Leave Management Specialist

The Leave Management Specialist will be responsible for case management and administration of leave requests and accommodations related to the Family and Medical Leave Act (FMLA), the Americans with Disabilities Act (ADA) and Pregnant Workers Fairness Act (PWFA) while ensuring compliance with Federal, State, and Local regulations. This position will also work with HR and Payroll to ensure all Paid Time Off and Sick leave policies are in compliance with Federal, State, and Local regulations and are administered accordingly.

Essential Job Duties and Responsibilities

The primary job duties and responsibilities of this position include but are not limited to: 

• Serve as the primary contact for all leave programs, including but not limited to FMLA leave, accommodation requests under the ADA, state-specific family and medical leave, paid sick leave, and PTO policies.
• Reviews FMLA leave and accommodation requests, ensuring complete and accurate documentation is provided by team members and supervisors.
• Assists in coordinating the team member return to work process, including communicating with the team members’ supervisor regarding the return-to-work status.
• Facilitates the interactive process under the ADA and PWFA by coordinating documentation, engaging with employees and supervisors, and supporting reasonable accommodation determinations in collaboration with HR.
• Maintains FMLA and accommodations tracking logs, and updates employee leave status accurately within the HRIS system and benefit carriers to reflect current eligibility and leave dates and statuses.
• Supports policy administration and responds to inquiries related to PTO accruals, usage, eligibility, and balances based on company policy and applicable local laws.
• Coordinates and processes long-term disability (LTD) claims in partnership with the external disability vendor, acting as the liaison between employee and vendor.
• Processes internal short-term disability (STD) and parental leave policies in accordance with internal company policy, verifying eligibility, documentation, and payroll coordination.
• Serves as the subject-matter expert for all leave programs and policies. Educates team members, supervisors, and leadership on leave policies, timelines, and responsibilities. Creates and distributes clear communication materials related to leave processes and accommodations.
• Performs additional responsibilities as requested to achieve business objectives.

Minimum Qualifications

Listed below are the minimum qualifications required to successfully perform this role. These qualifications are necessary for someone to be considered for this position.

• Bachelor's degree in human resources or related field, or equivalent work experience.
• 3 plus years’ progressive hands-on experience administering leave management with a strong knowledge in FMLA, ADA, PWFA, state and federal paid leave programs, state and federal law regulations and compliance requirements.
• Proven time management skills and a strong attention to detail.
• Proven discretion, sound judgment, and ability to maintain confidentiality.
• Strong working knowledge of HRIS systems and leave administration websites.
• Proficient with Microsoft 365 (Word, Excel, OneNote, OneDrive, Teams and Outlook)
• Dayforce experience preferred.
• Restaurant, hospitality, retail multi-location experience preferred.
• Bilingual in Spanish/English and be able to read, write and speak Spanish proficiently, heavily weighted.

Essential Physical Job Functions (with or without accommodation)

• Strong written and communication skills and the ability to work collaboratively in a team environment.
• Focused, self-starter with the ability to multi-task and work in a fast-paced environment, strong organizational and time management skills
• Ability to deal with complex, sensitive and personal issues while maintaining confidentiality.
• Ability to work effectively under pressure and meet deadlines.
• Physical requirements include the ability to type and use office equipment such as a computer, calculator, postage meter, copier, and fax on a regular basis.
• Must be able to lift up to 10 pounds and bend and stoop as necessary for filing.

Americans with Disabilities Act (ADA)

Applicants with disabilities may be entitled to reasonable accommodation under the terms of the Americans with Disabilities Act and certain state or local laws. A reasonable accommodation is a change in the way things are normally done that will ensure an equal employment opportunity without imposing an undue hardship on the Company. Please contact [email protected] for assistance completing any forms or to participate in the application process.

Pappas Restaurants is an Equal Opportunity Employer.