Leave Management Specialist

The Leave Management Specialist/Manager is responsible for the administration of all employee leave of absence programs and the company’s ASO Short-Term Disability (STD) plan. This role ensures compliance with federal, state, and local leave laws, while providing a seamless and supportive experience for employees. The position serves as the subject matter expert for leave and disability management, working closely with employees, managers, HR, Payroll, and third-party administrators to maintain accuracy, consistency, and compliance in all leave processes.

Key Responsibilities:

Leave Administration

• Administer the full range of leave programs, including FMLA, ADA, state family leave, personal, military, and company-specific leaves.
• Serve as the primary contact for employees and managers regarding leave requests, eligibility, documentation, and status updates.
• Manage all communications and documentation throughout the leave lifecycle, ensuring timely approvals and accurate tracking in the HRIS system.
• Coordinate return-to-work and accommodation processes in partnership with HR and management.

ASO Short-Term Disability (STD) Administration

• Oversee the administration of the company’s ASO STD plan, ensuring consistent and compliant handling of all claims.
• Review and process STD claims, including verifying eligibility, coordinating medical certifications, and tracking payments.
• Partner with the third-party administrator (TPA) or carrier to monitor claim status, resolve issues, and ensure timely payments to employees.
• Reconcile STD claims and payments with Payroll and HR systems to ensure accuracy.
• Maintain confidentiality and sensitivity when managing medical and financial information.

Compliance & Policy Management

• Ensure all leave and disability programs comply with FMLA, ADA, ERISA, and applicable state and local laws.
• Stay current on evolving legislation and best practices related to leave and disability management.
• Recommend policy updates or process improvements to align with legal requirements and organizational needs.
• Maintain detailed and accurate records for audits and reporting purposes.

Employee & Manager Support

• Provide guidance to employees regarding leave rights, STD benefits, and timelines.
• Educate managers and HR partners on leave procedures, documentation requirements, and best practices for supporting employees on leave.
• Facilitate the interactive process for ADA accommodations as needed.

Data Analytics & Reporting

• Track and analyze leave and STD utilization, trends, and costs to inform leadership decisions.
• Generate regular reports on leave usage, open cases, and return-to-work rates for HR and senior leadership.
• Identify opportunities to streamline processes and improve leave program efficiency.

Cross-Functional Coordination

• Collaborate with HR, Payroll, Benefits, and Safety teams to ensure cohesive administration and compliance.
• Coordinate with external vendors and third-party administrators managing STD or long-term disability (LTD) claims.
• Partner with Payroll to ensure accurate pay continuation, benefit deductions, and leave accrual adjustments.

Qualifications:

• Bachelor’s degree in Human Resources, Business Administration, or related field preferred.
• 3-5 years of experience in leave management, disability administration, or related HR functions; management experience preferred for Manager-level roles.
• Working knowledge of FMLA, ADA, ERISA, and state-specific leave laws.
• Experience administering ASO or self-insured STD plans required; knowledge of LTD coordination a plus.
• Proficiency in HRIS and leave management systems; experience with [Workday/ADP/UKG/etc.] strongly preferred.
• Excellent organizational, analytical, and communication skills.
• Ability to handle confidential information with discretion and professionalism.