Total Rewards Specialist - Leave and Accommodation

Job Summary: The Total Rewards Specialist – Leave & Accommodation is responsible for administering and maintaining the company’s leave of absence and accommodation programs. This role ensures compliance with federal, state, and local laws while delivering an employee experience that reflects care, empathy, and professionalism.

In addition to supporting leave and accommodation, this position contributes to broader Total Rewards initiatives—supporting Benefits, Well-Being, Recognition, and Compensation—through data insights, process improvements, and proactive support strategies. The specialist plays a vital role in connecting leave management with overall business and employee health outcomes.

The incumbent in this position is expected to model the following practices daily: 1) Demonstrate alignment with the company's mission and core business values; 2) Collaborate with key internal/external resources; 3) Participate in ongoing self-development.

Essential Functions:

• Models, promotes, reinforces, and rewards the consistent use of HOLT’s Values Based Leadership (VBL) tools, models, and processes to ensure alignment with our Vision, Values, and Mission

• Administers all leave programs including FMLA, ADA, state leave, military, personal, and other related absences

• Evaluates and coordinates reasonable accommodation requests under the ADA, collaborating with employees, leaders, HRBPs, Safety, and Legal

• Communicates effectively and compassionately with employees and leaders regarding eligibility, benefit continuation, and return-to-work requirements

• Maintains compliance with all applicable federal, state, and local regulations and internal policies

• Facilitates timely communication to all applicable functions/departments and leave management vendors

• Ensures accurate case documentation and tracking within HRIS and leave management systems

• Supports proactive accommodation strategies—particularly for chronic conditions, workers’ compensation, and health-related absences—to minimize disruption and promote employee well-being

• Analyzes and reports data and trends related to absence tracking, leave and accommodation usage

• Identifies challenges in tracking patterns due to time limitations and recommend simplified or automated solutions to improve data visibility

• Provides actionable insights to support broader business decisions, including workforce planning and health and safety initiatives

• Partners with other Total Rewards team members to align leave data with benefits, wellness, and engagement reporting

• Collaborates with Benefits to ensure continuity of coverage, manage escalations, and support applicable benefit education

• Partners with Well-Being and Safety teams to connect employees to resources that support their recovery and long-term health

• Coordinates with Compensation to provide leave-related data that impacts pay changes, merit cycles, and bonuses

• Participates in Total Rewards projects such as policy refreshes, system transitions, and dashboard enhancements

• Works safely at all times and adheres to all applicable safety policies; complies with all company policies, procedures, and standards

• Performs other duties as assigned 

Knowledge, Skills, and Abilities:

• Knowledge of applicable state and federal laws and regulations, specifically focusing on applicable federal and state laws pertinent to benefits administration, including FMLA, ADA, ERISA, HIPAA, Workers’ Comp, etc.

• Working knowledge of Microsoft Office Suite with a emphasis on Excel, time reporting systems, HRIS/payroll systems

• Interpersonal skills that facilitate prompt and constructive solutions

• Ability to use an analytical mindset using data to identify patterns, trends, and opportunities for improvement

• Technical knowledge, influencing capabilities, and self-management capabilities

• Ability to communicate both verbally and in writing with all levels of management, as well as outside individuals and groups

• Ability to manage both day-to-day operations, as well as project work in a fast-paced, complex environment

• Ability to identify complex problems and to review related information to develop and evaluate options and implement solutions

• Consulting and influencing abilities; ability to resolve conflicts, and gain cooperation among competing interest groups

• Attention to detail and ability to prioritize in a changing environment

• Ability to work independently, yet manage to tight deadlines 

• Experience working with HR databases, involving data input, data maintenance and data retrieval

• Strong organizational skills; must be extremely detail oriented. Attention to detail is critical for success in this role

• Must have good judgment and discretion in handling confidential information

• Ability to build trust and act accordingly using discretion is essential to success in this role

Education and Experience

• High School Diploma, or equivalent, preferred 

• Two years of specific experience in Leave of Absence administration in a high-volume, fast-paced environment required 

Travel: 

• Up to 5% travel can be expected

Physical Requirements:

• This position involves extended periods in a stationary position; additionally, occasional movement inside the office to access office machinery

• This role frequently communicates with others, must be able to exchange accurate information in these situations

• This role routinely uses standard office equipment such as computers, phones, photocopiers

• Occasionally moves or transports items weighing up to 10 pounds

Work Environment:

• Work primarily performed in a professional office environment

• Frequently works at fast pace with unscheduled interruptions

Disclaimer:

Please note that the above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not to be interpreted as an exhaustive list of all responsibilities, duties, and skills required of the incumbents so classified. All incumbents may be required to perform duties outside of their normal responsibilities, as needed.