Internal HR Specialist, Leave of Absence & Accommodations - GA, Onsite

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About Us

Vensure Employer Solutions is the largest privately held organization in the HR technology and service sector, providing a comprehensive portfolio of solutions, including HR/HCM technology, managed services, and global business process outsourcing (BPO). The company and its service providers collectively serve over 95,000 businesses and process over $135B in annual payroll. As a "One Employer Solution” headquartered in Chandler, Arizona, Vensure helps thousands of businesses streamline and grow their operations with custom strategies that benefit both employers and employees. Find out more by visiting www.vensure.com .

Position Summary

The Internal Human Resources Specialist - Leave of Absence & Accommodations is responsible for managing all aspects of leave administration and accommodation requests for all Vensure internal employees. This includes communicating with employees to gather the required documentation and information to support their leave and/or accommodation requests, providing information about benefit premium responsibilities and interaction with PTO and/or other paid leave programs, following up on status updates, documentation, and return-to-work expectations and paperwork, completing leave workbooks, tracking leave and accommodation requests, and interactive process documentation. The specialist will also coordinate with the payroll and benefits team to ensure employees are paid accurately while on leave, monitor differences in leave occurrences compared to what was approved in the medical provider note, and request updated paperwork when necessary and appropriate. Additionally, the specialist will coordinate with the benefits team on interaction with short-term or long-term disability plan benefits and employee benefit premiums, as well as the Claims and Risk department for any leave interaction with work comp claims and ergo assessments, and the IT and facilities department for approved accommodation equipment orders.

Essential Duties and Responsibilities

• Effectively coordinate all company leave programs, including comprehensive case management, ensuring compliance with all applicable Federal/State/Local laws and company policy.
• Administer leave programs (FMLA, ADA, Personal, Military, State, etc.) from the employees’ initial notice of the need for leave to the return to work, including gathering and completing all required paperwork, determining leave eligibility, designating leave as qualifying, requesting medical certification updates, accounting for intermittent and reduced scheduled leave use, and monitoring leave usage that exceeds medical documentation to determine if updated documentation is required.
• Communicate with employees regarding their needs for leave and/or modified work schedules; ensure that employees are aware of their responsibilities and of any documentation and notice required to qualify and take leave.
• Troubleshoot and investigate problems, gathering information to assist HR administrators in making decisions, such as potential fraudulent leave activity or moonlighting.
• Assist employees and managers through the leave of absence process by accurately explaining the leave policies and procedures.
• Respond in a timely manner to phone, email, and in-person inquiries from employees, HR representatives, and managers.
• Accurately determine leave eligibility and leave type, based on state and federal law, as well as company policy, and review associated medical certifications within state and federal time frames as well as company time frames.
• Provide timely and accurate required communication and materials to employees at the leave’s commencement and throughout the duration of the leave (notices, medical certifications, letters, forms, and required policies, etc.).
• Certify and track LOA usage to ensure that employees do not exceed the amount of allotted time.
• Create/update leave of absence records in the HRIS system and maintain confidential scanned image files with LOA-specific documents.
• Calculate benefit premiums due and monitor payment and/or benefit deductions as assigned; send late payment notices as assigned.
• Develop and manage return-to-work programs for employees returning from leave, coordinating with managers and employees to facilitate a smooth transition back to work, ensuring completion of fitness for duty certifications prior to return to work, and monitoring and tracking progress of return-to-work plans.
• Facilitate accommodation equipment orders and/or special arrangements with IT and facilities all while w