Accommodation Coordinator

Leave and Accommodation Management Team

The Accommodation Coordinator performs administrative duties related to leaves of absence (LOA),
communications, and the development and implementation of procedures to achieve optimal employee
productivity and create a positive leave experience for their assigned business unit(s). This role
serves as the initial point of contact and liaison between employees, business partners and our
outsourced vendor partners at the beginning of a leave of absence, from initiation of the LOA
through the leave approval process. This position interfaces with third party administrators and
other vendors, as necessary.

The Accommodation Coordinator provides consultation and oversight regarding claims matters to
managers and employees, ensuring ADA/FMLA and company policy compliance regarding leaves, job
accommodation requests and the return-to-work process.

The Accommodation Coordinator will understand federal and state leave of absence laws, as they pertain to the initiation and approval
of leave of absence requests. In addition, the ideal candidate is a person that collaborates
effectively in a matrixed team environment and displays outstanding communication and
organizational skills, attention to detail, process-management thinking, an ability to prioritize
in a rapidly changing environment, and has a strong customer service focus.

The key to the candidate’s success is the ability to implement and maintain the established absence
process to ensure compliance with all applicable legal requirements and Company policies.

Job Description

• • Administer the leave of absence process for the Company’s US workforce by providing exceptional
• customer service to employees navigating through their time off requests and coordinating relevant
• information with applicable vendors.
• • Serve as a single point of contact for each employee from the initial request for a leave of
• absence through successfully completed or “approved” status for assigned business unit(s); to
• include helping employees initiate a leave in Workday, setting proper expectations for the return
• of paperwork, maintaining regular contact with the employee through the leave approval process.
• • Interface with Health Care Provider to clarify medical details impacting approval of the
• employee’s leave of
• absence.
• • Partner with Business Unit HR and supervising management team to review status of cases and
• develop legally sound strategies for mutually beneficial resolution. Facilitate communications with
• employee, supervising manager, Human Resources, Retail Operations, and the disability insurance
• carrier.
• • Ensure all requests for leave are responded to in a timely manner and that all leaves are
• initiated, administered, and approved in accordance with company policies and legal requirements
• outlined in FMLA and ADAAA.
• • Respond to employee-impacting issues that may arise during the leave event up to the leave
• approval step and verify that proper communication occurs.
• • Identify routine procedural irregularities and areas of impact on other business processes, such
• as Payroll and Benefits, collect data, establish relevant facts, and draw valid conclusions leading
• to effective solutions for the individual employee and the Company.
• • Ensure that employee’s supplemental vacation/PTO requests while on leave are entered
• appropriately to ensure
• proper payroll processing.
• • Communicate cancellation of benefits decisions to the Benefits Billing Specialist for
• processing.
• • Ensure that documentation provided to Circle K from a Health Care Provider are verified and
• timelines of start
• and expected return to work date are confirmed by the Employee’s medical provider.
• • Communicate regular updates to employees and stakeholders, both verbally and in
• writing.
• • Maintain system records for accurate and timely information/documentation.
• • Monitor the group email account for assigned business unit assignments. Reassign email requiring
• the attention of the Absence Advisor.
• • Request an Employer Verification (for all approved leaves) from Benefits Billing Specialist for
• employees on an approved leave who have filed a Short-Term Disability Claim. Ensure that the
• employer verification is uploaded to the Employee’s Claim on The Hartford Ability Advantage
• Website.
• • Deliver FMLA designation letters to the employee where applicable.
• • Recommend procedural enhancements and efficiencies and implement best practices related to leave
• & accommodation management.
• • Create the leave of absence folder, and the LOA Record for each employee requesting a leave of
• absence, ensure the specific file naming conventions are adhered to and that additional information
• provided on the employee’s behalf is escalated to the Accommodation Advisor for review.
• • Monitor the receipt of required documentation required to approve the employee’s leave by using
• the Workers on Leave Status Report to send late and final notifications, requesting all
• documentation required to approve the employee’s leave of absence. Contact the operations team to
• ensure that the employee’s documentation was not misplaced. Verify if required documentation was
• provided via Workday > Personal Documents Center.
• • Recommend separation of employment to the Manager, Leave and Accommodation Management when the
• employee has failed to provide the required documentation to be on an approved leave (aka
• undocumented/unapproved leave). Process approved separations in Workday.
• • Close and move files for separated employees to Closed file location following established
• naming/filing conventions for leave that do not result in approved leave status.
• • Conduct a monthly audit to identify leave of absence files that need to be closed. Work with the
• Accommodation Advisor to ensure that the leave is properly categorized as far as leave type and
• status and if the leave needs to be closed, ensure that the file is moved to the proper leave
• folder.
• • Run the “Leaves Canceled and Denied Report” on a weekly basis and follow up on any leave
• requiring
• confirmation of received return to work documents and or closure of leave files.
• • Ensure compliance with federal/state regulations and company policies.

KNOWLEDGE, SKILLS AND OTHER QUALIFICATIONS REQUIRED:
• Workday, PeopleSoft, Oracle or SAP HR/payroll experience
• Minimum of 1-3 years of specific experience in Leave of Absence administration in a high volume,
fast paced environment on a national level
• Knowledge of applicable federal and state laws pertinent to leave of absence administration,
including FMLA, ADA, ADAAA of 2008, HIPAA, etc.
• Ability to handle sensitive and confidential matters appropriately
• Strong organizational, communication (written and oral) and time-management skills
• Keen attention to detail and ability to prioritize in a rapidly changing environment
• Ability to work independently, yet manage tight deadlines.
• Strong MS Excel & Word skills

EDUCATION/TRAINING REQUIRED:

• 3-5 years of experience in Leave and Accommodation Management or a related field, such as, Human
Resources, Labor Relations, or Business Management.

Circle K is an Equal Opportunity Employer.
The Company complies with the Americans with Disabilities Act (the ADA) and all state and local disability laws. Applicants with disabilities may be entitled to a reasonable accommodation under the terms of the ADA and certain state or local laws as long as it does not impose an undue hardship on the Company. Please inform the Company’s Human Resources Representative if you need assistance completing any forms or to otherwise participate in the application process.

Click below to review information about our company's use of the federal E-Verify program to check work eligibility:

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