Internal HR Specialist - Leave of Absence & Accommodations - AZ

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About Us

Vensure Employer Solutions is the largest privately held organization in the HR technology and service sector, providing a comprehensive portfolio of solutions, including HR/HCM technology, managed services, and global business process outsourcing (BPO). The company and its service providers collectively serve over 95,000 businesses and process over $135B in annual payroll. As a "One Employer Solution” headquartered in Chandler, Arizona, Vensure helps thousands of businesses streamline and grow their operations with custom strategies that benefit both employers and employees. Find out more by visiting www.vensure.com .

Position Summary

The Internal Human Resources Specialist - Leave of Absence & Accommodations is responsible for managing all aspects of leave administration and accommodation requests for all Vensure internal employees. This includes communicating with employees to gather the required documentation and information to support their leave and/or accommodation requests, providing information about benefit premium responsibilities and interaction with PTO and/or other paid leave programs, following up on status updates, documentation, and return-to-work expectations and paperwork, completing leave workbooks, tracking leave and accommodation requests, and interactive process documentation. The specialist oversees accurate pay and benefits during leave, verifies that leave usage matches medical documentation and requests updates when it doesn't, and coordinates across teams to manage disability benefits, workers' compensation–related leave issues, ergonomic assessments, and any approved accommodation equipment needs. 

Essential Duties and Responsibilities

• Coordinate and administer all company leave programs from initial request through return to work, ensuring compliance with federal, state, and local laws as well as company policy.
• Determine eligibility, review and track medical certifications, monitor leave usage, and maintain accurate HRIS records and confidential documentation.
• Communicate with employees and managers throughout the leave process, providing required notices, explaining policies, and guiding expectations and responsibilities.
• Manage interactions between leave programs, paid time off, disability benefits, workers' compensation, and employee benefit premiums.
• Facilitate return‐to‐work processes, including fitness‐for‐duty requirements and coordination with managers to support smooth transitions.
• Collaborate with Payroll, Benefits, HR, and other departments to ensure accurate pay, benefits, and case handling.
• Monitor attendance and leave metrics, prepare reports, and support policy updates to maintain legal compliance.
• Serve as a subject matter expert on leave programs and provide guidance to employees, managers, and HR leadership.
• Investigate leave‐related issues, including potential misuse or fraudulent activity, and provide information to HR for decision‐making.
• Respond promptly to employee, manager, and HR inquiries and maintain accurate, confidential documentation of all leave, accommodation, and correspondence records.
• Coordinate full cycle accommodation requests and equipment needs with IT and Facilities and participate in the ADA interactive process to support employees in performing essential job functions.
• Evaluate workplace injuries for OSHA recordability, maintain OSHA logs, and ensure required postings and compliance at all locations.
• Identify opportunities to improve processes, streamline workflows, and resolve recurring issues, bringing recommendations forward for discussion and action.
• Troubleshoot and investigate problems, gathering information to assist HR administrators in making decisions, such as potential fraudulent leave activity or moonlighting.
• Respond in a timely manner to phone, email, and in-person inquiries from employees, HR representatives, and managers.
• Facilitate accommodation equipment orders and/or special arrangements with IT and facilities all while working within established process parameters.
• Partner with the Claims Department to support workers' compensation cases, including accident reporting, leave coordination, documentation, employee communication, and time‐loss reporting, ensuring accurate information, compliance, and alignment between departments throughout the claim process.
• Evaluate any work comp claims for internal employees and any work-related accidents and injuries to determine whether they are OSHA recordable and/or reportable and ensure appropriate recordkeeping on the company's OSHA logs.
• Maintain OSHA logs in compliance with all applicable laws and regulations and ensure the OSHA 300A logs are completed and posted as required at each office location.
• Facilitate ADA requests, including the responsibility to engage in the interactive process with employees and the ability to offer recommendations to help the employee with essential job functions.
• Maintain accurate and confidential records of all leave and accommodation requests, ensuring compliance with HIPAA, and other state, federal, and local laws related to privacy and recordkeeping of medical information.
• Make and receive phone calls and document employee correspondence, maintaining accurate records of leave requests and approvals, accommodation requests and determination decisions, interactive process discussion notes, and all other leave of absence and ADA-related documentation. Receive and relay messages to leaders and individual employees as necessary.
• Collect, track, and report key performance data related to assigned areas of responsibility. Review progress regularly and be prepared to discuss results and improvement plans during department meetings
• Participate in quarterly department planning and goal-setting
• Lead and contribute to short-term departmental projects and initiatives
• Plan milestones, execute work independently, and provide regular progress updates
• Propose solutions and bring relevant topics to department meetings for discussion and resolution
• Actively participate in department meetings, projects, and follow-up tasks.
• Take ownership of assigned responsibilities and contribute to overall department effectiveness and results
• Regular attendance at the assigned work location for our corporate office locations is an essential job function. For team members who are located in or near the Chandler, AZ and Duluth, GA offices, this is an in-office position. An HR presence is required due to the population of employees within these offices, the need for employee interaction, and to support leaders with onboarding and offboarding of employees.

 Marginal Functions

• Assist with and participate in compliance projects and other department projects and initiatives, as assigned.
• May assist with HR-related mail in the office and assist with responses and/or distribution within the team.
• May assist with crossover duties or back up other Internal Human Resources Specialists on the team periodically.
• Perform other duties as assigned. 

Knowledge, Skills, and Abilities

• Demonstrated knowledge and experience of employment laws, especially strong knowledge of FMLA, ADA, PDL, CFRA, SDI, Worker's compensation laws, OSHA, and other relevant federal, state, and local leave, disability discrimination, and accommodation laws
• Foundational knowledge of federal and state labor and employment enforcement agencies.
• Requires strong record keeping, organizational, and time management skills.
• Strong verbal and written communication skills and interpersonal effectiveness at all levels in the organization and across cultures.
• Capable of using logic and reasoning to make immediate decisions under pressure or tight deadlines.
• Ability to make proper judgment calls when presented by a situation/problem.
• Strong sense of business ethics including the ability to handle confidential information appropriately.
• Able to effectively manage multiple projects and attend to daily HR matters while maintaining focus and follow through on issues until resolved and delivering results as committed.
• Ability to make recommendations to effectively resolve escalations by using judgment that is consistent with the standards, practices, policies, procedures, regulations and/or government law.
• Outstanding business acumen with the ability to understand and operate from the perspective of a high-level business leader.
• Ability to research and analyze various types of data.
• Ability to make recommendations to effectively resolve problems or issues by using judgment that is consistent with the standards, practices, policies, procedures and local, federal and state regulations.
• Ability to prioritize and efficiently execute a high volume and broad scope of tasks within tight deadlines, competing demands and changes in the work environment.
• Ability to deal with frequent interruptions, changes, delays or unexpected events.
• Strong organizational, analytical, and problem-solving skills.
• Demonstrated ability to learn quickly.
• Ability to collaborate with others.
• Demonstrated ability to consult effectively with all levels of management with multiple conflicting priorities.
• Ability to establish credibility, be decisive and be able to recognize and support the organization's preferences and priorities.
• Must have good computer skills including word processing, data entry and spreadsheet management, and proficiency in HRIS and case management system.
• An understanding of basic accounting procedures is necessary to ensure accuracy in payroll and leave balance calculations.
• Excellent communication and interpersonal skills
• Authentic, effective, and professional communication style including the ability to communicate effectively in person and by email and phone.
• Requires the ability to oversee the maintenance of records and reports consistent with defined requirements.
• Must be able to interpret State and Federal Employment Laws that relate to sick leave, vacation leave, Family and Medical Leave laws.
• Demonstrated ability to be a self-starter, highly organized, detail-oriented, and accurate; proven success as someone with excellent follow through and the ability to manage multiple priorities.
• Strong analytical skills and problem solving.
• Must be able to regularly exercise discretion, handle conflict and be firm when required.
• Must be able to diffuse confrontational situations.
• It is essential that the incumbent in this position maintain the confidentiality of employee records and handles confidential information with discretion.
• Ability to communicate effectively and work collaboratively with third party service providers and all levels of employees.
• Ability to establish and maintain effective working relationships within the department and with other departments

 Education & Experience 

• Bachelor's degree in Human Resources, Business Administration, or a related field, or equivalent combination of experience, skills, and education (including other relevant non-traditional degree programs, certifications, or job training programs).
• Minimum of 2 years of leave administration and accommodation management; 3-5 years preferred.
• Multi-state leave of absence administration experience, preferably with experience in states with complex leave administration laws.
• Experience with worker's compensation claims management is a plus.
• Experience with maintaining and updating OSHA logs with recordable incidents according to federal regulations.
• Experience with Prism software a plus.
• Proficient in Microsoft products: Excel, Outlook, SharePoint, Word, Teams, etc. 

Required Licenses and/or Certifications

• SHRM-CP or PHR preferred.

Physical, Mental, & Communication Demands

Physical Demands:

• Sedentary Work: Primarily involves sitting for extended periods, often at a desk or computer.
• Manual Dexterity: Frequent use of hands and fingers to operate a computer keyboard, mouse, and other office equipment.
• Mobility : Occasional walking or traversing throughout the office to meet with leaders and other employees.
• Visual Acuity: Ability to read and analyze data on a computer screen (or to read and analyze data with reasonable accommodation) and in printed materials.
• Lifting & Carrying: Minimal physical lifting required, but may involve handling documents, and lifting light office supplies.

Mental Demands:

• Attention to Detail: High level of accuracy required for reviewing and processing leave and accommodation requests, documentation, and compliance with legal standards.
• Problem-Solving: Ability to assess complex situations, engage in the interactive process, and develop reasonable accommodations and problem solve/troubleshoot if an accommodation is unreasonable to find and offer appropriate alternative accommodations that may be effective.
• Decision-Making: Making informed decisions regarding leave approvals, accommodations, and return-to-work plans.
• Emotional Resilience: Managing sensitive and confidential information, often involving employees' personal and medical details, requires emotional stability and discretion.
• Moderate concentration/intensity, which includes prolonged mental effort.
• Average memory, taking into consideration the amount and type of information.

Communication Demands:

• Interpersonal Skills: Strong ability to interact with employees, managers, and other stakeholders empathetically and professionally.
• Verbal Communication: Clear and effective communication skills for conducting the interactive process, explaining policies, providing guidance, interacting with team members and department leaders.
• Written Communication: Proficiency in drafting clear, concise, and legally compliant documentation, emails, and reports and responding to written communication and requests effectively.
• Conflict Resolution: Ability to handle disputes or concerns related to leave and accommodations diplomatically and constructively.

Environmental Conditions

Indoor, office environment. May occasionally have moderate noise level from copiers, W2 or check printers, or co-workers.

Disclaimer

This job description in no way states or implies that these are the only duties to be performed by the employee filling this position. Employee will be required to follow any other job-related instructions and to perform any other job-related duties requested by management. Management has the right to add to, revise, or delete information in this job description. Reasonable accommodation will be made to enable qualified individuals with disabilities to perform the essential functions of this position.

This document does not create an employment contract, implied or otherwise, other than an "at will” employment relationship.

This position is eligible for the following benefits:

• Health Insurance: Medical, dental, and vision coverage
• Retirement Plan: 401(k) with company match
• Paid Time Off: PTO, Holidays, Parental leave and Sick Leave provided as required by applicable state law
• Other Benefits: Life insurance, short term disability, long term disability, employee assistance program (EAP), flexible spending account (FSA), health savings account (HSA), Identity theft protection, critical illness, accident, cancer, hospital protection, legal and pet insurance.