Leave of Absence Specialist

The Role 

The LOA Specialist will support the leave of absence and benefits functions for Green Thumb Industries’ 4,500+ employees. You will be a key member of the Total Rewards and overall People Team. Your main responsibility will be the administration and of all leave programs, ADA accommodation requests and all related compliance.  Additionally, you will support open enrollment and the administration of our benefits programs and 401(k) plan. You are highly organized, responsive and committed to meeting deliverable deadlines with exceptional attention to detail and a high level of accuracy.  You excel in a fast-paced environment and are excited to learn new systems, improve upon current practices, support ongoing communication and education initiatives and interact directly with employees at all levels.  

Responsibilities 

Leave Administration  

• Communicates with employees regarding their needs for leave and/or accommodations under the ADA. Ensures that employees are aware of their responsibilities to qualify for and request leave and/or accommodations under the ADA. 
• Acts as liaison between employees, HR, managers and third-party leave administrator during leave administration process from the employee’s initial notice of the need for leave to the return to work. This includes monitoring the status of all leaves and ADA accommodation requests. 
• Monitors intermittent leave usage to ensure all time taken by employees is reported appropriately and remains within approved parameters. 
• Facilitates ADA interactive process discussions with employees. Reviews and analyzes reasonable accommodation recommendations received from third-party leave administrator.  Consults with management on accommodation decisions, partnering with Employee Relations as needed. 
• Advises HR, managers and employees on the interaction of leave laws with paid time off, workers compensation, and short-term and long-term disability benefits. 
• Maintains reasonable communication with employees on leave to facilitate smooth and timely return to work from extended FMLA, workers compensation, or other leave(s).   
• Responds efficiently and accurately to inquiries related to all company and state sponsored disability/paid leave claims to ensure related benefits are processed timely. 
• Maintains knowledge of all applicable leave and accommodation laws including the FMLA, ADA, and state and local laws.  Recommends revisions to company leave policies to improve efficiency and ensure compliance with federal, state, and local laws and regulations. 
• Administers other company time-off programs as assigned in accordance with internal policy and applicable laws. 
• Maintains complete and accurate records of leave and accommodation requests in accordance with specified legal requirements and documentation of best practices. 
• Preserves confidentiality of employee medical documentation and files. 
• Updates payroll on all leave related adjustments to ensure employees are properly paid based on their specific leave situation. 
• Ensures accurate reconciliation and repayment of benefit premiums for employees on leave via invoicing and entering adjustments in the HRIS system.  Monitors an employee’s benefits eligibility for the duration of their leave. 

Benefit Administration 

• Supports administration (either directly or with vendors) of all benefits programs.  
• Monitors eligibility, limitations and restrictions of plan participants and ensure compliance with both plan provisions and government requirements. 
• Coordinates annual Open Enrollment with Director of Benefits including renewal, communications, enrollment tracking, forms, changes, and updating vendors with new information.  
• Audits benefit records to ensure accuracy and consistency of data across various benefit systems both internally and externally with vendors.  
• Provides guidance and counsel to employees and managers on the requirements and provisions of all company benefit programs and assists with the resolution of potential problems.  
• Assists with benefits onboarding and offboarding of Green Thumb teammates including the administration of COBRA compliance. 
• Assists with monthly review of benefit plan self-billing and review to ensure all additions, changes and terminations are updated with benefit vendors on a regular basis. 
• Ensures timely distribution of all required annual compliance communications. 

Strategy and Partnership 

• Supports all employee benefit initiatives in partnership with the People Team. 
• Identifies opportunities for process and system improvements within the leave of absence and benefits administration functions.  
• Evaluates and make strategic recommendations for ongoing enhancements or changes to our comprehensive benefit offerings. 

Qualifications  

• Extensive knowledge of the leave requirements and other legal protections afforded by the FMLA, ADA, and other applicable laws.
• Basic knowledge of ERISA, employee benefit programs, including flexible benefit programs, financial analysis and budgeting.
• Working knowledge of the Workers' Compensation Act, city regulations and other applicable state/federal statutes and regulations preferred.
• Project management experience to oversee various projects.
• Must be a problem solver, comfortable working independently and making decisions.
• Must remain open to change and new information and ideas and adapt to the same.  
• Must encourage and foster cooperation and teamwork.
• Excellent written and verbal communication skills.
• Excellent analytical and problem-solving skills.
• Excellent organizational skills and attention to detail.
• Proficient with Microsoft Office products with advanced Excel experience and has ability to perform mathematical calculations in computing rates, premiums and adjustments. 

Additional Requirements 

EDUCATION AND/OR EXPERIENCE: 

• Minimum of 2 years related experience required 
• Bachelor's Degree in Human Resources or related field with an emphasis in business or finance, or equivalent years professional/analytical experience related to the above described duties 
• Experience with Kronos or Wurk preferred 
• Operates with a high level of professionalism and integrity, including dealing with confidential information 
• Must understand and comply with the rules, regulations, policies, and procedures of Green Thumb 
• Must learn the Cannabis laws, rules and regulations and passion to further their understanding and knowledge of the industry and the laws 

Must pass any and all required background checks  

• Must be and remain compliant with all legal or company regulations for working in the industry  
• Must possess valid driver’s license 
• Must be a minimum of 21 years of age 
• Must be approved by state badging agency to work in cannabis industry