HR Leaves and Safety Specialist

Description

JOB SUMMARY: The Human Resources Leaves and Safety Specialist (Specialist) serves as the subject matter expert for the leave and workers’ compensation programs in alignment and under the general direction and guidance of HR leadership and the legal counsel. This position plays a vital role in ensuring compliance with applicable laws while supporting employees through their leave journey and promoting workplace safety initiatives. The ideal candidate will have excellent organizational skills; a strong understanding of leave policies and workers’ compensation laws; and a passion for helping employees navigate complex processes and fostering a safe and supportive work environment.

ESSENTIAL DUTIES & RESPONSIBILITIES:

Supports the administration of day-to-day operations of the HR department by carrying out responsibilities in the following areas:

Leaves of Absence Coordination

• Interprets and administers leave programs and policies in accordance with the applicable federal and state employment laws (FMLA, CFRA, ADA, PDL, etc.) and agency policies.
• Provides guidance and education to employees and managers on their rights and responsibilities under FMLA and other leave programs.
• Works with third party administrator to process leave requests, ensuring relevant information is received including medical certifications.
• Acts as a trusted advisor to employees, providing compassionate and professional support during the leave process.
• Responds to employee questions and concerns in a timely and clear manner.
• Assists employees with the completion of necessary forms and documentation.
• Maintainss accurate and confidential leave records, ensuring timely and compliant documentation. Ensures HIPAA and Employee Privacy guidelines are effectively executed.
• Maintains appropriate contact with all staff on leave and coordinates the return to work. Updates Director of HR when not able to contact the employee on leave to discuss next steps.
• Collaborates with employees and leadership to facilitate workplace accommodations under ADA, as needed.
• Partner with Payroll and Benefits Specialist to ensure accurate tracking and payment of leave benefits where applicable.
• Provides recommendations to leadership for policy updates related to leaves of absences.
• Prepares reports and regularly updates directors and supervisors on status of leaves.
• Researches and stays up to date on employment laws related to leaves of absences, and ensures compliance with federal, state, and local laws and regulations related to leaves.
• Assists in the creaetion and facilitation of leave administration training.

Workers’ Compensation and Staff Safety

• Ensures the workers’ compensation program is managed in accordance with applicable OSHA and workers’ compensation laws. Ensures all reportable workers’ compensation claims are submitted to the company’s insurance within 48 business hours from the date of the incident.
• Maintains regular follow-up with injured employees to ensure their needs are addressed during the recovery process.
• Assists with workers compensation investigations and hearings as requested by workers’ compensation insurance.
• Coordinates return-to-work programs and ensure proper accommodations are provided as needed.
• Reviews loss reports and regularly updates Director of HR. Analyzes injuries to identify any themes and potential preventative measures.
• Maintains and updates the internal processes for work-related injuries and illnesses.
• Assists in the creation and facilitation of safety-related training.
• Coordinates ergonomic assessments and facilitate the procurement of ergonomic supplies and equipment for employees.
• In coordination with the Agency Safety Officer, updates and maintain safety-related policies and procedures, including the Injury and Illness Prevention Program (IIPP).
• Participates as a key member of the Safety Committee, contributing to workplace safety initiatives and programs. Works closely with the safety team to identify trends and recommend proactive measures to prevent workplace injuries.
• Works with Agency Safety Officer to investigate and rectify any identified or suspected safety-related deficiencies.
• Provides compassionate and proactive support to employees who are injured or become ill on the job.
• Answers employee and manager questions regarding workers’ compensation benefits and procedures.
• Maintains accurate and confidential records related to workers’ compensation claims and incidents, ensuring HIPAA and Employee Privacy guidelines are effectively executed.
• Maintains the Cal/OSHA Log 300.
• Prepares and submits required reports to state and federal agencies.
• Ensures compliance with Public Health mandates and maintains the necessary data and documentation.
• Stays informed of changes to workers’ compensation laws and regulations, updating policies and procedures as necessary.

Qualifications

EDUCATION &/or EXPERIENCE:

1. Two (2) years of dedicated human resources experience or a Bachelor’s degree with an emphasis in human resources, communications, business administration, or other related discipline AND one (1) year of administrative support experience.
2. Completion of training on FMLA/Leave administration, or the ability to complete within 6 months of hire.
3. SHRM-CP or PHR certification is a plus!

PRE-SCREENING REQUIREMENTS:

1. Requires clearance of a DOJ and FBI criminal history background check.

JOB SKILLS/KNOWLEDGE:

1. Extensive knowledge of the leave requirements and other legal protections afforded by the FMLA, ADA, and other applicable laws.
2. Familiarity with Workers Compensation processes and HIPAA guidelines.
3. Ability to collect, research, analyze, interpret, evaluate, and audit information from various sources.
4. Strong customer service orientation, with the ability to provide empathetic support to employees during challenging times.
5. Excellent recordkeeping skills and ability to maintain accurate files and records.
6. Ability to prepare comprehensive reports, forms, correspondence, and other written materials.
7. Ability to interpret and comply with state and federal law, and program requirements, regulations, and contracts.
8. Ability to learn quickly and work in a constantly changing environment with individuals of various backgrounds and abilities.
9. Ability to make recommendations to upper management.
10. Ability to be self-directed, work independently, and to self-monitor with limited direction.
11. Ability to communicate clearly and concisely, both written and orally, with co-workers, community members and in presentations and/or meetings.
12. Ability to prioritize tasks, manage time effectively, and meet deadlines without reminders.
13. Excellent interpersonal and social interactions that demonstrate ability to work well as part of a team and contribute to effective work relationships.
14. Demonstrates good judgment, positive attitude, resourcefulness, flexibility, attention to detail, and problem-solving skills.
15. Ability to handle sensitive and confidential information with discretion and maintain a high level of professionalism.
16. Ability to maintain excellent attendance and punctuality.
17. Ability to keep immediate and surrounding work area neat and organized in a manner consistent with a professional administrative environment.
18. Ability to be dependable, follow instructions, respond to management direction, and improve performance through feedback.
19. Proficiency in Microsoft Office, including Word, Excel, PowerPoint, Outlook, and relevant computer programs and software (e.g., HRIS software).
20. Basic knowledge of computers and web-based applications such as timekeeping, training, and email programs.

PHYSICAL REQUIREMENTS:

1. Physical abilities sufficient to move between different staff work areas, communicate with co-workers and the public, operate a computer for prolonged periods of time, produce reports, talk on the telephone, and travel to other agency worksites.

ANALYSIS OF PHYSICAL DEMANDS:

Key (Based on typical week): N=Never; R=Rarely (Less than 1 hour per week); O-Occasional (1%-33% of time); F=Frequent (34%-66% of time); C=Constant (over 66% of time)

The above statements are intended to describe the general nature of work performed.  They are not to be considered an exhaustive list of all job tasks performed.  The agency reserves the right to change job descriptions, work hours or work sites as required by the program.

The Humboldt Senior Resource Center is a private, non-profit, multi-purpose senior center providing a continuum of social and health related services. The agency currently holds contracts with the California Department of Aging and Area 1 Agency on Aging.

The Humboldt Senior Resource Center is an equal opportunity employer.  We will not unlawfully discriminate against qualified applicants or employees with respect to any terms or conditions of employment based on race, color, national origin, ancestry, sex, sexual orientation, age, religion, physical or mental disability, medical condition, pregnancy, breastfeeding, gender identity, marital status, citizenship status, military or veteran status, genetic information, or other basis protected by applicable Federal or State law.

Salary : $23 - $27