Leave of Absence Specialist

This team member must live within 40 miles of the Blue River PetCare corporate office (1 S. Wacker Dr., Chicago, IL 60606) to work a hybrid schedule.

The Leave of Absence Specialist is responsible for the day-to-day administration of the organization's leave of absence and workplace accommodation programs. This role independently manages routine and complex leave and accommodation cases from intake through resolution, ensuring timely, accurate, consistent, and compliant administration.

The Specialist serves as a primary resource for employees, managers, and HR Business Partners and partners closely with Payroll, Benefits, Legal, HR, third-party administrators, and other stakeholders to support employees throughout the leave and accommodation process.

Essential Duties and Responsibilities:

Leave of Absence Administration

• Manage leave cases from initial request through return to work, including both routine and complex cases
• Administer applicable federal, state, and local leave programs: Family and Medical Leave Act (FMLA), state paid family and medical leave programs, pregnancy-related leave, military leave (USERRA), personal and company-provided leaves, other applicable statutory and company leaves
• Review leave requests and supporting documentation to determine eligibility and applicable leave protections
• Track leave usage, deadlines, certifications, recertifications, extensions, and return-to-work requirements
• Ensure employees and managers receive timely, accurate, and appropriate communications throughout the leave process
• Coordinate with third-party leave administrators, where applicable, and monitor cases for accuracy and timely completion
• Maintain accurate tracking of leave cases and employee status within applicable systems
• Independently research and resolve complex leave questions and situations
• Consult with the Manager on particularly complex, sensitive, or high-risk cases and when additional guidance is needed
• Ensure leave administration is consistent with company policies and applicable laws

Workplace Accommodations

• Manage interactive accommodation process for employees
• Receive and evaluate accommodation requests and initiate interactive process
• Partner with employees, managers, HR Business Partners, medical providers, and other stakeholders to identify reasonable accommodations
• Coordinate collection and review of medical documentation, when required
• Evaluate accommodation options and facilitate discussions between employees and managers
• Document interactive process, accommodation decisions, and follow-up activities
• Monitor active accommodations and coordinate periodic reviews or updates as appropriate
• Partner with managers to implement approved accommodations while maintaining employee confidentiality
• Consult with Manager on complex, sensitive, or high-risk accommodation matters and when additional guidance is needed
• Ensure accommodation administration is consistent with ADA, applicable state and local requirements, and company policy
• Maintain accurate, complete, and confidential leave and accommodation records and documentation
• Ensure cases are administered consistently and in accordance with applicable laws, regulations, and company policies
• Maintain working knowledge of federal, state, and local leave and accommodation requirements and communicate significant changes or concerns to the Manager
• Monitor case trends, volumes, and other key metrics and identify opportunities to improve processes and employee experience
• Participate in process improvements, system enhancements, testing, audits, and development of procedures and employee communications
• Partner closely with Manager on complex cases, escalations, compliance matters, and program improvements
• Collaborate with HR Business Partners, Benefits, Payroll, Legal, HRIS, managers, and third-party vendors to support effective leave and accommodation administration

Requirements

• 2+ years of of experience in leave administration including experience administering FMLA and other federal, state, and local leave programs

Desired Skills:

• Leave Administration: working knowledge of FMLA, ADA, USERRA, state and local leave laws, and applicable company policies
• Accommodation Management: ability to effectively manage interactive process and coordinate reasonable accommodations
• Case Management: strong ability to manage multiple cases, deadlines, documentation requirements, and follow-up activities
• Compliance: ability to interpret and apply policies and regulatory requirements consistently
• Communication: strong written and verbal communication skills with the ability to explain complex information clearly
• Customer Service: demonstrated ability to provide empathetic, professional, and responsive support to employees and managers
• Judgment: ability to recognize complex or high-risk situations and elevate appropriately
• Organization: excellent attention to detail and ability to prioritize high volume of time-sensitive work
• Confidentiality: ability to handle sensitive medical and employee information with discretion
• Problem Solving: ability to identify issues, research solutions, and recommend appropriate next steps
• Technology: proficiency with Microsoft Office, particularly Excel, and experience using HRIS and/or leave administration systems
• Collaboration: ability to build effective working relationships across HR, Payroll, Benefits, Legal, managers, and external vendors

Physical Requirements:

• Remain in a seated position at least 75% of the time
• Ability to communicate with others via in-person verbal communication, as well as frequent emails and phone/video calls
• Must be able to exchange clear, accurate information in these situations
• Ability to utilize a computer, keyboard and mouse when working

Compensation and Benefits

Salary Range: $70,000-80,000 per year

Blue River PetCare team members are eligible to participate in the discretionary annual bonus program.

Blue River PetCare offers the following benefits:

• Health, Dental, and Vision Insurance
• Flexible & Health Spending Accounts
• Disability, Life Insurance, and Critical Illness Coverage
• Retirement plans with company match
• Paid Time Off (PTO), Holidays, and Bereavement
• Employee Assistance Program (EAP)
• Pet Perks with industry vendor partners, including deals on insurance, preventatives, food, and supplies
• Chicago CTA Transit Program Benefits
• Discounted gym memberships for local Chicago team members
• Childcare discounts with KinderCare
• Exclusive travel, entertainment, and retail discounts