HR Specialist, Leave of Absence/ADA Accommodations - HR Company
Your SmartSource•Santa Maria, CA
•Onsite
About The Position
HR Your Way / Your People Professionals is seeking an HR Leave of Absence & ADA Accommodations Specialist to provide administrative and coordination support for clients' employee leave of absence and disability accommodation programs. This role involves daily leave case processing, preparing employee notices, and assisting with ADA accommodation requests, all under the guidance of HR Generalists. The Specialist will ensure timely handling of leave events and escalate complex issues for review.
Requirements
- At least 1 – 2 years of HR leave coordination experience.
- Basic familiarity with FMLA, ADA and CA state leave laws.
- Ability to handle sensitive information with discretion and empathy.
- Proficiency with MS Office 365 and HRIS systems.
- Exemplary time management, accuracy, organizational, problem-solving, attention to detail, multi-tasking, decision-making, critical thinking and customer service skills.
- Ability to work effectively alone, following training period and within a high-pressure team environment.
Nice To Haves
- Associate’s Degree or Bachelor’s Degree in Human Resources, preferred; or equivalent work experience.
- PHR or SHRM-CP certification, or active pursuit of same, a plus.
- Knowledge of multi-state leave administration, a plus.
Responsibilities
- Process and track various types of leave of absence requests including FMLA, state-mandated leave, short- and long-term disability, workers’ compensation, military/USERRA, personal, and bereavement.
- Serve as a first point of contact for employee leave inquiries, gathering information and routing cases appropriately.
- Monitor leave timelines, certification due dates, and exhaustion thresholds, alerting HR Generalists when action is required.
- Coordinate with payroll, benefits, and third-party administrators to ensure accurate processing of leave events.
- Track intermittent leave usage and flag potential misuse or pattern concerns to HR Generalists.
- Support return-to-work logistics, including collecting fit-for-duty certifications and communicating timelines to managers.
- Prepare required federal and state leave notices for HR Generalists’ review.
- Draft standard leave correspondence such as approval letters, medical certification requests, and exhaustion notices.
- Maintain accurate, confidential leave and accommodation files in compliance with HIPAA and company recordkeeping requirements.
- Assist in updating leave-related forms, templates, and employee-facing resources.
- Intake ADA accommodation requests and gather relevant medical documentation for HR Generalists’ review.
- Maintain accommodation tracking logs and monitor the status of open requests.
- Prepare draft accommodation outcome correspondence for HR Generalists’ review and approval.
- Coordinate scheduling and logistics for interactive process meetings.
- Support ongoing accommodation monitoring through routine check-ins with employees and documenting updates.
- Maintain leave and accommodation data in the HRIS and generate routine reports.
- Stay current on basic leave law requirements and internal policy updates.
- Assist with leave program audits and process improvement initiatives.
- Provide general HR administrative support related to leave and accommodation.
Benefits
- Medical, dental, vision and life insurance paid 100% for employee
- Additional voluntary supplementary coverage options
- Retirement plan – not company-matched
- Annual paid vacation on an accrual basis
- Annual paid sick time on an accrual basis
- Paid public holidays
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
