Leave Administration Specialist

Leave Administration Specialist

This position oversees and administers leave of absence requests from initiation to case closure. This role requires a comprehensive understanding of Family and Medical Leave Act (FMLA), Americans with Disabilities Act (ADA), Workers' Compensation (WC), Pregnant Workers Fairness Act (PWFA), and applicable state-protected leave laws. The Leave Specialist ensures compliance with these regulations, facilitates accommodation when necessary, and manages the interaction of different leave types. They will communicate with employees, HR personnel, and clients to ensure seamless leave management while maintaining confidentiality and discretion.

Core Job Duties

• End-to-End Case Management: Oversee leave cases from request to return-to-work, ensuring integration of FMLA, ADA, WC, PWFA, and state-specific leave laws.
• Coordinate the leave process; verify FMLA eligibility, determine leave approval, calculate leave length, coordinate the applicable client leaves including integration with state leave laws, monitor maximum duration of leave allowed under federal/state and/or client-specific policies, and support the return-to-work process.
• Practicing discretion in recognizing when a case may require accommodation under ADA or PWFA and facilitate the appropriate steps.
• Maintain regular, clear, and timely communication with employees and HR contacts to support leave updates, reminders, and return-to-work coordination.
• Use critical thinking skills to draft and send official correspondence to employees and HR, maintain up-to-date documentation in CRM/case management systems like AbsenceSoft and Salesforce, and generate reports as required.
• Ensure employee medical documentation and leave-related information are handled confidentially in accordance with legal and company guidelines.
• Maintain knowledge of applicable leave laws including FMLA, ADA, and state/local.
• Working knowledge of new client implementation and integration.

In performing the above responsibilities, this position will:

• Establish and maintain a positive working relationship with co-workers to promote a quality service image
• Build the rapport and maintain positive, professional relationships with clients, acting as their trusted partner in managing employee leave cases.
• Evaluate and revise internal processes to reduce costs and increase efficiency/effectiveness, and
• Document and maintain standards, work instructions, procedures and logs.

Experience

• Associate degree in Information Systems or Human Resources (or similar field). Although no previous HR experience is required, individuals with a bachelor's degree in HR, particularly with HRIS experience, is preferred. Work experience may substitute for advanced education.
• 1-3 years of experience in case management of high-volume caseloads is required, along with strong organizational and project management skills to handle and resolve cases effectively.

Minimum Qualifications

• Proven experience with leave management systems is required, including managing leave requests, tracking employee leave balances, and generating reports. Strong skills in troubleshooting system issues and assisting clients and their employees in resolving technical challenges are also preferred.
• Intermediate skills in Microsoft Word is required (as demonstrated by tables, custom headers/footers, section pagination, mail merge, paragraph spacing and complex formatting).
• Prior use of Salesforce or similar CRM is preferred.

Physical Demands

Prolonged periods of sitting at a desk and working on a computer. Must be able to lift up to 15 pounds.

Travel Required

Yes, up to 15% of domestic travel may be required.

Work Authorization

Employee must be legally authorized to work in the United States.