Leave Specialist

Serves as the internal point of contact for all leave of absence requests (FMLA, state leave, ADA, personal, military, parental, etc.), ensuring cases are properly initiated and routed through the company's third-party leave administration vendor to support seamless intake and timely delivery of required employee notices

Functions as a trusted internal resource for employees throughout the leave lifecycle, clarifying and reinforcing information received from the vendor, explaining the interaction between FMLA, state leave, ADA, STD, and PTO, and ensuring employees feel informed and supported at every stage with a compassionate and confidential approach

Acts as the internal liaison responsible for maintaining accurate and consistent information flow between the vendor, employees, and HR stakeholders throughout the leave lifecycle

Tracks intermittent leave usage and monitors employee leave balances in coordination with vendor reporting and system data

Follows up with employees on missing or incomplete medical certifications and escalates unresolved documentation issues to the HR Manager in a timely manner

Reviews return-to-work dates provided by the vendor and communicates them to managers and payroll to ensure seamless and well-coordinated transitions

Flags potential ADA accommodation needs when leave is exhausted or a disability is identified, and supports the interactive process by gathering relevant documentation and escalating decisions to the HR Manager

Tracks benefit premium obligations for employees on leave, communicates payment options and deadlines when payroll deductions are suspended, and coordinates with Payroll and Benefits to collect missed premiums and process repayment arrangements upon the employee's return

Identifies gaps between vendor procedures and internal HR practices, brings recommendations to the HR Manager, and supports the development of manager and employee-facing resources to promote understanding of leave processes and effective use of the vendor

Performs additional duties as assigned

Ability to: lift and carry up to 10 pounds frequently; sit for extended periods of time, up to 6-8 hours per day; keyboard for extended periods of time, up to 6 hours per day; be mobile within an office setting; assemble papers, paper punch, staple, file, photocopy; apply sufficient force to open and close file drawers; communicate by speech and hearing in person and/or by phone in a businesslike, professional manner. Visual acuity needed to perform close detail work for preparation and proofreading of business correspondence and operating a computer terminal.

This position requires regular communication with employees at all levels of the organization through phone, written, and in-person channels, ranging from routine inquiries to more complex discussions around leave policies and employee rights. External contacts may include government agencies, legal counsel, third-party vendors, and other HR professionals, requiring a consistently professional and informed approach in all interactions.

This position operates in a hybrid work environment, currently three days per week at the company's corporate headquarters in Portland, Oregon and two days remotely, subject to change based on business needs. The role requires the ability to manage competing priorities, meet time-sensitive deadlines, and maintain focus in a busy office setting.