Work Status & Compliance Coordination

• Serve as the primary point of contact for employee work status changes involving medical documentation, FMLA, personal/unpaid time, military service, and other applicable programs.
• Review and process requests, determine eligibility, and communicate required documentation and next steps to employees.
• Issue required notices and track deadlines, ensuring compliance with FMLA, ADA, Workers’ Compensation, and SMA policies.
• Maintain confidentiality of medical and personal information at all times.
• Communicate approved dates, restrictions, and return-to-work expectations to supervisors without disclosing protected medical information.
• Update HRIS and internal tracking systems to ensure accurate work status records.
• Collaborate with supervisors on ADA-related accommodations, transitional duty needs, and complex employee situations.

Workers’ Compensation Support

• File and manage Workers’ Compensation claims in coordination with SMA’s third-party administrator.
• Track employee progress, medical restrictions, and follow-up appointments.
• Coordinate transitional/modified duty assignments with supervisors.
• Maintain accurate documentation for reporting and audit purposes.

Documentation & Compliance

• Maintain all work status, FMLA, ADA, and Workers’ Compensation files in compliance with legal and organizational requirements.
• Generate reports on work status trends, open claims, and compliance metrics for HR leadership.
• Ensure all communications, documentation, and decisions align with federal/state laws and internal procedures.

Benefits Administration – Backup

• Serve as the backup for benefits administration when the Benefits Specialist is unavailable or during periods of heavy workflow.
• Assist with processing benefit enrollments, qualifying life event changes, and coverage updates in the HRIS.
• Provide support for employee benefit questions and help troubleshoot basic benefits-related issues.
• Assist with Open Enrollment by helping with data entry, employee communication, meeting coordination, and verifying elections for accuracy.
• Collaborate with HR leadership to ensure smooth benefits operations during peak periods.

Additional Support & Team Collaboration

• Assist the HR team with general administrative and clerical tasks as needed.
• Participate in HR projects and initiatives that enhance team member experience and compliance.

Qualification Requirements: 

• Associate or Bachelor’s degree in HR, Business, or related field preferred.
• 2+ years of experience in HR, compliance coordination, Workers’ Compensation or benefits administration.
• Knowledge of FMLA, ADA, Workers’ Compensation, and general HR practices.
• HRIS and payroll system experience preferred.
• Strong organization and time-management skills with a high level of accuracy.
• Ability to maintain strict confidentiality; professionalism with sensitive matters.
• Strong communication skills with an empathetic, employee-centered approach.

Knowledge/Skills/and Abilities:

• Ability to work with complex, detailed, confidential and sensitive information.
• Ability to establish priorities and identify resources to meet needs.
• Knowledge of employee recruiting and selection processes.
• Strong organizational skills with a keen ability to prioritize and multi-task.
• Ability to adhere to and meet deadlines.
• Ability to communicate complex ideas effectively, both orally and in writing.
• Ability to use word processing, database and spreadsheet applications.
• Ability to raise issues proactively and in a timely manner.
• Excellent customer service skills.
• Ability to analyze difficult and complex issues and make recommendations for action.
• Ability to compile statistics and to prepare analyses and reports.
• Ability to establish and maintain effective working relationships with internal and external clients.
• Ability to maintain a high level of confidentiality. 
  

Necessary Special Requirements: Possession of a valid Florida driver's license, acceptable driving record, and proof of personal automobile insurance if required to drive an SMA vehicle and/or use a personal vehicle for SMA business. Complete State of Florida mandatory background screening prior to start of employment.  Complete SMA required training during the first six (6) months of employment and updated if required.

Physical: Mobility and ability to bend and reach during an 8-12 hour day. Able to lift minimum 10 pounds. Visual and auditory acuity sufficient to evaluate, intervene, treat, and record client health care needs. Fine motor skills for legible and accurate charting, daily correspondence and presentation, either manually or orally. Work endurance ability to work 8-12 hour shifts with a meal break, as possible. Routine 8-12 hour shifts. Hours and days off may vary. Extra hours may be required. Work assignment locations may vary.

Application: This position description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications which may be required of the employee assigned to the position. It should not be used to limit the nature and extent of assignments such individuals may be given.