Leave & Accommodation Specialist

Location: Remoter, Must reside in AK, AZ, AR, ID, MD, MT, NM, ND, OR, TX, or WA

Pay Rate: $30/hr - $32/hr

PURPOSE OF POSITION: The Leave + Accommodation Specialist is responsible for administrating employee leave of absence programs and workplace accommodations while ensuring compliance with federal, state, and local regulations. This position independently evaluates leave and accommodation requests, makes eligibility and accommodation determinations within established guidelines, and serves as a primary resource for employees and managers throughout the leave and accommodation process. These functions are performed in accordance with the mission, core values, and purposes of Ideal Option.

JOB DUTIES AND RESPONSIBILITIES: The following functions have been determined by Ideal Option to be essential to the successful performance of this position which includes but is not limited to:

• Administer and manage employee leaves of absence, including FMLA, state-specific leave programs, and other applicable leave programs.
• Independently review, evaluate, and make leave eligibility and designation determinations in accordance with applicable laws and company policies.
• Manage the leave process from initial request through return to work, ensuring, timely and proactive communication, accurate documentation, and regulatory compliance.
• Review medical certifications and supporting documentation to determine whether leave requests meet applicable eligibility and certification requirements.
• Coordinate workplace accommodation requests in accordance with the Americans with Disabilities Act (ADA), Pregnant Workers Fairness Act (PWFA), and applicable state and local laws.
• Facilitate the interactive process, independently assess accommodation requests, evaluate reasonable accommodation options, and make recommendations or determinations within established authority.
• Collaborate with employees, managers, and HR leadership to implement effective workplace accommodations while considering operational needs and regulatory requirements.
• Coordinate return-to-work processes, including reviewing work restrictions and evaluating modified-duty arrangements.
• Identify and address complex leave and accommodation situations, escalating sensitive or high-risk matters to HR leadership as appropriate.
• Collaborate with payroll, benefits, and management to ensure accurate leave-related pay, benefit deductions, and employee status updates.
• Provide support for employee benefits programs, including responding to employee inquiries, assisting with enrollment activities, and resolving benefit-related discrepancies.
• Monitor changes to federal, state, and local leave and accommodation laws and assist with ensuring organizational compliance.
• Assist with developing and improving leave and accommodation processes, procedures, and employee resources.
• Assist with HR audits and documentation requests.
• Comply with national PHI laws including HIPAA and 42 CFR Part 2.
• Maintain confidentiality of sensitive organizational information.
• Maintain continually sustained attendance.

Performs other projects and duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Strong knowledge of leave laws and regulations, including FMLA, ADA, PWFA, and state-specific leave mandates.
• Demonstrated ability to independently evaluate leave requests, interpret medical certifications, and make accurate eligibility and designation determinations.
• Experience conducting the ADA interactive process, evaluating reasonable accommodations, and making or recommending accommodation determinations.
• Ability to interpret and apply employment laws, company policies, and regulatory requirements to complex employee situations.
• Strong critical thinking, problem-solving, and decision-making skills.
• Excellent written and verbal communication skills, including the ability to explain complex regulations and decisions clearly and professionally.
• Strong interpersonal skills with the ability to navigate sensitive employee situations with empathy, professionalism, and discretion.
• Ability to manage multiple cases, competing priorities, and regulatory deadlines.
• Strong attention to detail and accuracy in documentation, recordkeeping, and data management.
• Ability to exercise independent judgement while recognizing when matters require escalation.
• General understanding of employee benefits programs and enrollment processes.
• Ability to collaborate effectively with employees, managers, payroll, and HR team members.
• Must be familiar with Microsoft Office products such as Outlook, Teams, and Excel.

EDUCATION:

Required:

• High School Diploma or GED
• Relevant HR and/or benefit certifications may be substituted for formal education.

Preferred:

• Associate’s degree in Human Resources, Business Administration, or a related field.
• An equivalent combination of education, professional certifications, and progressively responsible HR experience will also be considered.

EXPERIENCE:

Required:

• 2+ years of direct, hands-on experience administrating employee leave programs, including FMLA, ADA, and other federal/state-specific leave types and managing workplace accommodation requests.
• Demonstrated experience independently reviewing, evaluating, and making leave eligibility, designation, and accommodation determinations.
• Experience limited to coordinating paperwork, tracking leave, or referring decisions to third-party administrators does not meet this requirement.
• Direct experience administrating leave and accommodation programs across multiple states, including interpreting and applying varying state-specific leave laws, paid leave programs, and accommodation requirements.
• Strong attention to detail and organizational skills.
• Excellent communication skills with the ability to explain complex leave policies and procedures to employees and managers.
• Proficiency with HRIS systems and Microsoft Office Suite.

Preferred:

• 3 or more years of experience in leave administration and workplace accommodations.
• Experience with WA and OR paid leave programs.
• Educating and training managers on leave policies and procedures.

LICENSES/CERTIFICATION:

Preferred:

• PHR, aPHR, SHRM, CLMS or other HR certifications are highly preferable.

WORKING ENVIORNMENT:

• Fully remote position; must have a dedicated home office setup.
• Requires reliable high-speed internet access.
• Daily use of computer, email, and video conferencing tools.
• Must be comfortable working independently with minimal supervision.
• Availability during core business hours; may need to accommodate multiple time zones.
• Quiet, professional environment required for handling confidential information.
• Periods of stress may occur.

Physical Demands:

• Prolonged periods of sitting at a desk and working on a computer.
• Frequent use of hands and fingers for typing and data entry.
• Ability to communicate effectively via phone, video calls, and email.
• Occasional light lifting of office materials or equipment (up to 10 lbs.).
• Visual acuity to view a computer screen and read digital documents for extended periods.
• Ability to focus and concentrate in a home office environment with minimal distractions.

Travel Requirements:

• This position does not typically require travel; however, rare travel may be requested for team meetings or special projects.

This job description is intended to convey information essential to understanding the scope of this position and it is not intended to be an exhaustive list of skills, efforts, duties, responsibilities or working conditions associated with the position.

We’re Committed to Inclusion and Equal Opportunity

Ideal Option is an Equal Opportunity Employer. It is the policy of the Company that employment decisions shall be based on merit, qualifications, and competence. Except where required or permitted by law, employment practices shall not be influenced or affected by virtue of an applicant's or employee’s race, color, religion, sex, gender identity or expression, marital status, national origin, age, sexual orientation, veteran status, the presence of any mental, sensory or physical handicap, or any other characteristic protected by law.

In addition, the Company will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in an undue hardship. These policies govern all aspects of employment, promotion, assignment, discharge, and other terms and conditions of employment.

To help assure that this policy is fully in force, any aggrieved person should immediately call the matter to the attention of either their immediate supervisor or the Office of Human Resources. The person aggrieved should make their own choice as to whom of the above parties they wish to report their problem. Any employee found to have engaged in actions in violation of this policy shall be subject to disciplinary action which may include immediate discharge.