Summary/Objective
The Total Rewards Specialist is responsible for the administration and continuous improvement of leave administration, benefits, and payroll-related processes, with a primary focus on leave management. This role serves as a subject matter expert in leave programs, ensuring a compliant, employee-centered approach across Family and Medical Leave Act (FMLA), Americans with Disabilities Act (ADA) and company-sponsored disability programs.
In addition, the Specialist supports benefits administration and partners closely with Payroll to ensure accurate and timely processing. This role requires strong analytical capability, attention to detail and the ability to navigate complex employee situations while balancing compliance, operational efficiency and employee experience.
•Lead administration of all leave of absence programs, including FMLA, ADA accommodations, parental leave, personal leave and disability (STD/LTD)
•Serve as LOA primary point of contact for employees and leaders; provide guidance on eligibility, documentation and return-to-work processes
•Manage end-to-end leave lifecycle, ensuring timely communication, documentation and case management
•Partner with HR and leadership on complex cases, including ADA interactive process and escalations
•Coordinate with third-party administrators and insurance carriers to ensure effective claims management and resolution
•Ensure compliance with all applicable federal, state, and local regulations; maintain accurate and audit-ready documentation
•Monitor leave trends and recommend process improvements to enhance efficiency and employee experience
Benefits Administration (~30% as needed)•Assist with the administration of day-to-day employee benefits programs, including enrollments, life event changes and terminations
•Provide support to employees by helping explain benefit offerings and assisting in resolving issues
•Support the reconciliation of benefit invoices and assist in the audit of eligibility data to ensure accuracy
•Assist with employee benefits related concerns and escalate to brokers and carriers when necessary
•Provide support for annual open enrollment, including system setup, communications and employee education
•Assist with compliance activities (e.g., reporting, audits and documentation)
Payroll Support (~20% as needed)•Partner with Payroll to ensure accurate processing of pay related leave of absence, benefits deductions and adjustments
•Review and validate payroll data; identify and resolve discrepancies
•Process wage attachments, including child support and medical support orders, in accordance with legal requirements as needed
•Support payroll audits and continuous process improvements
•Act as a liaison between HR, Payroll and employees to resolve issues efficiently
Reporting, Compliance & Vendor Management•Track and analyze leave utilization, disability trends, and benefits data to support decision-making
•Maintain compliance with applicable laws and internal policies across leave, benefits, and payroll processes
•Ensure timely and accurate processing of required legal documentation
•Embrace relationships with leave administrators, insurance carriers, and other vendors; monitor performance and escalate issues as needed
•Provide accurate guidance on HR policies, procedures, and processes; route specialized inquiries (e.g., benefits, payroll, timekeeping, leaves) to the appropriate subject matter experts
•Support managers with documentation related to progressive discipline and other employee matters
•Monitor and analyze shared HR inbox trends to identify recurring themes and recommend process improvements to enhance response time and service quality
Resident Rights:•Knows Resident Rights
•Help the residents/patients exercise and/or protect their rights
•Reports resident/patient complaints to management
•Maintains confidentiality of resident/patient information
•Follows and adheres to the organization’s policies and procedures implementing HIPAA requirements for the privacy and security of protected health information
•Uses and/or discloses only minimum amount of Protected Health Information necessary to complete assigned tasks
•Reports all suspected violation of company’s HIPAA policies or procedures to the Compliance Officer
The employee will frequently sit, stand and walk. This role will require significant use of standard computer/laptop equipment. This role will be required to occasionally carry (up to 10 pounds). May need to occasionally travel to our sites (less than 10%).
•HS Diploma or GED
•Proficiency with Microsoft Office and collaboration tools (Outlook, Teams, Word, Excel, Power Point), and the ability to quickly learn internal systems.
•At least two years supporting the administration/management of LOAs, inclusive of ADA, FMLA and disability leaves.
•Associates degree and/or PHR, SPHR or CEBS certification or equivalent experience preferred, but not required
•Bachelor’s degree or equivalent experience preferred but not required
Additional Requirements•Must be able to work at our Support Center, located in downtown Milwaukee
•Ability to manage frequent interruptions while maintaining accuracy, professionalism, and follow-through on priorities
•Must be able to exercise independent judgment in prioritizing requests, resolving issues with professionalism and discretion
•Exercises sound judgment in evaluating leave requests and determining eligibility in alignment with company policy, applicable laws, and case-specific facts