Description
Position at The Pasha Group Information for California residents about our collection and use of job applicant personal information can be found here: Privacy Practices
Job Summary
The Leave Administration Specialist administers enterprise leave of absence programs and supports the administration of company benefits programs.
Primary Objectives
- Process leave of absence cases ensuring compliance with federal and state regulations, notification and documentation requirements, company policy, and collective bargaining agreements.
- Effectively communicate eligibility, documentation, and notification requirements to employees for all types of leave and disability programs.
- Ensure accurate, timely processing of benefit plan enrollments, eligibility-related notifications, invoice reconciliation and remittance, and related payroll deductions and status changes.
- Perform regular audits of leave and benefit programs to ensure data integrity.
Duties and Responsibilities
- Receive and respond to Leave of Absence and Disability Accommodation requests. Prepare and distribute required documentation including determination of eligibility communications.
- Provide education and support to business units to assist with the management of protected absences.
- Advise managers and employees on the interaction of leave laws with paid time off, workers compensation, and short-term and long-term disability benefits.
- Communicate with employees regarding their needs for leave and/or modified work schedules. Ensure that employees are aware of their responsibilities and of any documentation and notice required to qualify for and to take leave.
- Gather and review required paperwork, determine leave and accommodation eligibility, designate leaves appropriately in related systems, and request medical certification as needed.
- Assist business units in accounting for intermittent and reduced schedule leave use.
- Coordinate benefit and leave transactions affecting employee wages and taxes with Payroll, ensuring timely, accurate communication and documentation relating to benefit-related deductions, plan remittances, and management of paid and unpaid leave.
- Support Illness & Injury Prevention Programs and associated reporting and posting requirements.
- Maintain and update knowledge of current applicable leave and accommodation laws including the FMLA, ADA, and state and local laws.
- Compile and maintain accurate and compliant program and participant documentation.
- Audit, reconcile, and coordinate remittance processes for benefit-related invoices. Research and resolve billing errors and discrepancies. Track retroactive changes, charges, and refunds.
- Provide regular and ad hoc reports, census data, and supporting information for benefit audits and plan renewals.
- Provide timely eligibility, enrollment, and benefit information and materials to participants. Coordinate resolution of claims, enrollment, and eligibility issues with vendors, brokers, and employees.
- Enter, process, review, and complete employee benefit plan elections and status changes in HR and vendor systems. Ensure compliance with appropriate plan rules, restrictions, and timeframes.
- Other duties as assigned.
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.
Education
- Associate degree or equivalent combination of relevant, college-level coursework and applied experience required
Licenses and Certifications
- Have or working towards CEBS, CBP, PHR, or equivalent preferred
Work Experience
- 3+ years' related Leave of Absence experience with direct responsibility for determining eligibility under a variety of leave and disability programs required
- Experience administering leave of absence programs in California required
- Administration of leave programs in multi-employer/union plan environment preferred
- Experience with administration of benefits programs in multiple states preferred
Required Knowledge, Skills and Abilities
- Extensive knowledge of leave requirements and other legal protections afforded by the FMLA, CFRA, ADA, and other applicable laws.
- Knowledge of best practices and processing requirements relating to leave management.
- Ability to properly handle confidential and sensitive information and materials with strong understanding of HIPAA protocols.
- Understanding of features and mechanics of a broad variety of employee benefit and retirement programs.
- Demonstrated knowledge of applicable requirements, regulations, and federal and state laws relating to employee benefit programs, qualified retirement plans and leaves of absence.
- Excellent process management and administration skills.
- Excellent verbal and written communication skills.
- Ability to provide excellent customer service to employees and business leaders throughout multiple business units.
- Ability to effectively articulate administrative and documentation requirements, enrollment processes, and eligibility and leave policy information to employees/participants and managers.
- Ability to identify and report discrepancies in large amounts of quantitative audit data.
- Excellent time management skills.
- Proficiency with HRIS and/or benefits and leave management software.
- Demonstrated proficiency with Microsoft Office products at the following levels: * Excel: Intermediate level of skill * Word, Outlook: Basic level of skill
Preferred Knowledge, Skills and Abilities
- Proficiency with Absencesoft absence management software preferred.
- Familiarity with UltiPro Benefits Prime preferred.
- Multilingual with proficiency in Spanish preferred.
Competencies
- Delivers Results Rigorously drives self and others to achieve high levels of individual and organization performance.
- Focuses on the Customer & Market Continuously evaluates what is important to the customer/client and develops products or solutions that exceed expectations.
- Makes Sound Business Decisions Makes timely and well-informed decisions that advance critical priorities, capitalize on new opportunities, and resolve problems.
- Practices our Values Supports and models The Pasha Way; conduct reflects Excellence, Honesty, Integrity, Innovation and Teamwork.
- Engages & Inspires Others Leads with energy, self-confidence and understanding in ways that motivate colleagues to achieve more than they thought possible.
PHYSICAL DEMANDS, WORK ENVIRONMENT, AND TRAVEL
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.
- Hear and speak with sufficient clarity to understand and engage in telephonic information exchange; hear and understand verbal instructions; give and receive information verbally in person or via communication device - Often
- Walk/travel within office environment, crouch/bend to access floor-level storage - Often
- Use hands/fingers to operate office equipment, type/complete data input, write - Often
- Reach with hands, arms; lift, move and manipulate objects weighing up to 20 lbs - Regularly
- Sight sufficient to read instructions, documents, and screen-based information - Often
- Use hands/fingers to manipulate and file documents, folders, small objects - Regularly
Working Environment
This role requires work that may involve the following environmental conditions:
- Corporate office environment
Screening Requirements
Background Checks
Must be fully vaccinated against COVID-19, except as prohibited by law.
The information included in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive or exhaustive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.
The salary range listed is based on the geographic zone associated with this role: SAN RAFAEL, CA. If you are applying to work from a different location, the salary range may vary to align with the cost of labor and market conditions in that area. For applicants from other zones, we encourage you to reach out to us to confirm the relevant salary range for your specific location. Starting pay will be determined by job-related factors including experience, education, and business needs and may be modified at any time.
Zone 1: Starting rate $35.00; up to $45.00 for highly qualified candidates The Pasha Group family of companies are EOE/AA Employers - Minority/Female/Veteran/Disabled/and other Protected Categories
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The Pasha Group
paid time off
Dec 24, 2025