Senior Leave and Accommodation Specialist

It's fun to work in a company where people truly believe in what they are doing. At Dutch Bros Coffee, we are more than just a coffee company. We are a fun-loving, mind-blowing company that makes a difference one cup at a time. 

Position Overview:

Key Result Areas (KRAs):

• Serve as a central point of contact for all applicable Leaves and Accommodations.

• Manage administration of LOA, ADA, and time-off programs and policies, including, but not limited to parental leave, medical or disability leave, military leave, or unpaid leave.

• Analyze leave claims or requests, support determination of employee eligibility, assists leave of absence team in the development of alternative work arrangements or coordination of coverage.

• Independently approve/deny escalated and/or complex leave and ADA cases based on relevant information.

• Ensure all medical information is maintained in accordance with HIPAA regulations and Employee Privacy guidelines are closely monitored and effectively executed.

• Oversee appropriate contact with all employees on leave and coordinate all aspects of return-to-work for employees on leave.

• Create, streamline, and implement systems, processes and tools for company LOA programs.

• Create and update internal documents, policies, and communications to ensure company compliance.

• Develop, generate, and present reports for analysis and trending; offer insights and recommendations.

• Work with leadership and other key stakeholders to improve processes and procedures and optimize financial costs of LOAs.

• Ensure efficient support of the operational, day-to-day HR transactions related to LOA policies and procedures.

Plan, Enhance, and Manage Time Off Programs:

• Analyze the design, cost and efficacy of company paid time off programs as compared to trends and best practices based on paid sick leave statutes on an annual basis and as needed when new laws and regulations are enacted.

• Ensure policies and procedures are current with all applicable laws.

• Conduct quarterly audits, to ensure plans are working in accordance with company policy and applicable laws.

• Manage Sick Time according to state-specific laws, and communicate any changes/updates to the HRIS and Payroll team.

• Back up leave team in approval of applicable time off requests, and process time off balance transfers within the Workday system.

• Build, modify, test, and implement time off accruals/plans within the Workday system.

• Troubleshoot issues that arise with employee’s accruals and plan eligibility within the Workday system.

Facilitate cross-departmental collaboration and transparent communication while implementing new approaches, policies, and procedures to enhance operational efficiency and effectiveness:

• Maintain clear, consistent and open collaboration within HR, Accounting, Retail, and Payroll teams regarding processes, policies and system problem solving.

• Manage and Support the Leave and ADA team.

• Serve as an expert to brainstorm ideas and support on complex issues with COE leaders.

• Manage employee training processes to further develop the Leave and ADA team to perform at a high level of effectiveness and efficiency while maintaining exceptional customer service.

• Oversee employee education practices on all leave programs through the preparation of educational materials using tools available, including DBU.

• Partner with third party vendors and cross-functional teams to ensure service levels are being met and processes followed.

  • Partner with Payroll to support escalated issues.

  • Partner with field HR to ensure that communications are consistent, Leave processes are followed, and ADA interactive processes are completed in a timely manner.

• Other duties as assigned

Skills:

• Knowledge of Leave Laws and Policies

• Accommodation Management

• Leave Administration

• Compliance and Documentation

• Employee Relations and Support

• Problem-Solving and Decision-Making

• Collaboration and Stakeholder Management

• Continuous Learning and Compliance Monitoring

• Program development and management

• Communication and employee education

• Data analysis and reporting

Physical Requirements:

• In-Office Environment: Must be able to work in a busy, crowded, and loud office with frequent distractions and interruptions

• Must be able to collaborate in-person with occasional impromptu in-person meetings 

• Office Conditions: Adaptability to typical office conditions, which may include exposure to air conditioning, heating, artificial lighting, and varying noise levels

• Mobility: Ability to sit, stand, reach, twist, stretch, and work at a desk for long stretches. Must be able to occasionally move or lift office items up to 25 pounds

• Hearing Requirements: Hearing must be sufficient or correctable to ensure clear understanding of spoken information, including participating in virtual meetings and phone calls. Use of hearing aids or other assistive devices is acceptable if needed.

• Reading and Writing Proficiency: Ability to read and write in English is essential for processing documents, drafting reports, and following up on necessary actions. Proficiency in written communication is required to handle job-related tasks effectively.

• Vision Requirements: Vision must be adequate or correctable to perform essential job duties, such as reading documents on a computer screen and using other visual tools. Use of corrective lenses or other measures to meet visual requirements is expected if needed.

• Technology Proficiency: Must be proficient in operating a computer and other office productivity tools such as printers, scanners, and collaboration software. 

• Effective Communication: Must possess strong verbal and written communication skills to interact effectively with team members, clients, and other stakeholders via email, video conferencing, and other in office communication tools.