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Form of workHR Leave Management Specialist
At Salas O’Brien we tell our clients that we’re engineered for impact. This passion for making a difference applies just as much to our team as it does to our projects. That’s why we’re committed to living our values every day: inspiring, achieving, and connecting as shared owners of our success with a focus on a sustainable future.
Building for the long-term means that all of our team members can expect to work on amazing projects with a people-first approach to problem solving. It also means that each member of our team has truly limitless potential to build a unique, meaningful, and high-impact career—and they’ll receive great total rewards along the way.
About Us:
Founded in 1975, Salas O’Brien is an employee-owned engineering and professional services firm focused on achieving impact for our clients, our team, and the world. We know that tomorrow’s requirements are today’s opportunities, and we are here to design lasting solutions for pressing challenges.
We work across a variety of industries providing integrated engineering and consulting services. Our specialized experience includes design for data centers, healthcare, science and technology, high-rise buildings, clean energy, education, and other building types as well as structural and building sciences, infrastructure asset management, advanced robotics, and more.
Our technical expertise is paired with an exceptional team of business development, Human Resources, finance and accounting, information technology, and marketing professionals, all of whom play a key role in bringing our commitments to life every day.
Job Summary:
We are in search of a highly motivated, self-directed, and compassionate HR Leave Management Specialist to join our HR team. The ideal candidate excels in a fast-paced environment and is excited about the opportunity to help shape the process for leave of absence administration across our offices. This role involves ensuring coordination between and compliance with the Federal Family and Medical Leave Act (FMLA), the Americans with Disabilities Act (ADA), state and local leave laws/programs, and the Company’s short-term and long-term disability plans. We are looking for an individual who thrives on creating an exceptional team member experience and is proactive in identifying areas for improvement to contribute to the overall success of the HR function.
In this role, you will:
- Support the daily management of leaves related to FMLA, ADA leaves of absence, disability, and Company leave policies
- Manage the leave process from the initial intake, documentation, approvals, and coordination with relevant stakeholders through return to work based on the case
- Serve as a trusted advisor and expert in all leave types, partnering closely with the local office HR teams to ensure a distinctive team member experience
- Intake and manage all open and upcoming leaves of absence, including issuance and tracking of all applicable documentation, maintenance of leave administration system, coordination and communication with carriers and internal stakeholders (HR, payroll, etc.)
- Calculate supplemental pay that coordinates with the company’s short term disability policy and in some cases, state payments, with a superior level of accuracy. Work with the Payroll team to ensure proper payments and manage collection of any overpayments
- Aid team members in timely completion of required leave of absence paperwork, reviewing documents for accuracy and compliance.
- Manage the FMLA process including eligibility, necessary correspondence, and determination, following up as necessary
- Facilitate the tracking of unpaid, intermittent FMLA claims, including use of required paid time off, manager notification, and return-to-work
- Ongoing absence management when a team member is unable to return to work as expected or the return date is pending
- Maintain a deep understanding of relevant federal and state regulations to ensure compliance and provide accurate guidance to employees and managers, including but not limited to FMLA, paid/unpaid Family leave laws, HIPAA and ERISA
- Leverage technology and digital platforms to provide seamless leave administration experiences and empower employees to self-manage certain aspects of their leave
- Develop and deliver leave of absence metrics and dashboard(s) for active monitoring of utilization, durations, etc.
- Develop and implement streamlined systems and processes to enhance efficiency, accuracy, and accessibility of leave-related information
- Calculate supplemental pay that coordinates with the company’s short term disability policy
- Develop or update materials or communications related to the leave process
- Preserve confidentiality of employee medical documentation and files
- Audit internal record of leaves of absence against outsourced disability vendor’s records to ensure accuracy for the purpose of identifying and resolving discrepancies
- Project support: Assist in the planning and execution of HR projects, ensuring smooth transitions and effective change management
- Assist the HR Operations team on a range of topics when leave volume is low
Skills/abilities:
- Five or more years of benefits experience including administering leaves of absence in a similar role
- Deep working knowledge of laws and regulations, including FMLA, ADA/ADAAA, the interactive process, state, and local leave laws
- Experience working in a geographically dispersed organization with a population of 2,500 or more team members
- Specialized benefits-related or leave of absence certification a plus
- Proficient in HR platforms, leave administration software, and insurance carrier software preferred. Experience with UKG a plus
- Excellent communication and interpersonal abilities.
- Proven track record of taking initiative and driving results
- The ability to work independently and as part of a team
- Very high proficiency with Microsoft Office Suite, including Excel analysis and PowerPoint presentation design
- Bachelor’s degree in Human Resources Management, Business Administration, or related field preferred
Location: Remote (United States)
Travel: Limited travel, may need to travel for regional or annual meetings.
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Equal Opportunity Employment Statement
Salas O’Brien provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state/provincial, or local laws. Salas O’Brien will accommodate the disability-related needs of applicants as required by law.
