00001445 - Employee Leave and Compliance Specialist

The Employee Leave and Compliance Specialist is a position that has a variety of customer service and data analytics functions. This person will support all employees through the various leave of absence requests available at GRCC, including FMLA, non-FMLA medical leaves, long-term disability and workers compensation. Supporting employees in the leave processes will also include coordinating with internal stakeholders in the process, including the generalists, benefits manager and director of payroll. In addition, this position will support compliance with the ACA, PMSLA, and document retention. This position involves the use of judgment, attention to detail and specialized knowledge as well as collaboration. The Employee Leave and Compliance Specialist will work with people at all levels of the organization, being able to share knowledge and expertise that is approachable is a must. 

Requisition ID:
Position Number: 00001445
Employee Group: Professional, Management and Administration
Schedule: 40 hours/52 weeks
Compensation:
Benefits: Full-time Part-time Limited Benefits
Reports to:
Posting Opens:
Posting Closes: 

ESSENTIAL FUNCTIONS

Compliance Functions

• ACA tracking is completed on a bi-weekly basis but reviews the results with the Director of Payroll twice during the measurement period to review compliance

• Maintain and update established tracking system for contingency and adjunct employees

• Develop and maintain a tracking system for hours worked in compliance with the Michigan Paid Medical Leave Act

• Provide oversight of personnel files for all functions of Human Resources, Payroll and Benefits, by overseeing the Perceptive Content process and delegating tasks internally

• Ensure personnel files meet document retention compliance requirements 

• Perform regular audits of document types and employee files 

• Constantly evaluate current practices to ensure compliance

• Assist payroll and benefits with backchecking employee pay and deductions to ensure accuracy

• Coordinate HIPAA compliance binder and ensure regular training is completed by required staff and faculty 

• Assist Benefits Manager with long term disability and workers compensation claims and processes

• Maintain compliance with labor law posters in every campus building 

• Conduct audits of benefit data

Employee Leave Coordination

• Communicate with employees and provide timely follow-up to ensure understanding and resolution of leave implications including, pay, benefits, and return to work

• Ensure that employees are aware of their responsibilities and of any documentation and notice required to qualify for and to take any type of leave of absence

• Confer with the employee and the appropriate collective bargaining agreement or handbook for compliance 

• Inform employees of details of their rights and responsibilities regarding the Family Medical Leave Act.  Guide employees and their supervisor through the required paperwork, documentation, payroll and return to work components of their leave

• Assist with administration of day-to-day function of Leaves such as eligibility status, completion of disability forms, denied leave of absences and return to work

• Review and respond to employee, supervisor and HR Generalist inquiries regarding leave of absences policies, processes and statuses

• Initiate employee action form and coordinate with appropriate internal staff on execution of status changes 

• Maintains the highest-level confidentiality and employee medical documentation and files 

• Maintains knowledge of all applicable leave and accommodation laws including FMLA, USERRA, Pregnancy Discrimination Act, and state and local laws 

• Build and maintain strong relationships with key stakeholder groups, including General Counsel, internal HR staff, supervisors and employees

• Manage FMLA related paperwork (including request for leave, doctor’s certification, creating employee action forms and recordkeeping) and ensuring all forms are up to date and in compliance 

• Develop and update policies and procedures

• Develop and maintain the FMLA Benefits website

• Maintain knowledge of FMLA regulations and guidelines

• Determine FMLA eligibility and maintain log of hours used to comply with the FMLA regulations and guidelines

• Coordinate the bank donation process based on employee groups contract/handbook language

• Prepare a variety of statistical reports for FMLA data. Maintain and communicate FMLA spreadsheet data within Human Resources

• Develop and conduct leave of absence training for employees and supervisors through Staff Development

• Coordinate and communicate with Human Resources colleagues on FMLA policies, procedures and employee leave status

• Constantly evaluation current practices to find better ways to complete the leave management function

• This role is a Campus Security Authority (CSA). CSAs will be trained and responsible for reporting Clery Reportable Crimes to Campus Police as required by the Clery Act

• Regular attendance during normal scheduled hours is required. Being present is essential for serving customers and performing the essential functions of this position

• Performs other related duties as assigned

JOB SPECIFICATIONS

Educational Credentials

• Bachelor’s degree in Human Resources or closely related field

Work Experience

• Minimum of 2-5 years of experience working within human resources or a similarly complex compliance role

• Experience in higher education, preferred

• Knowledge of software programs, with strong emphasis on PeopleSoft, Word, Excel and Perceptive Content

Skills

• Detail Oriented: Attention to detail is crucial to maintain accurate records, review document and ensure compliance with leave policies and collective bargaining agreements

• Communication: Effective written and verbal communication skills are necessary for interacting with employees, management and external agencies, especially when explain leave policies and compliance matters 

• Empathy and Compassion: Helping employees going through leave situations requires empathy and compassion. Being sensitive to their needs and concerns is essential

• Problem Solving: Leave and compliance specialists often deal with complex cases that require creative problem solving to balance employee needs with company policies and legal requirements 

• Collaboration: Works closely with HR, General Counsel and department supervisors to ensure everyone is well informed on expectations, policies and follow up with employees

• Customer Service: Providing good customer service to employees and addressing their concerns is an important aspect of this position

Physical Demands

• Ability to lift a maximum of 25 pounds

• Ability to sit for prolonged periods of time

Mental Demands

• Strong commitment to confidentiality, commitment to customer service and willingness to work as part of the Human Resources team

• Past history of dependability, excellent attendance, and punctuality

• Ability to organize work, perform multiple tasks, and meet deadlines

Working Conditions

• GRCC will comply with any mandated health and safety requirements. Compliance information is available on our policies website

• Ability to work in a fast-paced environment that calls for flexibility, adaptability and the ability to handle multiple interruptions and make quick decisions

• Office Environment