Retail Business Services is the services company of leading grocery retail group Ahold Delhaize USA, providing services to five East Coast grocery brands: Food Lion, Giant Food, The GIANT Company, Hannaford and Stop & Shop. Retail Business Services leverages the size and scale of the local brands to and provides industry-leading expertise, insights and analytics to local brands to support their strategies. We are committed to diversity, equity and inclusion and we foster a community of belonging where everyone is valued. For more information, visit https://www.retailbusinessservices.com.

Position Summary:

Coordinates and administers activities and duties related to associate leaves to ensure compliance with multiple variations of company policies and federal and state leave regulations.  Provides instruction, guidance, and customer support to associates, managers and human resources on all matters related to leave of absence.  Performs activities related to the coordination of all leaves of absence including FMLA (Family Medical Leave Act) and non-FMLA, Military, company medical leave and Paid Parental Leave. Assist associates in returning to work from non-occupational injuries or illness including supporting HR with coordination of ADA accommodations.  Coordinates with vendors to assist employees who are out of work on STD (Short Term Disability), LTD (Long Term Disability), and Workers’ Compensation.  Coordinate with payroll to ensure timely accurate payments for associates on salary continuation or paid parental leave of absence. Trains and Mentor’s new hires.  Completes quality Assurance reviews for an assigned group of Leave Coordinators.

Principle Duties and Responsibilities:

• Manage complex case load which includes communication with associates regarding their needs for leave and/or modified work schedules. Ensures that associates are aware of their responsibilities and of any documentation and notice required to qualify for and to take leave.

• Effectively coordinate the FMLA leave administration process from the associates initial notice of the need for leave to the return to work. This includes gathering and completing all required paperwork, determining leave eligibility, designating leave as FMLA-qualifying, requesting medical certification as needed, and accounting for intermittent and reduced schedule leave use.

• Execute training of new hires establishing solid foundation for moving to the floor to take on cases.  Provide updated training as SOP’s are modified due to changes or updates to compliance.

• Mentor less experienced Leave coordinators by checking in with them, providing tips and tricks for success.

• Preform regular quality reviews for assigned leave coordinators.  Provide feedback to supervisor and manager on opportunities for improvement based on findings in quality reviews.

• Independently review clinical documentation in support of approving or denying medical related leave cases.  Clinical documentation can range from simple doctor notes to physician summaries and diagnostic test results.

• Maintains reasonable communication with employees on leave to facilitate smooth and timely return to work, relays communication between employees and their managers during leave within reason.

• recertify extension requests for leaves in accordance with Company policy within required timeframes.

• Provide associates managers and HR Business Partners with direction related to federal, state and company leaves of absence policies, ADA, disability benefits and workers’ compensation.

• Coordinates accommodation requests and return’s associates to work in a timely and efficient manner.

• Provide associates support in understanding of their benefits continuation rights as defined by company policy.

• Facilitate the integration of various disability management programs and ensure all benefits are provided in a timely and accurate manner.

• Coordinates with associates ensuring awareness of other benefit programs such as Short-Term Disability, Long-Term Disability, Workers’ Compensation, health benefits, paid time off programs and other internal and external benefits.

• Supports HR/AR business partners with standard accommodation requests under ADA including the return-to-work process for associates with non-occupational injuries or illnesses who are unable to return to a suitable position due to their limitations.  Coordinates applicable resources such as STD/LTD carrier vocational rehab with associate and HR/AR business partner.

• Documents all correspondence including medical documentation, meetings and interactions with the associate, manager and other involved parties, initiates and tracks the progress of the case in the leave administration system and executes any follow-up.

• Coordinates with managers and payroll department to pay associates on leave or in transitional work for non-occupational injury or illness.

• Maintains knowledge of all applicable leave and accommodation laws including the FMLA, ADA, and state and local laws.

• Preserves confidentiality of associate medical documentation and files.

• Performs all other duties as assigned or required.

Qualification/ Skills:

• Bachelor’ degree or equivalent combination of education and experience.

• 1 - 3 years' experience in HR/Benefits related position - leave of absence management, return to work programs, disability management, ADA case management or workers’ compensation.

• Experience working with injuries/illness and physical limitations.

• Experience reviewing medical documentation including physician notes and diagnostic results

• Working knowledge of federal and state laws and regulations related to leave of absence management, including but not limited to FMLA, ADA disability benefits, workers’ compensation and return to work.

• Basic understanding of regulatory requirements and workplace safety principles.

• Solid understanding of STD, LTD and other benefit plans.

• Strong customer-focused service skills

• Demonstrated ability to tolerate and cope with non-routine situations

• Creative, self-directed and able to work well in a team environment

• Strong problem-solving skills

• Effective communication, telephonic and organization skills, including strong verbal and written communication skills

• Computer skills including but not limited to Microsoft Office, HRIS Software and leave of absence management software

Retail Business Services is an equal opportunity employer. We comply with all applicable federal, state and local laws. Qualified applicants are considered without regard to sex, race, color, ancestry, national origin, citizenship status, religion, age, marital status (including civil unions), military service, veteran status, pregnancy (including childbirth and related medical conditions), genetic information, sexual orientation, gender identity, legally recognized disability, domestic violence victim status or any other characteristic protected by law. We provide reasonable accommodations to applicants and employees with disabilities.

If you have a disability and require assistance in the application process, please contact our Talent Acquisition Department at tad@retailbusinessservices.com

Retail Business Services, ranked No. 25 on Fast Company’s 2022 100 Best Workplaces for Innovators, is the services company of leading grocery retail group Ahold Delhaize USA, currently providing services to five omnichannel grocery brands, including Food Lion, Giant Food, The GIANT Company, Hannaford and Stop & Shop. Retail Business Services leverages the scale of the local brands to drive synergies and provides industry-leading expertise, insights and analytics to local brands to support their strategies. We are committed to diversity, equity and inclusion and we foster a community of belonging where everyone is valued. For more information, visit https://www.retailbusinessservices.com.

Retail Business Services leverages the scale of the local brands to drive synergies and provides industry-leading expertise, insights and analytics to local brands to support their strategies with services including Business Integrity Services (Legal, Risk Management, Quality Assurance), Business Services (HR Technology Systems and Process Management), Communications & Omnichannel Service Center, Finance Business Services, Financial Planning & Analysis, Human Resources, Indirect Center of Excellence, Information Technology, Pharmacy Services, Retail Innovation Center of Excellence, Store Development, Leasing & Facilities Support, and Strategy & Business Development. Retail Business Services is committed to diversity, equity and inclusion and we foster a community of belonging where everyone is valued.