What are the responsibilities and job description for the Leave Specialist position at The Heritage Group?
About The Heritage Group
The Heritage Group is a fourth-generation, family-owned business focused on construction and materials, environmental services and specialty chemicals. Over the last 90 years, the Heritage portfolio has grown to include more than 50 companies that employ more than 6,000 people. What unites this diverse group of businesses and individuals is our commitment to create a safer, more enriching, and sustainable world by harnessing the power of family.
The Leave Specialist will drive leave of absence administration for eligible employees across The Heritage Group companies. As a first point of contact for employees, this includes leave of absence/benefits education, informing/gathering required documentation, processing absences in Workday, and ensuring the leave of absence is conducted in full compliance with all applicable laws and company policies. This role involves heavy coordination and communication with employees, managers and HR.
“This role is remote, with expected travel to the Indianapolis area 2-3 times annually, or as business necessitates. It is preferred for applicants to be located in Eastern or Central time zones”
Essential Functions
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The Heritage Group is a fourth-generation, family-owned business focused on construction and materials, environmental services and specialty chemicals. Over the last 90 years, the Heritage portfolio has grown to include more than 50 companies that employ more than 6,000 people. What unites this diverse group of businesses and individuals is our commitment to create a safer, more enriching, and sustainable world by harnessing the power of family.
The Leave Specialist will drive leave of absence administration for eligible employees across The Heritage Group companies. As a first point of contact for employees, this includes leave of absence/benefits education, informing/gathering required documentation, processing absences in Workday, and ensuring the leave of absence is conducted in full compliance with all applicable laws and company policies. This role involves heavy coordination and communication with employees, managers and HR.
“This role is remote, with expected travel to the Indianapolis area 2-3 times annually, or as business necessitates. It is preferred for applicants to be located in Eastern or Central time zones”
Essential Functions
- Responsible for executing the daily administration of FML, short- and long-term disability, family, military and other Company-provided leave of absence benefits. Serves as the single point of contact for all leave cases.
- Assists Employee Hub Administrators with basic benefits understanding as they field employee questions about leaves of absence.
- Ensures timely, accurate and consistent communication with employees regarding their needs and eligibility for leave of absence ensuring employees are aware of their benefits, rights, responsibilities and deadlines.
- Handles the FMLA leave administration process from the initial notice of the need for leave to the return to work, including gathering and completing all required paperwork, determining leave eligibility, designating leave as FMLA-qualifying, reviewing and approving medical certifications (if required), and accounting for intermittent hours tracking and verifying the medical release to return to work.
- Actively monitors and tracks absences status and documentation requirements ensuring the employee adheres to their obligations under applicable law and/or company policy.
- Recommends revisions to company leave policies to ensure compliance with federal, state, and local laws and regulations.
- Maintains accurate records of leave requests, approvals, and denials, and ensures all documentation is complete and securely stored.
- Performs routine audits to ensure compliance standards are met.
- Receives input and guidance from Legal, Compliance, and Benefits Strategy Leadership regarding leave-related laws and regulations.
- Drives weekly leave reporting to HR to keep them informed of pending and active leaves of absence requests.
- Delivers monthly dashboard metrics reporting to HR and HR Shared Services leaders identifying trends in leaves data and highlighting concerns.
- Notify HR of accommodation requests in a timely manner to prevent delays for employees returning from leave.
- Participates in testing and validating Workday release changes and/or new functionality impacting the absence module.
- Additional duties and responsibilities as assigned, including but not limited to continuously growing in alignment with the Company’s core values, competencies, and skills.
- Preferred Bachelor's Degree in human resources, Business Administration, or a related field
- Minimum of 2 years of experience in leave administration, benefits administration, or a related HR role
- Strong organizational and time management skills.
- Excellent communication and interpersonal skills.
- Ability to handle sensitive and confidential information with discretion.
- Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint).
- Working knowledge of Workday absence/leave administration module is a plus.
- Exceptional problem-solving and decision-making skills.
- Attention to detail and accuracy in record-keeping.
- Ability to manage multiple tasks and change timelines.
- Sedentary work that primarily involves sitting/standing in front of a computer with keyboard use for 8 hours daily
- Communicating routinely on video conference software (Zoom, Teams, etc.)
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