Medical Leave Coordinator at City of… · Atlanta

Salary: Approximately $65,000 annually, commensurate with qualifications and experience.

This is a temporary position and is not eligible for City of Atlanta employee benefits.

Position expires: 7/23/2026

General Description and Classification Standards:

The Medical Leave Coordinator provides administrative and operational support to the Office of Medical Leave by coordinating the intake, tracking, processing, and administration of Family and Medical Leave Act (FMLA) requests, Americans with Disabilities Act (ADA) accommodation requests, and related medical leave matters. This position serves as the primary administrative support ensuring timely case processing, accurate recordkeeping, and exceptional customer service.

The Medical Leave Coordinator is responsible for facilitating efficient workflow, maintaining confidential medical records, coordinating communications with employees and departments, and monitoring case activity to support compliance with federal, state, and/or local leave and accommodation requirements. This position does not make eligibility determinations or accommodation decisions but plays a critical role in supporting the administration of the City's medical leave and accommodation programs.

Supervision Received:

Works under general supervision. Depending on organizational structure, may work independently with responsibility for an assigned function or program.

Essential Duties and Responsibilities:

These are typical responsibilities for this position and should not be construed as exclusive or all inclusive.

• Serve as the initial point of contact for employees, supervisors, and departmental HR representatives regarding medical leave and ADA accommodation requests.
• Receive, review, and process incoming FMLA and ADA requests for completeness.
• Establish and maintain electronic and physical case files.
• Enter and maintain case information in the City's Human Resources Information System (HRIS) and case management systems.
• Monitor case activity and track statutory and internal processing deadlines.
• Prepare and distribute required notices, correspondence, forms, and acknowledgments.
• Request and track medical certifications and supporting documentation.
• Follow up with employees, healthcare providers, and departmental representatives regarding outstanding documentation.
• Schedule ADA interactive process meetings and other case-related meetings.
• Coordinate calendars for the medical leave team.
• Route complex cases to Medical Leave Analysts for review and determination.
• Maintain confidential medical records in accordance with applicable privacy requirements.
• Prepare routine reports regarding case volume, aging, pending documentation, turnaround times, and workload metrics.
• Monitor shared mailboxes and respond to routine inquiries.
• Assist in preparing training materials, forms, and employee resource documents.
• Maintain standard operating procedures and administrative process documentation.
• Assist with special projects related to leave administration, ADA compliance, and process improvement.
• May perform other duties as assigned.

The above statements reflect the general duties, responsibilities and competencies considered necessary to perform the essential duties and responsibilities of the job and should not be considered as a detailed description of all the work requirements of the position. COA may change the specific job duties with or without prior notice based on the needs of the organization.

Knowledge Skills and Abilities:

This is a partial listing of necessary knowledge, skills, and abilities required to perform the job successfully, it is not an exhaustive list.

• Knowledge of administrative practices and records management.
• Knowledge of confidential document handling and privacy requirements.
• Strong organizational and time management skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Excellent written and verbal communication skills.
• Strong customer service and interpersonal skills.
• Proficiency with Microsoft Office Suite and HR information systems.
• Ability to prepare reports and maintain accurate records.
• Ability to exercise discretion when handling sensitive and confidential information.
• Ability to work collaboratively with employees, supervisors, medical providers, and HR staff.

Qualifications

Minimum Qualifications:

Education and Experience –

1. Bachelor's degree in Human Resources, Business Administration, Public Administration, Healthcare Administration, or a related field (Additional years of experience may be considered as a substitute for the required degree on an exceptional basis, with a minimum of seven (7) years of professional related experience in supporting human resources, employee benefits, leave administration, healthcare administration, or a related function).
2. Three (3) years of progressively responsible administrative experience supporting human resources, employee benefits, leave administration, healthcare administration, or a related function.
3. Experience maintaining confidential records and managing complex administrative workflows.
4. Experience using Microsoft Office applications and HR information systems.

Preferred Requirements –

• Experience supporting FMLA, ADA, workers' compensation, or employee leave administration.
• Experience working in a public sector or municipal environment.
• Experience using an HRIS or leave management system.
• Professional certification such as SHRM-CP, PHR, or comparable administrative credential is desirable.

Work Environment:

Required physical, lifting, and sensory capabilities are requirements to perform the job successfully. Typical environmental conditions associated with job.

Lifting Requirements:

Sedentary work: Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.

Work Schedule: This position follows the City’s hybrid work schedule policy as assigned by the Department of Human Resources Commissioner and requires in-person work at City worksites/facilities at least four (4) days per week, with the option to work remotely one (1) day per week, based on eligibility, departmental needs, and supervisor approval. The hybrid work schedule is subject to change at any time to five (5) days in-person work.

It is the policy of the City of Atlanta (“COA”) that qualified individuals with disabilities are not discriminated against because of their disabilities regarding job application procedures, hiring, and other terms and conditions of employment. It is further the policy of the COA to provide reasonable accommodations to qualified individuals with disabilities in all aspects of the employment process. The COA is prepared to modify or adjust the job application process or the job or work environment to make reasonable accommodations to the known physical or mental limitations of the applicant or employee to enable the applicant or employee to be considered for the position he or she desires, to perform the essential functions of the position in question, or to enjoy equal benefits and privileges of employment as are enjoyed by other similarly situated employees without disabilities, unless the accommodation will impose an undue hardship. If reasonable accommodation is needed, please contact the Human Resources Director for your department.

The City of Atlanta is an Equal Opportunity Employer and does not unlawfully discriminate on the basis of race, color, religion, age, disability, sex, sexual orientation, ender identity, marital status, veteran’s status or national origin, or any other basis prohibited by federal, state, or local law. We value and encourage diversity in our workforce.