Position Summary The ADA Accommodation Specialist is responsible for administering workplace accommodation requests under the Americans with Disabilities Act (ADA), Pregnant Workers Fairness Act (PWFA), and applicable state laws on behalf of client organizations. This role serves as the primary point of contact for employees, employers, healthcare providers, and internal stakeholders throughout the accommodation process.
The Specialist manages accommodations from initial request through resolution, facilitates the interactive process, reviews supporting documentation, identifies reasonable accommodation options, and ensures accurate documentation and compliance with applicable regulations. This position requires strong critical thinking, customer service, communication, and case management skills.
Essential Duties and Responsibilities
Accommodation Case Management
Receive, review, and process accommodation requests.
Create and maintain accommodation case files within the claims management system.
Gather employee, employer, job, and accommodation-related information necessary for case determination.
Manage a high-volume caseload while meeting service level expectations.
Interactive Process Administration
Facilitate the ADA interactive process between employees and employer representatives.
Conduct outreach to employees, supervisors, Human Resources, and other stakeholders to gather relevant information.
Identify and evaluate potential reasonable accommodation options.
Coordinate discussions regarding accommodations, restrictions, and return-to-work considerations.
Medical Documentation Review
Request, review, and assess medical certifications and supporting documentation.
Identify insufficient or incomplete documentation and obtain necessary clarification.
Partner with internal compliance or legal resources when complex accommodation issues arise.
Evaluate documented functional limitations against essential job functions.
Determination and Communication
Prepare accommodation recommendations consistent with applicable laws and employer policies.
Draft and issue approval, denial, extension, modification, and alternative accommodation communications.
Provide timely status updates to employees and client representatives.
Explain accommodation processes, requirements, and next steps to stakeholders.
Compliance and Documentation
Maintain accurate and detailed records of all communications, determinations, and case activities.
Ensure compliance with ADA, PWFA, state accommodation laws, and employer policies.
Monitor accommodations requiring renewal, reassessment, or expiration.
Support audit readiness through complete and accurate case documentation.
Client Support and Reporting
Serve as a trusted resource to client HR and management teams.
Assist with implementation and tracking of approved accommodations.
Monitor trends and identify opportunities for process improvement.
Participate in client reporting activities and accommodation program reviews.
Coordination with Leave Programs
Coordinate accommodation requests that overlap with FMLA, state leave programs, workers' compensation, short-term disability, or return-to-work programs.
Ensure consistent case management and compliance across multiple leave and accommodation programs.
Required Qualifications
Bachelor's degree in Human Resources, Business Administration, Healthcare Administration, Rehabilitation Counseling, or related field; equivalent experience may be considered.
2+ years of experience in ADA accommodations, leave administration, employee relations, disability management, absence management, or Human Resources.
Knowledge of ADA, ADA Amendments Act (ADAAA), PWFA, FMLA, and applicable employment laws.
Experience reviewing medical documentation and functional restrictions.
Strong written and verbal communication skills.
Excellent organizational and case management abilities.
Proficiency with case management systems, Microsoft Office Suite, and database platforms.
Preferred Qualifications
Experience working for a Third-Party Administrator (TPA), leave management vendor, disability carrier, or accommodation services provider.
Knowledge of state leave and accommodation laws.
Experience with HRIS, disability management, or claims administration systems.
Certified Disability Management Specialist (CDMS), SHRM-CP, PHR, or related certification preferred.
Key Competencies
Accommodation and leave administration expertise
Critical thinking and sound judgment
Customer service and empathy
Regulatory compliance
Conflict resolution
Professional written communication
Time management and prioritization
Attention to detail
Confidentiality and discretion
Client relationship management
Performance Metrics
Accommodation case timeliness
Service level adherence
Documentation quality and audit readiness
Client and employee satisfaction
Regulatory compliance outcomes
Case closure accuracy
Productivity and caseload management