ADA Associate

Reports to: Operations Manager. FLSA Status: Non-Exempt.

As a remote-first organization, employees are expected to primarily work within reasonable driving commute to our main office locations (Roseville CA, Atlanta GA, Phoenix AZ, and Oklahoma City OK) to meet the requirements of team gatherings, one-off meetings, and company-wide events, as well as the legal, tax, and security regulations based on our business operations. Note: We do not currently have a physical office in Phoenix, but employees must live within a reasonable driving commute of the Phoenix area and report to the office bi-weekly if one is acquired in the future.

About the role

The ADA Associate is an individual contributor delivering Gold Standard leave and ADA services to our clients and their employees. This role focuses on gaining a foundational knowledge of administering leaves of absence and at-work accommodations, with special emphasis on engaging in the interactive discussion process.

Responsibilities

• Administer a full workload of ADA cases and associated leaves of absence for multiple clients, adhering to client policies and federal/state leave law regulations, with special attention to the interactive discussion process under the Americans with Disabilities Act.
• Serve as the primary point of contact for employees with any open service outside of their ADA case (e.g., protected or company policy leave along with an at-work accommodation).
• Perform leave administration tasks, including but not limited to:
  • Confirming leave eligibility.
  • Reviewing medical documentation.
  • Communicating with healthcare providers, client employees, and HR team members.
  • Confirming return-to-work.
• Perform ADA administration tasks, including but not limited to:
  • Engaging in the interactive discussion process on behalf of the client.
  • Documenting the process and seeking clarification as necessary.
  • Acting as a resource for clients assessing accommodation requests on a case-by-case basis.
• Provide excellent customer service by answering phones, responding to emails, and communicating effectively with clients’ employees in a timely manner regarding leave entitlement, client policies, and benefits.
• Coordinate with Claim Specialists to ensure timely and accurate adjudication of employee claims.
• Draft and send letters to employees regarding leave entitlement, disability benefits, and/or the interactive discussion process.
• Initiate return-to-work accommodations while adhering to relevant federal regulations.
• Maintain high-quality employee leave and ADA files according to set standards.
• Act as a self-starter, working independently while actively participating in team discussions and collaborating effectively in a remote-first environment.
• Take on additional work with short notice (e.g., client needs due to business requirements).
• Coordinate between short-term disability insurance carriers, workers’ compensation insurance providers, and employees when required.
• Participate in client meetings, company-wide off-site meetings, and training programs, which may require infrequent travel.
• Available to back up multiple accounts.
• Perform other duties as assigned to meet business needs.

Requirements

• Four-year college degree in a related field.
• Proficient in typing and MS Word, with strong organizational, quantitative, and verbal/written communication skills.
• Ability to comprehend and interpret various informational and regulatory documents (e.g., disability plans, client leave policies, state/federal regulations) and stay updated on changes.
• Passion for excellent customer service, effective communication with all stakeholders, and a team-oriented approach to building strong working relationships.
• Willingness to learn, take initiative, and be receptive to feedback for continuous improvement.
• Excellent attention to detail, follow-through, and problem-solving skills.
• Strong ability to prioritize tasks, manage time well, and maintain accurate records.
• Expected to work 40 hours per week during regular business hours:
  • California: Monday to Friday, 8am to 5pm (PST).
  • Georgia: Monday to Friday, 8am to 5pm (EST).
  • Arizona: Monday to Friday, 8am to 5pm (MST).
  • Oklahoma: Monday to Friday, 8am to 5pm (CDT).
• Expected to report to the office bi-weekly.

Pay

$50,000 - $60,000 per year.