Leave Specialist - Xenium HR

Location: Hybrid – in office in Tualatin (OR) & remote

Looking for a role where your work has real impact? 

At Xenium HR, we’re on a mission to transform workplaces for the better. You’ll join a team of passionate HR, Payroll, and Benefits professionals working with small and medium-sized businesses across the Pacific Northwest. We support businesses with limited or no internal HR resources, as well as companies with internal HR staff seeking expertise and training. We’re known for building strong relationships with our clients, so we can help identify what their business really needs to transform and thrive.  

What it’s like to work here:

Providing transformational services starts within our walls. We’re invested in creating a positive, rewarding experience with opportunities to learn, grow, advance, and shape the workplace. Xenium offers an inclusive work environment where employees can both make a difference and succeed. If you value authentic relationships, service excellence, diversity, equity, and inclusion—and want to work where everyone knows you and your name, Xenium may be the place for you.  

How this role transforms workplaces:

The Leave Specialist is responsible for managing the administrative aspects of the leave of absence process. This role stays up to date on legal requirements to ensure compliance with federal, state, and local leave laws. This role involves supporting clients with tracking leave cases and ensuring all documentation is accurately processed and maintained.

• Coordinates the administrative side of the leave of absence process for client employees.
• Ensures strong accuracy in paperwork, processes, and multistate leave compliance.
• Meets legal notification requirements and internal service standards.
• In partnership with the Generalist team, serves as the Subject Matter Expert (SME) in federal, state, and local leave laws, staying updated on any changes.
• Tracks integrated employee consecutive leaves.
• Manages leave documentation in Frances.
• Keeps the Monday tracking spreadsheet up to date in a timely manner.
• Communicates with client employees, answers their questions, provides guidance (e.g., where to apply for paid leave), and sends necessary paperwork.
• Completes all required paperwork, determines leave eligibility for integrated clients, approves leaves, and interprets medical certifications when needed.
• Collaborates effectively with the Generalist team, HR Services & Compliance Manager, and other departments to enhance documents, processes, and ensure compliance and efficiency.
• Ensures accurate, timely documentation and updates for employee leave folders, integrating with client systems like Prism and customizing paperwork based on client-specific processes.
• Maintains a consistent client experience by following established processes, inputting accurate client information in Client Space, and tracking service activities.
• Collaborates with the HR Generalist team on an as-needed basis to support and execute diverse HR projects.

Who you’ll work with:

Leave Specialist Team, HR Business Partners, internal specialists, Xenium clients

Required experience and skills:

• Bachelor’s degree from a four-year college or university is preferred and two or more years related experience and/or training or equivalent combination of education and experience is required.
• Experience with federal, state, and local leave regulations (e.g., FMLA, state-specific leave laws including OFLA and Paid Leave Oregon, workers' compensation) and experience applying these regulations in real-world scenarios.
• Experience determining eligibility for leave, administering a high volume of leave cases, and interacting with employees and managers to answer their leave questions is preferred.
• Excellent verbal and written communication skills.
• Strong analytical and problem-solving skills.
• Exceptional customer service skills and ability to work independently.
• Reliable transportation and occasional travel to meet client needs.

Preferred skills and certifications:

• SHRM or PHR certification

Don’t meet every requirement? We’d still like to hear from you:  

If you enjoy being part of a collaborative team, building relationships, and making a difference in workplaces, we encourage you to apply – even if you believe you don’t meet all of the requirements described. Studies have shown that individuals with marginalized identities are less likely to apply for jobs unless they meet every qualification in the job description. Our priority is finding the best candidate for the job, and we welcome candidates from all backgrounds. Xenium HR is an equal opportunity employer, promoting diversity and inclusion and offering a learning and team-focused environment.  

Total compensation and salary range:

Our total rewards philosophy is centered around the whole person, including comprehensive health and financial benefits and life balance resources designed to support the passion, commitment, and energy that is vital to our team members. 

Xenium HR is committed to providing a competitive compensation package. The starting salary for this role ranges from $55,000 to $60,000 per year based on skills/knowledge, years of experience, and ensuring pay equity within the organization. The hiring team will share more details regarding compensation based on your experience and location during the interview process. 

Benefits: 

Employer paid medical, dental, vision

FSA for health & dependent care

Life & Disability plans

Employee Assistance program

Wellness program

401k with match

Profit Sharing program

Paid time off 

Paid holidays of your choice

Perks: 

Flexible work arrangement with autonomy and trust

Caring leadership

Quarterly massage

½ day Fridays in summer

Tuition/educational assistance for under-grad degrees

Sabbatical and travel awards starting at 10 years

Professional development book clubs and cultural awareness & appreciation conversations

Regular training events

Peer Recognition & Reward program

Employee referral bonus

Business referral bonus

Monthly all-team meetings and team events

Community service

DEI and culture initiatives & teams

Discounts on Stoller wine 

To learn more about the workplace culture at XeniumHR, view our video: