Assistant Administrator II

Under general direction, provides advanced administrative and operational support to executive or senior-level leadership. Prepares complex correspondence, reports, presentations, and confidential documents. Coordinates and manages schedules, meetings, and high-level communications. Serves as a liaison between leadership, staff, departments, and external stakeholders. Assists in tracking projects, initiatives, and departmental priorities. Reviews, compiles, and analyzes information to support decision-making. Exercises independent judgment in handling sensitive and confidential matters. Utilizes various systems and software to support departmental operations. Performs related duties as required.  This classification does not include supervisory or managerial responsibilities.· Bachelor’s Degree in Business Administration, Public Administration, or closely related field preferred. 
· Four years of full-time paid experience in office administration, executive administrative support, or related administrative role in government or private industry required. 
· Any equivalent combination of education, training, and experience may substitute for the required experience on a year-for-year basis. 
· Advanced proficiency in office software and systems (e.g., Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook). 
Demonstrated ability to prepare complex reports, correspondence, and presentations. 
· Strong organizational, written, and verbal communication skills with attention to detail and the ability to handle confidential and sensitive information. 
· Ability to exercise independent judgment, prioritize assignments, and coordinate multiple tasks or projects.

Primary Responsibilities

The Assistant Administrator II will work in Human Resources- Employee Services. This specialized role is responsible for the comprehensive administration, management, and compliance of employee leaves of absence and disability accommodations. The position ensures organization-wide adherence to federal, state, and local regulations, with a particular focus on the Family and Medical Leave Act (FMLA) and the Americans with Disabilities Act (ADA).

Additionally, the position is responsible for processing and providing guidance to employees regarding all leave types (e.g., family, medical, personal, paid parental, and military). This includes executing end-to-end leave management processes, coordinating specialized accommodation requests, and maintaining meticulous compliance documentation. The position works closely with the payroll section to ensure employees are paid accurately while on leave and reports directly to the Employee Services Manager.

The following duties indicate the general nature and level of work performed by the Assistant Administrator II. The listed duties are not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of this position. Other duties may be required or assigned at any time.

Core Duties & Responsibilities

• Leave Communication: Educate employees and union representatives on leave types, required documentation, and notification timelines.
• FMLA Administration: Manage the end-to-end FMLA process, from initial request tracking through return-to-work paperwork review.
• System Management: Administer daily operations across core platforms and provide staff training to support ongoing HR activities. 
• ADA Accommodation: Execute ADA intake procedures, facilitate the interactive accommodation process, and log compliance tracking.
• Records Management: Securely compile, track, and maintain employee leave files while strictly preserving medical documentation confidentiality.
• Intake Process: Process incoming leave requests, evaluate eligibility parameters, and distribute official compliance notices.
• Return to Work: Maintain regular outreach with employees on leave to coordinate logistics and ease transition barriers with managers.
• Management Advisory: Guide supervisors and union stewards on policies linking collective bargaining agreements, leave statutes, and workers' compensation.
• Special Projects: Coordinate special HR and leave-related program assignments delegated by the Employee Services Manager.
• Compliance: Execute all operations with strict accuracy, objectivity, and alignment with prevailing employment regulations.
• Other Duties: Perform additional workplace support responsibilities as professionally requested. 

Preferred Requirements

The Employee Services Manager expects staff to adhere to all city-wide and departmental policies, guidelines, practices and procedures; perform duties as workload necessitates in a timely, accurate and thorough manner; be conscientious about meeting city and department productivity standards; and communicate regularly with manager about human resource issues. ?Preferred requirements for this role include:

1. Knowledge of all applicable leave and accommodation laws including the FMLA, ADA and state and local laws. 
2. Extensive knowledge of payroll and timekeeping.
3. Excellent written and verbal communication skills.
4. Excellent analytical and problem-solving skills.
5. Excellent organizational skills and attention to detail.
6. SHRM-CP or SHRM-SCP preferred.
7. Completion of specialized certification or training on FMLA/leave administration a plus.
8. Workday experience preferred.