Job ID #32344: Absence Management Coordinator

Contribute to the City of Hamilton, one of Canada’s largest cities - home to a diverse and strong economy, an active and inclusive community, a robust cultural and dining scene, hundreds of kilometers of hiking trails and natural beauty just minutes from the downtown core, and so much more. Join our diverse team of talented and ambitious staff who embody our values of sensational service, courageous change, steadfast integrity, collective ownership and being engaged empowered employees. Help us achieve our vision of being the best place to raise a child and age successfully. #BeTheReason

• Job ID #32344: Absence Management Coordinator
  
• Union: Non-Union
• Job Description ID #: 6142
• Close date: Interested applicants please submit your application online at www.hamilton.ca/city-council/jobs-city by 4:00 p.m. on November 25, 2026.
• Duration:  Up to 24 months
• Vacancy type: This posting is for an existing vacancy
• Internal applicants should apply with your work e-mail address. External applicants are considered only after the internal posting process has been completed. Only applicants chosen for an interview will be contacted.
  

SUMMARY OF DUTIES

Reporting to the Manager, Return to Work Services, the Absence Management Coordinator provides guidance and information to employees regarding income protection benefits and return to work policies and procedures;  determines entitlement to short term income protection benefits based on policy and collective agreement regulations; assists employees with the transition from short-term to long-term disability; reviews attendance reports and processes attendance corrections to ensure accurate and timely payroll information.

GENERAL DUTIES

• Processes weekly attendance corrections to ensure employees’ lost time from work is accurately recorded and processed in compliance with all policies, procedures and collective agreements.  Investigates discrepancies with stakeholders and makes/facilitates required corrections to Human Resources management systems and payroll docking.
  
• Liaises with Financial Assistants, Business Administrators, employees, payroll, union stakeholders and Labour Relations to provide guidance and to troubleshoot issues related to lost time and the Income Protection Plan (IPP).
  
• Provides education to employees and management related to their roles and responsibilities for submission of doctor’s notes, Short-Term Disability (STD) and Long-Term Disability (LTD) forms as outlined in collective agreements or policies.
  
• Responsible for claims administration which includes reviewing information to determine eligibility for short-term disability benefits by ensuring doctor’s notes, IPP claim forms (both STD and LTD) are completed and submitted as required.
  
• Prepares and sends correspondence regarding IPP and attendance management activities to management, employees, solicitors and insurance companies.
  
• Operates a computer and electronic information systems to prepare, produce, store and retrieve employee data.
  
• Answers inquiries from stakeholders on the Income Protection Plan and attendance management.
  
• Provides direction and training to management on the Income Protection Plan, attendance management and absence reporting.
  
• Performs various audits related to STD and LTD claims to ensure accurate payment of Income Protection Plan benefits. 
  
• Assists the Labour Relations section with grievance/arbitration hearings regarding STD/LTD/ and attendance related matters.
  
• Compiles, verifies and maintains information and data in accordance with established procedures, using computerized (PeopleSoft, Parklane, Kronos, & Trapeze) and manual (Excel) processing systems.
  
• Works in accordance with the provisions of applicable Health and Safety legislation and all City of Hamilton corporate and departmental policies and procedures related to Occupational Health and Safety.
  
• Performs other duties as assigned which are directly related to the normal functions of this position.

QUALIFICATIONS

1. Previous related experience in disability claims administration (i.e. STD and LTD) and attendance management, including knowledge of Collective Agreements, By-laws, Employment Standards Act, Ontario Human Rights Code and Corporate Policies and Procedures.
2. Demonstrated experience working with a Human Resources management system, preferably PeopleSoft and Kronos, and the ability to enter data accurately and within pre-established deadlines.
3. Demonstrated well developed, reasoning, analytical and problem-solving skills acquired through post-secondary education at the college or university level.
4. Ability to provide guidance and advice to stakeholders regarding employees’ transitioning from STD to LTD.
5. Prior experience in a Human Resources Department is desirable.
6. Demonstrated excellent verbal and written communication skills.
7. Ability to maintain confidentiality and work professionally with employees, managers, unions and third-party agencies when responding to a high volume of inquiries and ensuring related processes and procedures are followed.
8. Proficient working knowledge of Microsoft Word, Outlook and Excel is required.
9. Proficient working knowledge of Parklane, PeopleSoft, Kronos, Trapeze and Time Management software programs is preferred. Must be able to identify payroll issues and provide instructions to payroll using proper pay codes to correct pay.

HOURS:

35 per week

THE INCUMBENT SHALL COMPLY WITH ALL HEALTH AND SAFETY POLICIES AND PRACTICES FOR THIS POSITION AND THE WORKPLACE.

Disclaimer:

Be advised that Human Resources frequently audits resumes of internal/external applicants to ensure/validate information provided is consistent and trustworthy. Falsification of information provided at any time throughout the recruitment process may be grounds for disqualification, and for internal applicants, subject to discipline up to and including termination.

Terms:

The City is an equal opportunity employer that is committed to inclusive, barrier-free recruitment and selection processes. Consistent with our Values and Corporate Culture Pillars, the City of Hamilton is committed to providing equitable treatment to all with respect to barrier-free employment and accommodation without discrimination. The City will provide accommodation for applicants in all aspects of the hiring process, up to the point of undue hardship.  If you have an accommodation need, please contact Human Resources as soon as possible to make appropriate arrangements.