Career Opportunity
PASS 317– Administrative Assistant - Disability Management
Posted September 5, 2025
Internal/External
Date of Appointment: As soon as possible
Reporting to: Senior Manager, Labour and Employee Relations
Description:
The Administrative Assistant-Disability Management supports the Disability Management team by providing administrative support with medical claims from intake to closure in alignment with the Board’s policies and procedures. The position addresses medical documentation and correspondence for non-occupational as well as occupational files. The Administrative Assistant also liaises with other HR staff including the Attendance Officer, Payroll staff, HR Officers including the LTD providers.
This role includes responsibilities with purchasing, invoicing, statistic, file management, and equipment monitoring. As the first point of contact for the Disability Management Department, the role triages inquiries to the appropriate staff. It is a highly confidential position in a fast-paced environment that requires strong organizational skills and the ability to multitask effectively.

Duties include but are not limited to:

• Managing medical documentation:
• Processing of claims and distribution to Disability Management Officers
• Maintain medical inbox
• Follow up past due claims
• Attendance:
• Reviews attendance support program report and the Board’s absence reporting system for adjudication of medical confirmation for reaching the absence threshold where medical confirmation is required
• Communicate with appropriate parties
• Follow up past due claims
• Invoicing
• Processing of invoices or receipts
• Purchasing
• With approval from the Senior Manager, L&E Relations, full cycle processing/purchasing specific equipment required for staff based on recommendations from the DMO
• Long Term Disability
• Monitor monthly open non-occupational Disability Management claims Short

Term Leave Disability (STLD) days

• Create and run reports
• Communicate with appropriate parties
• Follow up past due claims
• Maintain any correspondence related to LTD
• Administrative Duties
• Runs and maintains reports, including statistical information
• Occupational Correspondence – Scanning, uploading into Parklane.
• Oversees the Repairs to voice amplification systems – complete a Service Request Form and packing and shipping device to vendor, follow up once repaired.
• Other duties as assigned

Qualifications:
College diploma in related field
Preference will be given to University/Diploma in Human Resources or Disability Management courses related to human and benefits administration

Experience:

• Preference will be given to candidates with one (1) year of experience in disability management, or three (3) years of related experience in an educational or unionized environment
• Advanced Proficiency in Microsoft Office
• Expertise in HR policies and procedures
• Strong communication skills (written and oral)
• Understanding of HR best practices, disability management processes and current regulations
• Sound judgment and problem-solving skills
• Strong knowledge of internal information systems (Parklane, SFE, Sparkrock, ISYS)

Location:
Father Kennedy Catholic Education Centre – 90 Mulberry St., Hamilton
Salary:
Professional Administrative Support Staff PASS 3 - ($59, 182 - $ 73, 948)
Last date for consideration: Friday September 19, 2025 @ 4:00 pm
Please include the full posting title within the subject line. The resume must include two (2) Professional References. It must also include an authorization to contact references provided. Thank you to all applicants who submit their application. Please note only those applicants eligible for an interview will be contacted.
Schools and administrative sites within the Hamilton-Wentworth Catholic District School Board (HWCDSB) give witness to the truth that Jesus Christ is the foundation and the heart of Catholic Education and the centre of its community. Central to this vibrant and student focused system is a vision of students as uniquely created in the image of God. This commitment is expressed and realized in the Board’s Mission which is:
“In union with our Bishop, to enable all learners to realize the fullness of humanity of which our Lord Jesus Christ is the model”

Hamilton-Wentworth Catholic District School Board (HWCDSB) is committed to equity and inclusion in the recruitment and hiring of qualified staff who reflect the diversity of students and our community. We actively encourage applications from members of groups with historical and/or current barriers to equity, including, but not limited to:

• First Nations, Métis and Inuit peoples, and all other Indigenous peoples;
• members of groups that commonly experience discrimination due to race, ancestry, colour or place of origin;
• persons with visible and/or invisible (physical and/or mental) disabilities.

In our efforts to ensure an inclusive, diverse and representative workforce, HWCDSB will:

• value, promote and encourage the hiring of staff from under-represented communities;
• value applicants’ additional experiences, lived experience, skills, backgrounds and perspectives
• collect voluntary self-identification data from applicants in accordance with the Ontario Human Rights Code, HWCDSB’s Teacher Hiring Practices Administrative Procedures, and Ontario’s Anti -Racism Data Standards.

Where the required skills, ability and qualifications of candidates are relatively equal, candidates who self-identity as a member of one or more under-represented groups may be selected.
The HWCDSB is also an equal opportunity employer that is committed to inclusive, barrier-free recruitment and selection processes. We also recognize our duty to accommodate and foster a culture of inclusion. We will provide accommodations during the hiring process. If an accommodation is required, please inform the Human Resources Team or Hiring Manager in advance of any part of the process. All information received relating to a candidate’s required accommodation will be addressed confidentially

• Managing medical documentation:
• Processing of claims and distribution to Disability Management Officers
• Maintain medical inbox
• Follow up past due claims
• Attendance:
• Reviews attendance support program report and the Board’s absence reporting system for adjudication of medical confirmation for reaching the absence threshold where medical confirmation is required
• Communicate with appropriate parties
• Follow up past due claims
• Invoicing
• Processing of invoices or receipts
• Purchasing
• With approval from the Senior Manager, L&E Relations, full cycle processing/purchasing specific equipment required for staff based on recommendations from the DMO
• Long Term Disability
• Monitor monthly open non-occupational Disability Management claims Shor