Temporary ADA​/Leave Administrative Specialist

Seattle City Light, a department of the City of Seattle, is one of the nation’s largest municipally owned utilities in terms of the number of customers served. Over the years we have worked very hard to keep Seattle's electricity affordable, reliable, and environmentally sound. Today, City Light is a recognized national leader in energy efficiency and environmental stewardship.

The ADA/Leave Intake & Administrative Specialist provides front-line administrative support for workplace accommodations, leaves of absence, Workers’ Compensation return-to-work, and related employee support programs within Seattle City Light’s People and Culture Division. Serving as the first point of contact for employees seeking information or assistance, this role manages intake; organizes and maintains case documentation; tracks required follow-up; prepares routine communications; and supports HRIS/Workday absence tasks to ensure timely and compliant processing across ADA, leave, and return-to-work activities.

The Specialist performs high-volume administrative tasks that support the ADA/Leave Coordinators. The role works closely with employees, supervisors, medical providers, HR partners, and external vendors, and plays an important part in stabilizing workflows as City Light continues transitioning to new systems and processes. This position reports to the Absence Management Advisor.

• Serve as the first point of contact for employee inquiries related to disability and pregnancy accommodations, leaves of absence, and Workers’ Compensation return-to-work.
• Manage the shared mailbox by reviewing, categorizing, and routing incoming inquiries, documentation, and related tasks to the appropriate case files and ADA/Leave Coordinators in Qcera Leave Source and Cority.
• Support a high-volume workflow, with over 400 active leave, accommodation, and return-to-work matters at any given time, requiring strong organizational skills, attention to detail, and consistent follow-through.
• Prepare and send routine communications related to leaves, accommodations, and return-to-work cases, such as eligibility and acknowledgement notices, reminders, check-ins, status updates, and closure notices.
• Track outstanding medical documentation and other case milestones; follow up with employees or medical providers as needed and escalate delays to ADA/Leave Coordinators.
• Coordinate job analysis processes for accommodations by scheduling vendor meetings, managing purchase orders, and overseeing timelines to ensure job analyses are completed within expected time frames.
• Maintain organized and accurate case records in shared drives and internal systems, and help improve file organization systems to ensure consistency, clarity, and long-term usability.
• Support Workday absence-related tasks by ensuring correct leave coding for Payroll stakeholders.
• Track and support Workers’ Compensation return-to-work processes in Cority, including monitoring new claim openings.
• Audit and update required data fields in Qcera Leave Source and Cority to support accurate tracking, reporting, and operational integrity across leave, accommodation, and return-to-work workflows.
• Update and maintain standard operating procedures (SOPs) for ADA, leave, Workers’ Compensation return-to-work, and related workflows; support documentation and refinement of evolving processes.
• Support ongoing workflow and process-improvement initiatives, especially those related to system transitions and operational stabilization across Workday, Qcera Leave Source, and Cority.
• Demonstrate strong customer service skills, including active listening, clear written communication, and sensitivity to employee needs throughout leave, accommodation, and return-to-work…