HR Leave Program Specialist 4815

Under the general supervision of the Payroll & Benefits Manager. This position is a critical role within the Human Resources team. Responsible for employee leave administration, disability benefits coordination and processing payroll bi-weekly. This position ensures compliance with federal and state regulations, including FMLA, ADA, PWFA and worker’s compensation laws.

Essential Functions
• Administer leave of absence programs, including Family Medical Leave Act (FMLA), Americans with Disabilities Act (ADA), and Pregnant Workers Fairness Act (PWFA).
• Ensure compliance with federal and state leave laws, provide employees with required documentation, and track leave balances and usage.
• Coordinate with medical providers and employees to manage leave requests, ensuring timely responses and appropriate accommodations.
• Maintain accurate and up-to-date leave records for reporting purposes.
• Oversee the administration of Short-Term and Long-Term Disability claims, including initial reporting, communication with employees, and coordination with insurance carriers.
• Ensure timely processing of claims, manage the approval process, and track employee status updates throughout the disability leave period.
• Maintain confidentiality while working closely with employees and insurance carriers to ensure proper handling of disability claims.
• Report workplace injuries and incidents to insurance carriers and ensure accurate record-keeping of all workers’ compensation claims.
• Track the status of claims and coordinate with employees, supervisors, and insurance adjusters to ensure timely resolution.
• Ensure compliance with applicable workers' compensation laws and regulations.
• Assist with return-to-work programs for injured employees, including light-duty assignments and accommodations as necessary.
• Processes the bi-weekly payroll and direct deposits for U.K team members and serves as a back up to US payroll.
• Ensures bi-weekly payroll is balanced and if not researches errors to correct.
• Uploads Incentive Pay, Step increases, Merit, and Bonus electronically into HRIS system.
• Processes final pay for terminated employees including any leave payouts.
• Processes defined benefit and defined contribution plan calculations for terminated employees.
• Research payroll issues for employees and makes necessary adjustments.
• Processes all employee garnishments; answers to court; notifies employee of garnishment; sets up garnishment deduction and goal in payroll system. Prepares final letter to Court when garnishment is paid in full.
• Processes payroll records for new hires, personnel transfers, changes, terminations and promotions and enters data into the HRIS payroll system.
• Pulls New Hires into Core HRIS system.
• Sets up User Access and Security Roles within HRIS system.
• Submits census data for 401k & 457b plan each pay period.
• Communicates benefits options and assists with initial benefits enrollment for new hires in New Hire Orientation.
• Communicate and assist all team members who have Life Event changes in Benefits System
• Assists the Payroll & Benefits Manager with time management and payroll training in the HRIS system for managers.
• Sets up benefits deductions and direct deposit information in payroll.
• After team member is placed on continuous FMLA leave, sends Short Term Disability paperwork to team member as needed.
• Complete Short Term Disability forms and submit to Reliance. Conducts any required follow up information as needed from Reliance Representative
• Ensures PTO accruals are calculating accurately and processes PTO payouts as necessary.
• Sets up 401K payroll deductions in timely manner for 401K participants, processes 401K withdrawal requests. Sets up 401k loan deductions and processes 401k loan payoffs.
• Submits employee termination information to CUNA Mutual for 401K and Defined Benefit Plan purposes.
• Works Help Desk tickets.
• Completes all Employment Verifications.
• Reviews and manages the timekeeping system to ensure employee time punches are entered timely by managers.
• Maintains bi-weekly, quarterly, and annual payroll files.
• Assists employees with payroll-related issues in a professional, timely manner.
• Prepares various payroll-related reports.
• Continues to give input on refining processes of payroll and benefits.
• Uploads and scans all payroll/benefit paperwork into Synergy.
• Responsible for compliance with all Federal regulations including Bank Secrecy Act (BSA) and Office of Foreign Assets Control (OFAC)

Other Duties And Responsibilities
• Assists with community events, as needed.
• Assists with annual benefits open enrollment.
• Maintains up to date knowledge of HR policies and procedures and employment laws in order to assist employees and managers as needed.
• Other duties as assigned to assist the HR Department to better serve our internal customers and the members.

Knowledge And Skills

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, skills and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education
• Associates degree in Accounting, Business, HR, or related field or equivalent combination of education and experience.
• Completion of specialized certification or training on FMLA/leave administration a plus.

Experience And Other Requirements
• Three to five years of HR experience required.
• Minimum three years of FMLA leave administration required.
• Extensive knowledge of the leave requirements and other legal protections afforded by the FMLA, ADA, PWFA, workers compensation, and other applicable laws and in-depth knowledge of STD/LTD benefits.
• Prior experience in coordinating employee benefit programs.
• Meticulous accuracy and attention to detail required.
• Strong communication, organization and member service skills required.
• Confidentiality and dependability required.
• Ability to anticipate important timing needs that may impact the credit union’s payroll and benefits.
• Must be a self-starter with the ability to multitask and work under pressure in a fast-paced environment with limited supervision.

Interpersonal Skills
• Courtesy, tact, and diplomacy are essential elements of the job. A significant level of trust and diplomacy is required in addition to normal courtesy and tact. Work involves extensive personal contact with others and is usually of a personal or sensitive nature. Confidentiality is vitally important.

Computer Skills
• Working knowledge of Microsoft Windows, with proficiency in all applications of Microsoft Office Suite (Word, Excel, Powerpoint, etc.)
• Experience with payroll/HRIS systems preferred.

Certificates, Licenses & Registrations

None required

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, stand, walk, talk or hear; use hands to finger, handle or feel; reach with arms and hands; and lift and/or move up to 10 pounds.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Extensive use of desktop computer is required. The noise level is that of a normal office environment.

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