Title: Disability & Leave Programs Specialist (Hybrid)

State Role Title: Human Resources Analyst II

Hiring Range: $80,320 - $130,520

Pay Band: 5

Agency: VA Dept of Transportation

Location: Old Hwy. Building

Agency Website: https://www.virginiadot.org/jobs

Recruitment Type: General Public - G

Job Duties

The position you are applying for is a hybrid position.

What drives you? Whether it's knowing the work you do makes a difference, having a great work/life balance, working on exciting and challenging projects, leading innovation, and championing change or simply working with a great group of people who are committed to professionalism. Are you ready to advance you career at the Virginia Department of Transportation?

The Virginia Department of Transportation (VDOT) is excited to announce an opportunity to serve as a Disability & Leave Programs Specialist in the Central Office located in Richmond, VA. The Disability & Leave Programs Specialist will be responsible for the statewide administration of VDOT's leave and disability programs, Workers’ Compensation program and OSHA recordkeeping and reporting. The successful candidate will be managing these programs as the agency subject-matter expert, interfacing with internal and external business partners including but not limited to Safety, Payroll, the Customer Service Center that does intake of employee injuries, the Virginia Workers’ Compensation Commission, the Office of the Attorney General, the Department of Human Resources and the Office of Health Benefits.

The selected candidate will be responsible for developing and implementing policies and procedures, provide policy guidance and interpretation to customers and will serve as VDOT's statewide program lead for the following programs: workers' compensation, OSHA recordkeeping and reporting, and leave and disability programs. They will act as the agency expert in the delivery of program administration and services involving, but not limited to, disability case management for short-term and long-term disability, worker's compensation, leave programs including FMLA, unpaid leave and OSHA record-keeping and reporting.


This individual will be using our Cardinal HR system (PeopleSoft) and MyCareerConnect HR System (Oracle) to manage the assigned programs, run reports, analyze data, finalize legally required reports (OSHA, EO-109, BLS), and working with the HR local Benefits Administrators in all 10 locations to drive to data accuracy, clean-up, and maintenance of benefits-related information in our HR systems of record.

This position will be required to travel into the Richmond office or other VDOT locations as needed for in-person meetings, training sessions, and conferences.

This position’s specific responsibilities and duties will include, but are not limited to:

Worker's Compensation and OSHA Reporting

• Plan for and ensure compliance with all legally required and state mandated reporting for assigned program areas inclusive of but not limited to: EO-109, OSHA – including annual reporting as well as 300 and 300As, and DOL.

Disability Cases

• Provide guidance in resolution of complex cases and issues involving benefit eligibility, claims handling, application of benefits with VSDP including Transitional Work Assignments (TWAs), Workers' Compensation, FMLA, USERRA and other leave programs. Escalate sensitive matters to the supervisor for awareness or assistance in resolution. Act as liaison with DHRM's Workers' Compensation office, VRS' Short-term and Long-term disability team and other third-party administrators on behalf of the agency. Act as gatekeeper for HR systems access to assigned systems in program areas.

Special Projects

• Lead and monitor special projects involving statewide HR program initiatives as assigned. Ensure project milestones and deliverables are identified and projects are implemented effectively.
  
  
  

Program Administration and Documentation

• Coordinate, direct, and manage assigned program. Ensure adherence to all personnel related federal, state, local laws, and agency policies and procedures. Communicate with leadership, managers and employees on human resources program area(s), policy changes and trends. Perform program analysis to determine effectiveness and adherence to policies or practices associated with assigned program area(s). Determine program guidance and enhancements based on analysis to better align programs to agency mission. Develop and revise policies, procedures and documents related to administering assigned program area(s). Ensure documents meet standards for publication and are posted in the appropriate areas on the intranet. Ensure changes to program documentation or creation of new policies or procedures are communicated to the appropriate audience.

Training and Consulting

• Assess agency learning needs within program area(s). Develop and deliver training to meet the needs of the agency – inclusive of Human Resource training, supervisor and employee training. Provide consultation to Human Resource partners, agency leaders, and employees on assigned program area(s). Handle escalated cases as needed. Conduct research and analyze information to respond timely to inquiries and provide accurate interpretation of state and VDOT policies.

Budget Preparation

• Prepare annual budgets for approval for the Workers' Compensation program and any statewide team meetings. Provide status updates on budget remaining and usage throughout the fiscal year.

Statewide Team Leadership and Coverage

• Lead statewide team for assigned area(s) of responsibility. Coordinate meetings to facilitate learning, information sharing, networking, and professional development. Act as back-up in the delivery and administration of state benefit programs administered by the Total Rewards team.
  
  

Minimum Qualifications

• Ability to develop strategies to improve customer service, program efficiency, effectiveness, and function as a collaborative team member with other HR staff.


• Ability to analyze data and reach conclusions which are logical and legally supportable, and advise field HR, managers and employees in the resolution of program-related issues.


• Ability to manage projects and lead cross-functional teams.


• Knowledge of employee benefit programs to include disability case management for short-term and long-term disability and leave programs including FMLA.


• Knowledge of workers' compensation and OSHA record-keeping and reporting laws and requirements.


• Skill in the use of computers and software applications.


• Knowledge of federal and state HR laws and policies and the ability to interpret and apply them in the workplace.


• Skill in the use of Microsoft office products, particularly Word, Excel, and PowerPoint (inclusive of the use of formulas and formatting) and ability to learn HR systems and processes and create reports.


• Ability to design, analyze, implement and revise policies, procedures and programs.


• Ability to communicate effectively orally and in writing with internal and external customer.
  
  

Additional Considerations

• Skill in using automated human resources information systems.


• SHRM PHR, SHRM SPHR, Certified Benefits Professional, OSHA, Workers' Compensation or program management certification desired.


• Knowledge of the Virginia Sickness and Disability Program.


• Experience working in a matrix reporting environment.


• Experience administering specialized HR programs as a subject-matter expert, developing and implementing policies and procedures at a corporate-wide level.


• Experience in Human Resources working as a technical expert.


• A combination of training, experience, or education in Human Resources, Organizational Development, Public Administration, Business Administration, or related field desired.


• Experience managing projects in a complex organizational structure.
  
  

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

The position you are applying for is a hybrid position.

This position requires a fingerprint based Criminal History Background Check, DMV Record Check and Work History Verification with references.

VDOT is an emergency operation agency. Positions physically working within district boundaries, including those that administratively report to Central Office, may be assigned to emergency response duties at the discretion of the District Engineer or Administrator.

Once onboarded, this position may be eligible for telework opportunities; availability, hours, and duration of telework shall be approved as outlined in the Commonwealth telework policy.

We are a “Virginia Values Veterans” (V3) official certified company and state agency that provides hiring preference to Veterans and Members of the Virginia National Guard in support of Executive Order 29, (2010). If you are a Veteran or Virginia National Guard Member, we urge you to respond accordingly on your state application.

State applications and/or resumes will only be accepted as submitted online by 11:55 pm on the closing date through the state applicant tracking system. State applications and/or resumes submitted via email, postal mail, fax, or in person will not be considered. Applicants are expected to fully represent qualifications and work history on the State application and/or an uploaded resume to be considered for this position.

The state application tracking system will provide a confirmation of receipt when the application and/or resume is submitted successfully. Please refer to “Your Application” in your state profile account to check the status of your application for this position.

VDOT utilizes a market-based pay program, which has been approved by DHRM. Therefore, advertised rates of pay may or may not align with the Commonwealth pay bands.

Additional positions may be filled from this recruitment within 90 days.

Contact Information

Name: Ricky Hewlett

Phone: 804-836-9516

Email: [email protected]

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.