ADA Associate
Reports to: Operations Manager. Non-exempt position.
As a remote-first organization, employees are expected to primarily work within a 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 legal, tax, and security regulations. Note: We do not currently have a physical office in Oklahoma City, so this position would initially be fully remote. If an office is acquired in the future, employees must live within a reasonable driving commute of Oklahoma City and report to the office bi-weekly.
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 open services 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 teams
- Confirming return-to-work
- Engage in the interactive discussion process on behalf of the client, document the process, seek clarification as needed, and act 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.
- Work independently as a self-starter, take initiative, and actively participate in team discussions in a remote-first environment.
- Take on additional work with short notice (e.g., client transitions due to business needs).
- Coordinate between short-term disability insurance carriers, workers’ compensation 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 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 stakeholders, and a team-oriented approach.
- Willingness to learn, take initiative, and be receptive to feedback for continuous improvement.
- Excellent attention to detail, follow-through, problem-solving skills, and ability to prioritize tasks and manage time effectively.
- 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)
Pay
$50,000 - $60,000 per year.