Leaves & Accommodations Specialist

Job Summary 

The Leaves & Accommodations Specialist serves as the primary resource for Team Members and leaders regarding leaves of absence, workplace accommodations, and return-to-work processes. This position administers leave and accommodation programs in compliance with federal, state, and local regulations while delivering a compassionate, responsive, and exceptional Team Member experience throughout every stage of a Team Member's employment journey.

Unique Job Requirements  

This position requires the ability to work as part of a team, build rapport and trust with collaborators, and provide consistently friendly service to applicants and Team Members. This person must maintain confidential records and information with excellent judgment. Must have excellent analytical and organizational skills. Must be agile and able to work on multiple tasks. Must have the ability to focus on detailed work and be able to be interrupted by Team Members and the public. Must be flexible to work weekends. Familiarity with setting up and managing leaves and accommodations through SaaS platforms is required. Spanish-speaking ability is highly preferred. Experience managing 20+ active leaves and accommodations at any given time is preferred.

Job Tasks 

Administer and coordinate leaves of absence, including FMLA, CFRA, PDL, military, medical, family care, personal, and other protected leaves in compliance with applicable laws and company policies.

Determine leave eligibility, provide required notices, track leave usage and entitlements, and maintain accurate documentation and records.

Assess accommodation requests, review medical documentation, and facilitate the ADA/FEHA interactive process with Team Members and managers.

Partner with managers to identify and implement reasonable accommodations and support successful return-to-work outcomes.

Collaborate with Safety & Security, Payroll, and third-party administrators to coordinate workers' compensation, leave, accommodation, and return-to-work programs.

Communicate work status, restrictions, and return-to-work information to leaders while maintaining confidentiality.

Coordinate leave-related payroll, benefits, premium payments, and enrollment changes to ensure timely and accurate processing.

Support EDD State Disability Insurance (SDI) and Paid Family Leave (PFL) claim administration and employee inquiries.

Conduct compliance reviews, audits, reporting, and recordkeeping to ensure adherence to federal, state, and company requirements.

Serve as a trusted resource by providing compassionate guidance and exceptional service to Team Members and leaders throughout the leave and accommodation process.

Identify process improvements that enhance compliance, efficiency, and the overall Team Member experience.

Participate in Human Resources initiatives, special projects, and Team Member engagement activities as assigned.

Relationships (Internal) 

All levels of Santa Cruz Seaside Company Team Members.

Relationships (External) 

TPAs, brokers, carriers, medical providers, legal counsel, vendors, applicants and agencies. Some Guest contact.

Qualifications: Training and Experience 

Bachelor's degree or equivalent experience; 2+ years in leaves, accommodations, workers' compensation, benefits, or HR.

Knowledge, Skills and Abilities 

Knowledge of FMLA, CFRA, PDL, PFL, ADA, FEHA, HIPPA, and workers' compensation; strong customer service, communication, organization, and analytical skills.

Knowledge of office procedures, computerized and manual filing systems, and standard formats for business correspondence and reports.

Knowledge of Microsoft Office and using Mac and PC systems.

Knowledge and experience with HRIS systems, UKG expertise preferred.

Ability to maintain confidential files and information.

Ability to establish and maintain cooperative and effective working relationships with Team Members and the public.

Ability to provide consistently friendly service and answer questions for job applicants and staff.

Ability to work collaboratively as a part of a team.

Ability to set priorities, perform multiple tasks and adjust to changing priorities.

Bilingual English-Spanish is a plus.

Physical Requirements 

Ability to sit for extended periods while working at a computer and conducting administrative tasks.

Ability to stand and walk for extended periods while assisting applicants, Team Members, conducting onboarding activities, and supporting events.

Ability to frequently move throughout the office and between Company work locations.

Ability to use hands and fingers for repetitive motions including typing, filing, data entry, and operation of office equipment for up to 8 hours a day.

Ability to lift, carry, push, or pull up to 25 pounds independently and up to 45 pounds with assistance.

Ability to squat, bend, kneel, reach, and twist while retrieving files, stocking supplies, and performing administrative tasks.

Ability to hear and communicate effectively in person, by telephone, and through virtual meeting platforms.

Ability to see, read, review, and interpret paper and electronic documents.

Ability to safely climb stairs.

Ability to operate standard office equipment including computers, keyboards, printers, copiers, scanners, and telephones.

Ability to maintain concentration and productivity in a fast-paced environment with frequent interruptions and shifting priorities.

Licenses / Insurance 

HR certifications preferred.

Testing Upon Offer or Hire 

Reference Check

Criminal Background Check

Drug Screen

Signed Privacy and Confidentiality Policy