Job Description
Job Title: Leave Specialist
Location: Corporate
Department: Ops Services
Band: Coordinator
Job Summary:
The Leave Specialist is responsible for the complete end to end process for all leave of absence events for all Associates including regular consultation and education of associates and their managers. This role is responsible for all unpaid leave transactions, job accommodations, work restrictions, and return to work procedures. The Leave Specialist is responsible for compliance with company policy and all applicable federal, state and local regulations.
Principal Duties:
- Administer all aspects of the company’s leave of absence programs/process in accordance with all federal and applicable state employment laws, including HIPAA, FMLA, USERRA, ADA including State and/or Local laws.
- Analyze leave situation to appropriately interpret the applicable leave laws and adjust course of action to ensure compliance, consistency and demonstration of our values.
- Manage escalated in-bound calls to consult with and advise associates, associate’s family members, and/or managers regarding the eligibility and qualification requirements for leave of absence.
- Critically assess and adjust case management plans to an associate’s changing needs. Independently approve and/or deny absences based on relevant medical information.
- Maintain appropriate contact with associates, managers and treating providers regarding duration, return to work and extensions of leave when applicable. Follow up with associate’s physician’s office as needed. Coordinate separation of employment where applicable.
- Consult and communicate with appropriate internal and external partners (ie: benefit administration to coordinate the continuation of an associate’s benefits) to ensure a seamless associate experience.
- Guide and educate Corporate and Store Operations leaders to ensure deep understanding of the leave of absence process and compliance requirements. Collaborate with Associate Relations to ensure the associates’ rights are protected.
- Collect and coordinate response to critical data requests to support Wawa in compliance and in defense of legal matters. Communicate with Unemployment vendor to provide information for unemployment claims, including participation in hearings.
- Utilize relevant and appropriate medical information to assist with identifying and implementing reasonable accommodations through the interactive process.
- Document and maintain associate leave records in the leave administration system. Ensure appropriate information is recorded in Workday.
- Collaborate with Leave Specialist team to facilitate efficient and effective case management to ensure consistency in application of extensions, leave classification, and accommodations. Report all escalations and collaborate with the LOA Supervisor regarding high risk claims and cases for both leaves and accommodations.
- Generate weekly Payroll report to identify pending leaves to ensure appropriate pay for exempt associates. Calculate military pay and submit to payroll for processing.
Essential Functions:
- Vast knowledge of ADA and FMLA regulations as well as state regulations pertaining to paid and unpaid leaves of absence.
- Demonstrate compassion, sympathy, empathy and crisis support when communicating with associates during their time of need.
- Demonstrate judgment and interpersonal skills in handling difficult inquiries from associates of all levels
- Self-motivated with independent critical thinking and problem-solving skills.
- High volume customer service experience
- Excellent organizational skills and attention to detail
- Excellent written and verbal communication skills tailored to a diverse audience
- Ability to function in a fast paced, high pressure work environment.
- Strong capacity to balance associate advocacy with risk and compliance
- Ability to manage multiple priorities with frequent interruptions.
- Maintain highest level of confidentiality.
- Passion for delivering a positive associate experience.
Basic Qualifications:
- Bachelor’s degree preferred or equivalent professional experience
- 2 - 5 years’ experience in leave of absence management
- Comprehensive knowledge of HR Leave laws, ADAAA and applicable state/federal regulations
- CLMS, CPDM or other relevant certification preferred
- Experience with Leave of Absence Systems and HR Systems
Wawa will provide reasonable accommodation to complete an application upon request, consistent with applicable law. If you require an accommodation, please contact our Associate Service Center at asc@wawa.com.
Wawa, Inc. is an equal opportunity employer. Wawa maintains a work environment in which Associates are treated fairly and with respect and in which discrimination of any kind will not be tolerated. In accordance with federal, state and local laws, we recruit, hire, promote and evaluate all applicants and Associates without regard to race, color, religion, sex, age, national origin, ancestry, familial status, marital status, sexual orientation or preference, gender identity or expression, citizenship status, disability, veteran or military status, genetic information, domestic or sexual violence victim status or any other characteristic protected by applicable law. Unlawful discrimination will not be a factor in any employment decision.