Leave of Absence Specialist (Finance)
Planned Parenthood of Orange and San Bernardino Counties has a full-time opportunity for a Leave of Absence Specialist in Anaheim, CA.
The Leave of Absence Specialist is responsible for managing and administering all aspects of employee leave programs, including FMLA, CRFA, PDL, ADA, workers' compensation, and organization-specific policies. This role ensures compliance with federal, state, and local regulations while providing guidance and support to employees, leaders, and People & Culture partners. The Leave of Absence Specialist will serve as the escalation point for complex leave cases, partnering closely with Employee Relations and Legal when needed, and will support benefits administration duties.
At PPOSBC, we understand the importance of a well-rounded benefits program and are dedicated to providing you with unique benefits that meet the needs of you and your family. We are proud to offer a range of plans that help protect you in the case of illness or injury including:
- A competitive benefits package including medical, dental, and vision coverage for you and eligible dependents, life insurance, and long term disability.
- Benefits coverage starts after one full month of employment!
- Generous vacation, sick, and holiday benefits!
- Generous 401(k) matching contributions and more!
- To view our detailed benefits guide, please visit our career site at www.pposbccareers.org
Responsibilities
Essential Functions: Essential functions encompass the required tasks, duties, and responsibilities performed as part of the job and the reason the job exists.
General
- Ensure that the People & Culture Department has an internal and external reputation of competency, fairness, confidentiality, and the highest level of customer service.
- Remain current on all applicable labor laws, regulatory compliance, and standards of practice relating to the position.
- Uses, protects, and discloses employee protected health information (PHI) in accordance with Health Insurance Portability and Accountability Act (HIPAA) standards and company guidelines.
Leaves of Absence
- Oversee leave of absence administration: tracking, communicating with employees, interactive discussions, conducting follow-up calls, and collecting all necessary paperwork.
- Partner with outsourced Leave of Absence (LOA) Administrator to administer the leave of absence in compliance with state and/or federal laws and to ensure a positive employee leave experience.
- Maintain leave of absence log, ensuring accurate tracking, reporting, and complete auditing requirements as needed.
- Complete all requested forms, including but not limited to EDD, SDI, and PFL, in a timely manner.
- Process IT notifications and change of status forms for employees on leave of absence, ensuring timely systems updates and workflow continuity.
- Act as the primary point of contact for employees and managers regarding LOA policies and processes, including updating all required parties with LOA status changes.
- Assist in training leadership team on LOA regulations, organization policies, and best practices to ensure consistent application across the organization.
- Partner with leadership to plan employee return-to-work, accommodations, or transitions.
- Responsible for timely and compliant processing of all LOA escalations, ensuring adherence to company policies and applicable state and federal laws, while maintaining a strong partnership with Employee Relations team to support consistent and fair resolution of employee matters.
- Escalate complete or high-risk leave cases, including ADA interactive process and accommodations requests, to Employee Relations and Compliance/Legal team.
Benefits Administration
- Ensure compliance with all benefits-related federal and state requirements, including 5500 filing, CMS reporting, etc. Audit benefit insurance invoices, i.e., medical, dental, vision, EAP, and life insurance bills, to make sure they are current and accurate, and submit for payment processing
- Assist with benefits administration related to leaves, such as premium payments, coverage, continuation, and coordination with disability.
- Communication with employee about impact of leave on benefits and pay.
- Collect and track insurance premiums owed during an employee's leave of absence and collaborate with payroll to ensure accurate pay during leaves.
- Assist Senior Total Rewards Manager with open enrollment activities, including preparing materials, processing elections, and answering employee questions.
- Support administration, including but not limited to health, dental, vision, life, disability, and retirement plans, ensuring timely updates in HRIS and with vendors.
- Help research and resolve employee benefit inquiries, escalations, or discrepancies by coordinating with carriers and third-party administrators.
- Conducts Total Rewards-related training: open enrollment, new hire orientation, etc.
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Assist Senior Total Rewards Manager in all other benefits administration as needed.
Non-Essential Functions:
Other duties as assigned.
PHYSICAL REQUIREMENTS:
The physical requirements of this position are identified below. Reasonable accommodations may be made for individuals with disabilities to perform the essential functions of this position.
CORE COMPETENCIES – WE CARE:
- Welcoming: Anticipates customer requirements and gives high priority to customer satisfaction and service. Handles problems quickly and efficiently. Maintains a pleasant, positive and professional approach. Embraces opportunities to help team members, stakeholders, and other departments.
- Equitable: Creating equitable access and opportunity for all through education, practicing inclusive behavior, elevating others' voices, creating spaces for honest conversation, and listening without judgment. Values and uplifts our collective diversity within in our agency.
- Confidential: Respects the information shared by our patients, employees, and vendors and maintains appropriate confidentiality. Follows all policies and laws that protect private & privileged information.
- Accessible: Is available and approachable to others, open-minded, fair and non-defensive. Appreciates constructive feedback and is a team player. Demonstrates good listening skills.
- Respectful: Values diversity and treats everyone with dignity and courtesy. Dependable and courteous of other people's time and commitments.
- Empathetic: Demonstrates interest and understanding in other people's feelings, attitudes and reasoning. Maintains an open and non-judgmental demeanor that is patient, flexible, and understanding.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Minimum Education:
- Bachelor's degree in Human Resources or related field preferred; or, an equivalent combination of training and work experience.
Minimum Work Experience:
- Minimum of 5-7 years of experience administering leave of absence programs in Human Resources/Benefits required.
- Strong knowledge of federal, state, and local leave laws (FMLA, CRFA, PDL, ADA, etc.) required.
- Experience with benefits administration and compensation strategies preferred.
- Healthcare industry experience strongly preferred.
- Strong knowledge of HRIS and online benefit enrollment systems required; UKG knowledge preferred.
Agency Standard Requirements:
- Strong commitment to quality healthcare and excellent customer service is required.
- Must thrive in a fast-paced, rigorous environment with changing priorities.
- Ability to meet deadlines and work under pressure.
- Must demonstrate high-level computer skills, including Microsoft Word, Excel, and Outlook. Experience with electronic medical records may also be required.
- Abortion patients are cared for at each of our health centers and in part through the administrative, support, and other non-clinical services provided at all PPOSBC locations and by all PPOSBC employees, and supporting these critical services is an essential job duty and fundamental responsibility of all employees.
Other Requirements:
- Strong commitment to quality healthcare and excellent customer service.
- Accuracy and attention to detail essential.
- Strong organizational and analytical skills with the ability to prioritize highly detailed tasks.
- Excellent written and verbal communication skills.
- Ability to demonstrate mature judgment, initiative, and critical thinking.
- Ability to relate to diverse communities.
- Proficient in Excel, MS Word, and PowerPoint software.
- Professional appearance and attitude.
- Availability to work flexible hours, as required
