Leave Administration Analyst

Onsite: Lincoln, CA

About San Francisco Bay Coffee

Established in 1979, San Francisco Bay Coffee operates as a family-owned coffee company in its third generation focused on innovation and sustainability. San Francisco Bay Coffee has an international network of over 32,000 farmers and treats all its suppliers as extended members of the family. They offer a variety of coffee products sourced from farms worldwide, including OneCup and a range of bag sizes, all at various roast levels. The brand also sells coffee-related merchandise. San Francisco Bay Coffee sells via club, regional and national grocery stores, and online. The company is committed to sustainable and eco-friendly farming and production. The San Francisco Bay Coffee family has maintained a tradition of quality and exceptional service since their inception and has cemented their reputation as experts in the coffee world by spearheading innovation to create high-quality and affordable coffee products.

About the role

The Leave Administration Analyst is a vital role within our HR team, responsible for administering workers' compensation claims and overseeing the leave of absence processes. The successful candidate will ensure compliance with all relevant laws and regulations, both state and federal, while providing exceptional support to our employees throughout their recovery and leave periods.

Responsibilities

• Workers' Compensation
  • Administer workers' compensation claims from start to finish, including reporting, managing follow-up appointments with employees, interfacing with supervisors and managers regarding light duty, and tracking claims.
  • Collaborate with supervisors and injured employees to ensure accurate and timely reporting of all workplace injuries and illnesses.
  • Closely monitor the progress of injured employees' recovery and provide regular updates to relevant stakeholders, including finance, supervisors, and insurance providers.
  • Conduct regular audits and reviews of workers' compensation claims data to identify trends and patterns.
  • Work with management and employees to initiate and facilitate interactive discussions for medical restrictions and qualifications.
  • Create functional capacity evaluations and ensure reasonable accommodations are aligned with HR processes and procedures.
  • Work with third-party administrators, the Safety Department, the Finance and Accounting Department, and insurance companies to assist with detailed claims management.
  • Facilitate employees' return to work.
  • Maintain effective and timely coordination of communication with employees, managers, insurance carriers, medical staff, and lawyers, as required.
  • Monitor timely closing of claims and smooth and accurate reporting of claims information.
  • Document, maintain, and extract employee case information while ensuring data integrity and confidentiality.
  • Provide early intervention to injured or ill employees to prevent lost time.
• Leaves of Absence
  • Handle the FMLA leave administration process from the employee’s 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 FMLA/CFRA qualifying, requesting medical certification as needed, and accounting for intermittent and reduced schedule leave use.
  • Maintain reasonable communication with employees on leave to facilitate smooth and timely return to work; relay communication between employees and their managers during leave within reason.
  • Advise managers and employees on the interaction of leave laws with paid time off, workers' compensation, and short-term and long-term disability benefits.
  • Oversee the return-to-work process for employees returning from extended FMLA, workers' compensation, or other leave(s).
  • Facilitate other leave requests, which may include reasonable accommodation requests under the ADA.
  • Administer other company time-off programs as assigned in accordance with internal policy and applicable laws.
  • Draft and/or recommend revisions to company leave policies to ensure compliance with federal, state, and local laws and regulations.
  • Maintain complete and accurate records of leave and accommodation requests in accordance with specified legal requirements and documentation of best practices.
  • Preserve confidentiality of employee medical documentation and files.
  • Maintain knowledge of all applicable leave and accommodation laws including the FMLA, ADA, and state and local laws.
• Other duties as assigned.
• Comply with all company policies and procedures, demonstrating a strong commitment to Food Safety and Good Manufacturing Practices (GMP) in support of product integrity, operational excellence, and regulatory compliance.

Requirements

• Bachelor’s degree in Human Resources, Business Administration, or related field.
• EHS experience (preferred).
• SHRM or HRCI certification (preferred).
• Bilingual in English/Spanish (preferred).
• Strong understanding of workers’ compensation laws, regulations, and processes (California and federal).
• Experience with Cal OSHA and Federal OSHA.
• Functional knowledge of HIPAA, FMLA/CFRA, ADA/FEHA, USERRA, STD, LTD, state leave laws, and procedures.
• Excellent written and oral communication skills, with the ability to effectively communicate complex information to employees and internal and external stakeholders.
• Strong interpersonal and communication skills with the ability to maintain confidentiality, build trust, and effectively interact with employees, managers, and external partners while handling sensitive information.
• Planning/Organizing – prioritizes and plans work activities, uses time and resources efficiently; plans for, sets goals and objectives, and develops realistic action plans.
• Demonstrates professionalism and sound judgment when handling confidential employee matters, responding to sensitive situations, and communicating with internal and external stakeholders.
• Highly proficient in Microsoft Office such as Word, Excel, Outlook, and PowerPoint.
• Familiarity with medical terminology and understanding of healthcare processes related to workers' compensation claims.
• Experience working with insurance providers, legal professionals, and healthcare providers related to workers' compensation claims.

Benefits

• Medical
• Vision
• Dental
• 401K
• Life Insurance
• Health Savings Account
• Costco Membership Reimbursement
• 40% off Employee Discount

Pay

$75,000-$90,000

Schedule

Full-time