Description

IDENTIFYING INFORMATION

A:
Job Title:
 
B:
Classification Level:
 
Human Resources Specialist (Public Records, Worker’s Compensation)
 
 
Non-Represented A
C:
Reports to:
 
D:
Working Title
 
Supervisor - Compliance
 
 
HR Specialist
 

SUMMARY OF ASSIGNMENT

Under general direction, this hybrid position provides specialized technical, administrative, and compliance support across three core operational areas:

Public Records & Legal Requests: Coordinates district compliance with the Washington Public Records Act (PRA), records retention schedules, and processing subpoenas/legal requests.
Workers’ Compensation & Safety Compliance: Managing district-wide workers’ compensation claims, return-to-work programs, third-party administrator liaison functions.
Leave Administration & Accommodations: May assist with administering Family and Medical Leave Act (FMLA), Washington Paid Family & Medical Leave (PFML) and Americans with Disabilities Act (ADA) interactive accommodations.
 

All duties require the handling of sensitive, legally protected, and highly confidential employee, student, and district records.

ESSENTIAL FUNCTIONS

Public Records & Legal Coordination

Coordinate district-wide compliance with state and federal laws, regulations, and mandates related to the Washington Public Records Act (PRA) and public records retention schedules.
Manage the full lifecycle of public records requests: establish tracking timelines, meet statutory deadlines, liaise with requesters, coordinate with district departments and school sites to gather responsive records, and perform detailed redactions under statutory exemptions.
Review, analyze, and process subpoenas and legal discovery requests served on the district; obtain and redact responsive files.
Develop, organize, and maintain electronic and physical filing systems to ensure district-wide system integration and compliance with records retention schedules.
Attend trainings, conferences, and meetings to stay current on public records case law, exemptions, and emerging disclosure technologies.
Workers’ Compensation & Compliance Services

Oversee district workers’ compensation claims in an efficient, and cost-effective manner, ensuring injured workers receive timely benefit information, medical treatment guidance, and district support.
Serve as the primary district liaison to the Puget Sound Workers’ Compensation Trust (PSWCT), third-party adjusters, medical providers, and internal safety committees.
Administer the district’s modified-duty and return-to-work program, ensuring compliance with labor agreements, safety regulations, and medical restrictions.
Maintain logs, prepare state/trust reporting, and evaluate claim trends to help mitigate workplace risks.
Leave Administration (FMLA, PFML & ADA Accommodations)

Administer employee leave programs from initial request through return-to-work, including FMLA, state-specific leaves, continuous leaves, and intermittent/reduced-schedule leaves.
Review medical certifications, determine statutory eligibility, issue required notices and designations, and track leave usage against allocations.
Closely coordinate leave timelines, coverage, and payroll reporting with Payroll and Substitute Services to ensure operational coverage and seamless benefits processing.
Facilitate the interactive accommodation process under Title I of the Americans with Disabilities Act (ADA), collaborating with supervisors and medical providers to evaluate and document reasonable accommodations.
Maintain compassionate, professional, and clear communication with employees on leave, their healthcare providers, and building supervisors to support effective, timely return-to-work transitions.
Safeguard all medical records, ensuring strict separation from general personnel files in compliance with HIPAA, ADA, and applicable privacy statutes.
 

The essential functions listed above are not exhaustive and may be supplemented as necessary. The position may perform a variety of non-essential functions consistent with the scope and intent of the position.

Required Knowledge, Skills and Abilities in the position

Knowledge of human resource theories and practices, applicable laws and regulations and collective bargaining agreements.
Ability to maintain absolute confidentiality and discretion regarding Human Resource issues and other sensitive information.
Ability to establish and maintain positive working relationships with a variety of people (i.e. staff, management, applicants and other customers) in a multi-cultural, diverse socio-economic setting.
Ability to accept and implement professional feedback and maintain a growth mind set.
Ability to use computer applications to conduct research, analyze data, prepare comprehensive reports, and recommend sound solutions.
Knowledge of key database programs and processes.
Knowledge of personal computer programs, to include Microsoft Office software programs.
Ability to coordinate multiple activities simultaneously, to work effectively under pressure and maintain a high level of productivity.
Ability to effectively establish work priorities, make independent decisions, attend to detail, and ensure accuracy.
Ability to maintain regular and punctual attendance.
Demonstrated proficiency in oral and written communication.
Ability to listen actively, respond thoughtfully to concerns, and provide supportive service-oriented assistance.
Ability to communicate with compassion, patience, and discretion while maintaining appropriate professional boundaries.
 

Certification and Licenses

Fingerprinting and Background check.
 

DESIRABLE QUALIFICATIONS

Human Resources experience in a K-12 school district.
Three (3) years’ experience with Public records and/or Workers’ Compensation.
PHR, SPHR, SHRP or (HELP) Certification
 

WORKING CONDITIONS

Work is performed in office environment. Some travel to and between school sites is necessary. Must be able to use fingers, hands, and arms and to listen carefully and focus while filtering out normal office noise. Ability to see, hear, speak, walk, sit, stand, crouch, and reach.  Moderate lifting and carrying up to 25 pounds. Reaching overhead and horizontally. Dexterity of fingers and hands to operate equipment and a computer keyboard. Teamwork and high productivity requirements may occasionally create extra hours, attendance at meetings before and after work, and additional weekend hours.

FLSA: 
Exempt 
 
AFFLIATION: 
Non-represented 
JOB CLASS: 
Coordinator (990) 
 
WORK YEAR: 
260 

Requirements

MINIMUM QUALIFICATIONS

Education and Experience

BS/BA degree in human resources, office management, business administration or related field or work-related experience in a related field and one year of progressively responsible experience in one or more of the human resource fields, or
AA degree in a related field and three years of progressively responsible experience in one or more of the human resource fields, or
High school diploma with five years of progressively responsible experience in two or more human resource fields.