Leave Specialist

Leave Specialists serve as the primary internal resource for all leave of absence administration, acting as the critical link between employees, the company's third-party leave administration vendor, and internal HR stakeholders. In this support role, the Leave Specialist guides employees through every stage of the leave lifecycle from initial request through return to work, ensuring they feel informed, supported, and treated with care and confidentiality.

Responsibilities

• 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.

Physical Requirements

• 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.

Interpersonal Contacts

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.

Schedule

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.

Requirements

• Minimum 2-4 years of experience in leave of absence administration, HR operations, or a related HR support role.
• Working experience with FMLA, ADA, and state leave programs required; experience with Oregon and Washington state-specific leave laws including Oregon Paid Leave and Washington Paid Family and Medical Leave (WA PFML) strongly preferred.
• Prior experience working with a third-party leave administration vendor preferred.
• Experience in a shared services or high-volume HR environment a plus.

Preferred Qualifications

• Familiarity with HRIS platforms and leave management systems; ability to learn and navigate vendor portals and reporting tools.
• Strong organizational skills with the ability to manage multiple open cases simultaneously with a high degree of accuracy.
• Excellent written and verbal communication skills with the ability to explain complex leave information in a clear and accessible manner.
• Demonstrated ability to handle sensitive and confidential information with discretion and professionalism.
• Strong attention to detail and commitment to accurate recordkeeping and documentation.

Benefits

• Medical, dental, and vision plans for both you and your dependents.
• 401k with company match.
• Paid time off which starts with your first check.
• Paid holidays.