Position Type:
Secretarial/Clerical

Date Posted:
9/22/2021

Location:
Human Resources

Closing Date:
09/29/2021

School/Location

DEPARTMENT/OFFICE: Human Resources Office
TITLE: Workers Compensation and Disability Associate
LOCATION: 797 Westminster Street - Administration Building - HR
HOURS: 8:30 AM- 4:30 PM

Group 6 12 Month 1339 Union Position

The HR Workers Compensation and Disability Associate will support the injury and disability needs of all Providence Public Schools staff members. The HR Workers Compensation and Disability Associate will serve as liaison to legal and medical offices and will assume responsibility for process all items related to Workers Compensation and long term disability needs. Ultimately, the HR Workers Compensation and Disability Associate will ensure all aspects of worker's compensation and disability needs are processed through the Office of Human Resources in an accurate and timely manner.

THIS POSITION REPORTS TO THE HUMAN RESOURCES MANAGER - EMPLOYEE RELATIONS

***Accommodations for virtual interviews will be made during this hiring season, please apply***

Roles & Responsibilities

There are many aspects to worker's compensation and long-term disability. Both associates must be fully knowledgeable and demonstrate competency in all aspects of the duties and responsibilities listed below, however each associate will serve in a specialized capacity.

PROCESSING, COMPLIANCE AND SUPPORT

• Review, examine, investigate and analyze workers' compensation casesReview files to determine current status of injury and develop plan of actionInteract with injured employee to ensure awareness and understanding of the WC ProcessDevelop and maintain internal system for data collection, report progress, communicationsProvide employee and treating doctors with claim information including but not limited to insurance information, claim number, accepted body part, billing addressServe as liaison between employee, legal counsel and the School DepartmentCommunicate with attorneys regarding litigated cases directly or in writingWork closely with PPSD attorney in reviewing claim status; surgical status and course of medically necessary treatment in regard to injury and guidelinesPrepare legal documents including Non-prej, memorandum of agreement, mutual agreement and terms of Benefits.File legal documents electronically with DLTFile WC correspondenceRemain aware of new cases pending litigation, court dates, IME dates and the "13-week window".Complete requests for 3 rd party vendor disability insurance claimsMaintain an accurate and updated log of 3 rd party vendor disability insurance claimsComplete disability retirement formsMaintain an accurate and updated log of disability retirement form requests and completion

ANALYSIS, PAYMENT AND COMPLIANCE

• Review, examine, investigate and analyze workers' compensation casesReview files to determine current status of injury and develop plan of actionInteract with injured employee to ensure awareness and understanding of the WC ProcessCoordinate medical treatment for injured employeesDevelop and maintain internal system for data collection, financial analysis and reports. Create and update logs of medical payments and requests for medical treatment.Provide employee and treating doctors with claim information including but not limited to insurance information, claim number, accepted body part, billing addressServe as liaison between employee, medical provider, legal counsel and the School DepartmentCommunicate with attorneys regarding litigated cases directly or in writingWork closely with PPSD attorney in reviewing claim status; surgical status and course of medically necessary treatment in regard to injury and guidelinesPrepare legal documents including mutual agreements, loss of use ratings, disfigurement, commutations and court ordered settlementsPrepare, track, receive and mail all time sensitive direct payments for all litigated casesReview individual medical reports and ensure there are no discrepancies in treatmentEnsure bills are being coded by the facility in accordance with WC fee schedule ratesCode all medical billsPrepare and process all medical billsSchedule IME AppointmentsInvestigate and review medical history in order to prepare independent medical exam. Thoroughly review and highlight key information in order to come up with questions for IMECreate vendors in Lawson for new facilities or providersRemain aware of new cases pending litigation, court dates, IME dates and the "13-week window".Update Lawson if tax id changes or address changes for WC vendorsFile medical reports and WC correspondence

Note - while each associate will specialize in a different aspect of the position, each associate will be responsible for providing "back up" to the other in times of absence.

PUBLIC RELATIONS

• Telephone - in-house (intercom), walkie-talkie. Receive and route calls appropriately.Correspondence - receives and routes mail, packages. Prepare correspondence; forward accordingly (notices, grievances, and reports): State, Local and Federal, Use of Building, Health and Safety, Incident/Accident, School/Staff/Parent Notices, Fire Drills and Inspections, Proposals).Maintain up-to-date filing system: Staff directory, phone listing, student recall listings, waiting lists, weekly, monthly, quarterly, annual reports, School Board Agendas.Maintain appointment/meeting calendars/schedules: Building, teacher, parent groups, visitors, workshops, etc.Greet and assist all visitors in a positive manner.

BUDGET

• Ledger activity associated with balances, spreadsheets & word processing computer application.Updating and distribution of budget reports.Researching data for preparation of requisitions, typing requisitions.Maintain purchase order file, receiving copies, invoices, packing slips.Direct payments, route for payment in a timely fashion.Assist Administrator/Principal/Director in preparation of annual budget.Typing administrative draft - tabulations/calculations.Maintain inventory of office materials, supplies, B5 in stock supplies, books, postage, health and athletic supplies.Mileage: Type monthly mileage on appropriate forms with direct payment for reimbursement including staff travel expenses and cab vouchers.

PAYROLL

• Prepare/maintain weekly, biweekly, hourly payrolls for administrators, teachers, clerks, aides, etc., relative to regular payroll, overtime, workshops, coverage, breakfast program, in-house coverage, etc., as it applies to the job area.Maintain leave forms, name/address forms, vacation requests, certifications and renewals, etc. for attendance reporting and recordkeeping of payroll. Sort and distribute checks.

COMPUTER

• SCHOOLS: Daily attendance, registers, bulletins, via mainframe hook-up or independent system.OFFICES: As required/established.

STUDENT PROCESSING
(Key: E=Elementary, M=Middle, H=High, G=Guidance, ALL=E, M, H, & G)

• E-M-H - Suspensions/Parent Conferences, Referrals, Incident Reports.E-M-H - A-8's, Sign-in Books, Sign-out Books, Accident Reports.E-M-H - Reading Folders, Special Ed Folders, Home Instruction Registers.E-M-H - Nurse, Social Worker, Human Relations Specialists Visits.E-M-H - Transportation-Passes, Field Trips.E-M-H - Minority/Majority and Pupil Enrollment Reports.E-M-G - Health Cards, Rosters (Quarterly), Student Transaction Sheets.E-M-G - Scheduling, Deficiencies, Grade Reporting, Report Cards.E-M-G - Repeat/Failure Notices, Non-promotional Notices.E-M-G - Tracer Cards including restrictions, Home Language Survey.E-G - Registration, Elem. Only, Forwarding PR Cards, End of Year.E-M - Recall lists, (closed classes).H-G - Athletics, College Info: Reference Letters, Transcripts.M-H - Locker Assignments - Student ID Cards.ALL - PR Cards, Scheduling Cards, Attendance, Exiting Students.ALL - Testing: Placement and Scores Excused Early Slips.ALL - Late Slips, Transfer Cards, Student Incentive Programs

Salary Rate Range

$47,972.00 - $56,118.00

Qualifications

• High School Diploma or GED Diploma required Must have passed the appropriate clerical testA minimum of one year of high-volume HR experienceCollege degree from an accredited educational institution preferredAble to obtain and maintain a valid adjuster license PreferredProven work experience as a HR Associate.Familiarity with HR databases (Lawson and Frontline)Experience with Department of Labor and Training reporting platform preferredExperience with reviewing medical reports for on-the-job injuriesKnowledge of the legal aspects of worker's compensation and worker's compensation courtExemplary organizational skills and attention to detail in maintaining and updating physical and digital employee recordsExcellent customer service skills, verbal and written communication skills and relationship building experienceTactful, with the ability to deal with a variety of situations and a high level of confidentialityHands on experience with various processes as they relate to worker's compensation and disabilityMedical Coding experience preferredAppropriate skills and/or knowledge of Microsoft Office, (such as Word, Excel, Access, Lawson,as required) or willing to be trainedProficient in typingGood telephone/communication skillsMust maintain a high degree of confidentialityCommitment to the mission and vision of PPSD and the relevance of job functions to that mission and visionYou must complete the new hire compliance training prior to your first day of employmentSelected candidate will be required to pass a pre-employment criminal history background check. Selected candidates cannot begin work until passing their background check.

SPECIAL REQUIREMENTS:
In addition to meeting the education, training, and experience standards:

• Must be confidentialBilingual Preferred