Leave Coordinator

At the MBTA, we envision a thriving region enabled by a best-in-class transit system. Our mission is to serve the public by providing safe, reliable, and accessible transportation. MBTA’s Core Values are built around safety, service, equity, sustainability, and culture. Each employee that works for the MBTA performs their roles based on our vision, mission, and values. This includes attendance, participation, and contribution in local safety committee meetings as needed.

Job Summary

The Leave Coordinator serves as a subject matter expert, first point of contact and processor for all Americans with Disabilities Act Amendments Act of 2008 (ADAAA), Domestic Violence Leave (DVL), Pregnant Workers Fairness Act (PWFA) activity from employees, supervisors, managers, Paid Family and Medical Leave (PFML)-related leave of absence processes, and when applicable, the Authority's third-party absence management administrator.

Duties & Responsibilities

• Responsible for daily and weekly processing of Americans with Disabilities Act (ADA), Domestic Violence Leave (DVL) and Pregnant Workers Fairness Act (PWFA) applications, paperwork, and database processing, such as determining eligibility for respective approvals, tracking and monitoring leaves of absences, following up appropriately and ensuring that established procedures are followed.
• Provides extensive case management and coordinates administrative aspects of the accommodation requests based upon review of medical documentation.
• Draft and produce the appropriate correspondence for ADAAA, DVL and PWFA approvals and denials. Consult with the Authority's Sr. Leave Specialist and/or the Manager of ADA and Leaves to provide and receive assistance regarding accommodation requests/cases with unusual circumstances.
• Research and review escalated cases and potential complaints with the Sr. Leave Specialist and /or the Manager of ADA and Leaves.
• Comply with federal and state regulations as well as MBTA policies and procedures with regards to Family and Medical Leave Act (FMLA), PFML, DVL, PWFA and ADAAA accommodations, as well as medical and personnel records.
• Demonstrate comprehensive knowledge of the Authority’s Leave of Absence processes (FMLA, PFML, DVL, PWFA and ADA) and effectively interpret and utilize Health Care Provider Forms to support accurate case management and compliance.
• Conduct interactive dialogue and provide information on ADA, DVL and PWFA requests/approvals to Departments and Areas.
• Develop and maintain confidential files and relevant databases.
• Provide status reports on leave and accommodation requests as requested.
• Work cooperatively with other departmental Leave Unit personnel.
• Respond to each inquiry, whether from a customer, vendor or co-worker in a courteous, confidential and professional manner consistent with the Authority's quality standard.
• Ensure the fair and consistent application and strict adherence to the rules, regulations, collective bargaining agreement (if applicable) and policies of the Authority including the EEO, Anti-Discrimination and Anti-Harassment and Anti-Retaliation policies.
• Perform all other duties and projects that may be assigned

Minimum Requirements & Qualifications

• A high school diploma or equivalent from an accredited institution.
• One (1) year previous experience administering and executing absence management, including but not limited to ADAAA, PFML, FMLA, DVL, PWFA.
• Must have the background and demonstrated experience(s) to be able to accomplish what is outlined in the Principal Duties and Responsibilities section above and must be able to perform the essential functions of the position.
• Intermediate skills with Microsoft office products (Word, Excel, Access, PowerPoint, Outlook).
• Ability to use PeopleSoft or Mainframe applications.
• Excellent customer service and communication skills.
• Ability to handle sensitive and confidential information in an appropriate manner.
• Demonstrated ability to make good decisions and perform work independently to drive results given direction in the form of objectives and metrics.
• Demonstrated ability to provide internal and external customers with a courteous and professional experience.
• Effective organizational, analytical, quantitative, multi-tasking and time management skills.
• Ability to operate in a matrix driven and fast-moving environment.
• Ability to prioritize work, follow through on cases by the due dates and meet the metrics set by that Manager of ADA and Leaves.

Substitutions Include

Preferred Experience and Skills

• Bachelor’s degree from an accredited institution.
• Additional years of relevant experience.
• Five (5) years of experience in leave and accommodation case management.

Job Conditions:

• Ability to effectively read, comprehend, communicate, and respond to instructions, orders, signs, notices, inquiries, etc. in English.
• Be at least eighteen (18) years of age, except if participating in an approved high school internship / co-op program.
• Ability to commute to assigned work locations in the Boston, MA metro area, as required by the role.
• Ability to provide internal and external customers with courteous and professional experiences.
• Ability to work effectively, independently, and as part of a diverse workforce team (or supervise, if required).
• Ability to uphold the rights and interests of the MBTA while building and maintaining effective relationships with employees and co-workers.
• Ability to adhere to rules, regulations, collective bargaining agreements (if applicable), and policies of the MBTA, including the EEO, anti-discrimination, anti-harassment, and anti-retaliation policies.
• Have a satisfactory work record for the two (2) years immediately prior to the closing date of this posting (unless if current student or recent graduate), including overall employment, job performance, discipline, and safety records (infractions and/or offenses occurring after the closing of the posting and before the filling of a vacancy may preclude a candidate from consideration for selection).
• Ability to pass a Criminal Offender Record Information (CORI) check, comprehensive background screening, and / or medical Clinic screening, potentially including physical examination and drug and alcohol screenings.
• Ability to work all shifts and / or locations assigned, directed, or necessary for this position, including (for some transit / operations roles) up to twenty-four (24) hours per day, seven (7) days per week as necessary to accommodate severe weather conditions, emergencies, or any other circumstances that may potentially impact service or the safety of service.
• Intern / co-op staff must be enrolled full or part-time in an accredited educational program and maintain a cumulative GPA of at least 2.5 for the entire duration of the internship / co-op. Additionally, interns / co-ops must have valid work authorization and U.S. Social Security Number prior to starting pre-employment screenings / pre-boarding, working in their positions, and throughout the duration of their program.

Disclaimers and Definitions:

• General Disclaimer: The statements contained in this job description are intended to describe a summary, general nature, and complexity of typical job functions and do not represent an exhaustive list of all duties, tasks, and responsibilities required of staff assigned to this position.

• Application Completion: It is each applicant’s responsibility to ensure application details are entered completely and correctly, including updated work and education histories (past and current). Incomplete applications may not be considered. Attachments do not substitute for application fields. The recruitment team does not have access to existing employee data / history.

• Application Deadlines: Applicants should apply as soon as possible, as the MBTA may stop considering applicants after a sufficiently large applicant pool is established.

• Work Environment: The physical demands and work environment characteristics described here-in are representative of those an employee may encounter while performing the essential functions of this job. Reasonable accommodations can be made to enable individuals with disabilities to perform essential functions. See job description for role-specific requirements.

• Work Eligibility: All employees must be legally authorized to work in the United States and on an unrestricted basis. The MBTA does not have an employer work sponsorship program. However, if you have unrestricted work authorization, or are sponsored by a separate entity, you are welcome to apply. Further, all persons hired will require a U.S. Social Security Number prior to starting the position and employees will be required to complete a Form I-9 to verify their identity and eligibility to work in the U.S.

• Interviews: Candidates should ensure they arrive on time, are prepared, can remain for the duration, and if remote, are in a quiet place without distraction, for the interview. Candidates who do not attend their interview without advance authorization, including an email confirmation of a rescheduled time/date from Human Resources, will be considered a no-show and disqualified from consideration for the position. Related to rescheduling, on a one-time basis, and due to something emergent, you may be allowed to reschedule the interview. In addition, Human Resources may require documentation supporting the request. However, should you need to reschedule, you will need to contact your Recruiter directly by email.

• Safety Sensitive Positions: Employees working in this classification will be subject to periodic physical examinations plus random drug and alcohol testing.

• On-call or 24/7 Positions: Employees working in this classification must be available to respond to page / text / call and report to work as determined by assigned department or the Authority.

• Essential / Emergency Staff: During declared "states of emergency," employees working in this classification are required to report to work for their assigned work hours or as directed by management.

• ADA Accommodations: The MBTA makes reasonable accommodations for applicants with disabilities. If you require an accommodation during this process, please contact the MBTA's ADA Unit at 617-222-5751 or [email protected].

• Diversity, Equity, and Inclusion: The MBTA is an Equal Employment Opportunity Employer. For terms, descriptions, and definitions related to diversity, equity, inclusion, veteran status, and immediate family members that you may find on the application form, please visit mbta.com/careers-app-definitions.

• Intern / Co-Op Benefits: Employees taking part in an internship or co-op at the MBTA are eligible to receive accrued paid sick leave as well as a monthly transportation pass, based on the city from which the intern / co-op commutes to work, at no cost. However, no additional benefits are currently offered for interns or co-ops.