Workers' Compensation and Leave of Absence Administrator
This position coordinates with Larkin, CII’s third-party leave administrator, the workers’ compensation broker, the insurance carrier, and internal stakeholders to support case management, clear communication, accurate documentation, timely follow-up, and appropriate escalation of complex or sensitive matters.
DUTIES
SUMMARY
The Workers' Compensation and Leave of Absence Administrator is an individual contributor responsible for supporting and coordinating CII’s workers’ compensation and leave of absence processes in accordance with CII policies and applicable federal, California, and local requirements. The role supports employee leave, workplace injury claims, accommodation processes, and return-to-work coordination with a focus on confidentiality, consistency, documentation, and service.
This position coordinates with Larkin, CII’s third-party leave administrator, the workers’ compensation broker, the insurance carrier, and internal stakeholders to support case management, clear communication, accurate documentation, timely follow-up, and appropriate escalation of complex or sensitive matters.
ESSENTIAL DUTIES
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Leave of Absence Administration
Administer CII’s leave of absence processes from intake through closure, including protected, disability-related, statutory, and organizational leaves under applicable federal, California, and local requirements.
Partner with Larkin, employees, managers, and internal stakeholders to support case progression, pay and benefits coordination, wage replacement documentation, and Workday updates.
Communicate leave status, required documentation, rights and responsibilities, and return-to-work expectations clearly and consistently.
Maintain accurate and confidential leave records in accordance with legal requirements and organizational policies.
Workers’ Compensation & Return-to-Work Coordination
Coordinate workers’ compensation claim administration from injury report through resolution, including incident reporting, DWC-1 workflow support, claim documentation, follow-up, and communication with external partners.
Track claims, lost time, work restrictions, medical updates, modified or transitional duty, and return-to-work timelines.
Partner with managers, HRBPs, Health & Safety, and external administrators to support return-to-work options, claims reviews, and escalation of matters requiring additional review.
Accommodation & Compliance Support
Apply established laws, policies, and procedures related to leave, disability accommodation, workers’ compensation, workplace injuries, and return-to-work, escalating complex questions as needed.
Lead and document the interactive process for workplace accommodations, including assessing requests, engaging stakeholders, evaluating options, and communicating outcomes.
Identify documentation gaps, inconsistent practices, and complex cases requiring escalation or additional review.
Vendor, Partner & Stakeholder Coordination
Coordinate with Larkin, the workers’ compensation broker, the insurance carrier, and internal stakeholders to support case management, communication, follow-up, and issue resolution.
Maintain regular communication with external partners to review case status, address barriers, and support timely follow-up.
Partner with internal stakeholders to support clear handoffs, consistent case handling, and timely guidance.
Track vendor follow-up, documentation issues, and service delays; escalate concerns as needed.
Data, Reporting & Program Improvement
Use Workday, Larkin, and related systems to track leave activity, workers’ compensation claims, accommodation cases, return-to-work status, documentation, and case milestones.
Maintain data to support compliance, reporting, payroll/benefits coordination, case continuity, and standard tracking.
Prepare standard reports and maintain procedures, templates, tools, and manager guidance as directed.
Identify process issues and recommend improvements to strengthen consistency, documentation, and employee experience.
Support audits and compliance monitoring related to leave, accommodations, workplace injuries, and workers’ compensation.
Maintain confidentiality of employee medical, leave, workers’ compensation, accommodation, and PHI information, where applicable.
ADDITIONAL DUTIES
Other duties and special projects as assigned.
SUPERVISORY RESPONSIBILITIES
This role has no supervisory responsibility.
QUALIFICATIONS
EDUCATION & EXPERIENCE
Minimum of 5 years of progressively responsible Human Resources experience, including at least 3 years of hands-on experience administering leaves of absence, workers’ compensation, and/or disability accommodations.
Working knowledge of federal and California leave, disability accommodation, and workers’ compensation requirements.
Experience supporting workplace accommodation processes, including documentation, coordination, and follow-up.
Experience coordinating with third-party leave administrators, workers’ compensation carriers, brokers, or related external partners preferred.
High school diploma or equivalent required; associate or bachelor’s degree in human resources, business administration, public administration, or related field preferred. Equivalent experience may be considered.
OTHER QUALIFICATIONS
Ability to work independently, exercise sound judgment, and escalate complex matters appropriately.
Strong case management, documentation, organization, and follow-through skills.
Strong verbal and written communication skills, including the ability to explain complex leave, accommodation, and workers’ compensation processes.
Ability to apply policies, follow established requirements, and communicate clearly.
Ability to handle confidential employee, medical, leave, accommodation, workers’ compensation, and PHI information with discretion.
Strong analytical and problem-solving skills.
Sensitivity to the cultural and socioeconomic characteristics of CII’s staff and service population.
Required to work on-site at least once per week and travel to CII worksites as needed.
CERTIFICATES, LICENSES, REGISTRATIONS
Professional certification such as PHR, SPHR, SHRM-CP, SHRM-SCP, or workers' compensation/leave management certification is preferred.
COMPUTER SKILLS
Must have advanced knowledge of Microsoft Office programs in a Windows environment, including Word, Excel PowerPoint, and Outlook.
Human Resources systems, preferably Workday
Leave Management Software, preferably Larkin
Dashboards and reporting experience is preferred
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Time Spent [None, -1/3, 1/3 - 2/3, 2/3+]
Stand: -1/3
Walk: -1/3
Sit: 2/3 +
Reach with hands and arms: 2/3+
Use hands to finger, handle, or feel: 2/3+
Climb or balance: None
Bend, kneel, crouch, or crawl: None
Talk or hear: 2/3+
Taste or smell: None
Carry, push or pull: -1/3
Lifts Weights or Exerts Force
Up to 10 pounds: -1/3
Up to 25 pounds: -1/3
Up to 50 pounds: None
Up to 100 pounds: None
More than 100 pounds: None
VISION REQUIREMENTS
No special vision requirements.
WORK ENVIRONMENT
The physical, mental & environmental conditions in which the work is performed. The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Time Spent [None, -1/3, 1/3 - 2/3, 2/3+]
Environmental variables that may be indicated as applicable to the position:
Working near mechanical parts: None
Work in high, precarious places: None
Fumes or airborne particles: None
Toxic or caustic chemicals: None
Outdoor weather conditions: -1/3
Extreme cold (non-weather): None
Extreme heat (non-weather): None
Risk of electrical shock: None
NOISE LEVEL
Moderate noise
REQUIRED TRAINING
New Hire Orientation
AB1825: Harassment Prevention training
Mandated Reporter
Timekeeping & Attendance
COMPENSATION:
$84,641.00 USD - $103,262.00 USDIn accordance with California law, the expected pay range for this position is included in this posting. The actual compensation will be determined based on factors permitted by law. New hires will be offered a salary at the starting point of the range to maintain internal inequity and allow opportunity for future salary growth. CII salaries are determined based on comprehensive internal and external market analysis, as well as the skills, education, and experience relevant to each position.
BENEFITS:
Generous paid PTO, plus 10 paid holidays and CII is closed between Christmas and New Year
Excellent medical, dental, and vision insurance for eligible employees and qualified dependents
403b Retirement Plan with employer contribution for eligible employees
Up to $4,500 in tuition reimbursement per calendar year
Eligible for the Public Service Loan Forgiveness program
Flexible Spending Account (FSA) & Health Savings Account (HSA)
Employer paid Life and AD&D Insurance
Voluntary Supplemental Insurance
Opportunity for growth & advancement
Professional development & continued training
Team building & bonding through company sponsored events & activities
CONTINGENCIES:
Influenza immunization or declination
COVID-19, MMR and Tdap immunizations
Education verification
Reference check
Background fingerprint clearance (FBI, DOJ, CACI) conducted by the California Department of Social Services
Drug and alcohol screening
Tuberculosis screening