Leave Specialist

Leave Specialist

The Leave Specialist assists with the administration and coordination of IndyGo's leave of absence and accommodation programs, serving as a key resource for employees, leaders, and HR partners regarding leave-related processes and requirements. This position supports the administration of Family and Medical Leave Act (FMLA), Americans with Disabilities Act (ADA) accommodations, military leave, personal leave, and other company-provided or legally protected leave programs.

While operating within established policies, procedures, and legal guidelines, the Leave Specialist exercises discretion and independent judgment in managing leave cases, interpreting applicable policies and regulations, coordinating the interactive process, assessing documentation, identifying compliance considerations, and determining appropriate next steps in partnership with HR leadership.

This role requires strong judgment, professionalism, confidentiality, and the ability to balance employee support with operational and compliance needs in a dynamic 24-hour transit environment.

Essential Functions and Responsibilities

• Assist with the administration and coordination of employee leave programs, including:
• Family and Medical Leave Act (FMLA)
• Americans with Disabilities Act (ADA) and religious accommodations and interactive process
• Personal leaves of absence
• Military leave (USERRA)
• Pregnancy-related accommodations and leave
• Jury duty leave
• Short-term and long-term disability coordination, as applicable
• Serve as a primary point of contact for employees regarding leave-related questions, processes, and documentation requirements.
• Assist employees throughout the leave lifecycle, including intake, eligibility review, documentation collection, communication, tracking, return-to-work coordination, and case closure.
• Review leave requests and supporting documentation to identify compliance requirements, potential risks, and appropriate next steps.
• Exercise independent judgment in evaluating leave circumstances, identifying when escalation or additional review is necessary, and ensuring consistent application of policies and procedures.
• Coordinate fitness-for-duty certifications and return-to-work clearances, as applicable.
• Monitor intermittent leave usage, leave exhaustion timelines, and required follow-up actions.
• Maintain accurate leave records and documentation in compliance with applicable laws and organizational standards.
• Assist in facilitating the interactive process for accommodations with employees, leaders, HR, and operational partners.
• Review accommodation requests and supporting medical documentation to determine completeness and identify potential accommodation considerations.
• Partner with leadership to evaluate reasonable accommodation options while balancing operational needs and compliance obligations.
• Partner with leave vendors where applicable.
• Maintain confidentiality and discretion regarding sensitive medical and employee information.
• Provide responsive, compassionate, and professional support to employees navigating medical, personal, or family-related situations.
• Educate employees and supervisors regarding leave processes, timelines, responsibilities, and return-to-work expectations.
• Assist leaders in understanding leave obligations, attendance considerations, and appropriate handling of employee leave situations.
• Help ensure consistent communication and application of leave policies across departments and operational locations.
• Assist with ensuring compliance with federal, state, and local leave laws and regulations.
• Maintain working knowledge of leave and accommodation regulations, including FMLA, ADA, USERRA, and related employment laws.
• Identify and escalate complex or sensitive leave issues, compliance concerns, or operational risks to HR leadership as appropriate.
• Partner with Employee Relations, HR Business Partners, Legal, Payroll, Safety, and operational leadership on leave-related matters as needed.
• Assist with audits, reporting requests, and documentation reviews related to leave administration.
• Support continuous improvement of leave administration processes, employee communications, and documentation practices.
• Maintain leave tracking systems and ensure accurate data entry and reporting.
• Assist in identifying trends, recurring issues, or operational concerns related to leave administration and attendance management.
• Support development and maintenance of leave-related policies, forms, procedures, and educational materials.
• Perform other duties as assigned.

Education and/or Experience

• Bachelor's degree in Human Resources, Business Administration, Public Administration, or related field preferred. Equivalent combination of education and experience may be considered.
• Minimum of 3 years of experience supporting leave administration, benefits administration, employee relations, accommodations, or related HR functions required.
• Experience administering or coordinating FMLA, ADA, USERRA, and other leave programs preferred.
• Experience handling sensitive and confidential employee matters required.
• Experience in a unionized and/or 24-hour operational environment preferred.
• Experience using HRIS and leave management systems preferred.

Knowledge, Skills, and Abilities

• Knowledge of leave administration practices and employment regulations
• Ability to interpret policies and apply sound judgment to varying employee situations
• Strong discretion and confidentiality
• Compassionate and professional communication skills
• Strong organizational and case management abilities
• Attention to detail and documentation accuracy
• Ability to manage multiple priorities and deadlines
• Problem-solving and analytical thinking skills
• Ability to collaborate effectively across HR and operational teams
• Strong interpersonal and customer service orientation

Physical Demands

• Regular on-site attendance is an essential function of this position due to the need for in-person collaboration, operational support, hands-on infrastructure management, and training and development activities. This role is designated as fully onsite and is not eligible for remote work.
• Regular travel between IndyGo locations and operational facilities is required.
• Ability to remain stationary for extended periods.

IndyGo is an Equal Opportunity Employer