applicable state and federal provisions as well as Charter and Civil Service Rules and Regulations.

Alameda County offers a comprehensive and competitive benefits package that affords wide-ranging health care options to meet the different needs of a diverse workforce and their families. We also sponsor many different employee discount, fitness and health screening programs focused on overall well being.  These benefits include but are not limited to*:

For your Health & Well-Being

• Medical – HMO & PPO Plans
• Dental – HMO & PPO Plans
• Vision or Vision Reimbursement
• Share the Savings
• Basic Life Insurance 
• Supplemental Life Insurance (with optional dependent coverage for eligible employees)
• Accidental Death and Dismemberment Insurance 
• County Allowance Credit
• Flexible Spending Accounts - Health FSA, Dependent Care and Adoption Assistance
• Short-Term Disability Insurance
• Long-Term Disability Insurance
• Voluntary Benefits - Accident Insurance, Critical Illness, Hospital Indemnity and Legal Services
• Employee Assistance Program

For your Financial Future

• Retirement Plan - (Defined Benefit Pension Plan)
• Deferred Compensation Plan (457 Plan or Roth Plan)

For your Work/Life Balance

• 12 paid holidays
• Floating Holidays
• Vacation and sick leave accrual
• Vacation purchase program
• Management Paid Leave**
• Catastrophic Sick Leave
• Group Auto/Home Insurance
• Pet Insurance
• Commuter Benefits Program
• Guaranteed Ride Home
• Employee Wellness Program (e.g. At Work Fitness, Incentive Based Programs, Gym Membership Discounts)
• Employee Discount Program (e.g. theme parks, cell phone, etc.)
• Child Care Resources
• 1^st United Services Credit Union 

*Eligibility is determined by Alameda County and offerings may vary by collective bargaining agreement.  This provides a brief summary of the benefits offered and can be subject to change.

** Non-exempt management employees are entitled to up to three days of management paid leave. Exempt management employees are entitled to up to seven days of management paid leave.