Leave of Absence Specialist

Position Summary The Leave of Absence Specialist manages employee leave cases requiring coordination across multiple leave programs, including medical, statutory, and state-mandated leaves. This role requires strong expertise in FMLA and state leave compliance, comprehensive case management, employee support, and cross-functional coordination. The Specialist ensures accurate, timely, and compliant handling of complex leave scenarios in accordance with federal and state regulations. Essential Duties and Responsibilities Coordinate end-to-end leave of absence case management for employees across multiple states, ensuring compliance with all applicable federal and state leave laws. Administer FMLA and state-mandated leave programs, including eligibility determination, certification review, usage tracking, and return-to-work coordination. Determine leave eligibility and appropriate leave types based on federal, state, and employer policies within required timelines. Issue and track all required leave communications, including notices, medical certifications, letters throughout the leave lifecycle. Review medical certifications for completeness and compliance within statutory and employer-defined timeframes. Maintain accurate and confidential leave records in LOA Module, including received documentation and case notes. Partner with HR, Benefits, Payroll, and Worker’s Comp teams to align leave status, benefits continuation, work restrictions, and return-to-work requirements. Provide clear, empathetic guidance to employees and managers regarding leave policies, procedures, and expectations. Respond to employee, manager, and HR inquiries via phone, email, and in-person interactions with a high level of professionalism and service. Monitor leave usage to ensure employees do not exceed allotted entitlements. Conducted follow-up with employees and management regarding documentation, leave status changes, benefits impacts, and return-to-work steps. Review and escalated leave issues, including potential fraudulent activity or policy misuse. Meet or exceed departmental productivity standards, KPIs, and SOP requirements in a high-volume environment. Support continuous process improvement efforts and operational initiatives within the LOA team and external stretch assignments. Maintain strict confidentiality and ethical handling of sensitive employee information. Partner with state leave agencies responsible for approving or denying state leave claims to obtain claim status, determinations, and required information for employees and clients when not provided administrative access. Enter, update, and maintain leave cases, status changes, and detailed case notes in the LOA Module in Client Space and Prism to reflect approvals, extensions, intermittent usage, return to work and other case changes. Regular, on-site attendance is an essential job function due to the need for secure access to systems, collaboration on sensitive technical matters, participation in operational meetings, and hands-on involvement. Marginal Functions Build, maintain and promote relationships with team members, peers across disciplines, and all other company team members ensuring effective coordination of communications and services affecting clients. Attend webinars and training to stay up to date on best practices related to the company and department. Complete projects and other duties as assigned by supervisor. Knowledge, Skills, and Abilities Demonstrated expertise in administering leave of absence programs in compliance with federal, state, and multi-state employment laws and regulations, including FMLA and state-mandated leave programs. In-depth working knowledge of federal and state labor and employment enforcement agencies and regulatory standards impacting leave administration. Strong working knowledge of multiple HR disciplines, including employee relations, benefits administration, compensation, payroll impacts, and performance management. Exceptional verbal and written communication skills with the ability to effectively influence and advise employees, managers, and HR leaders across organizational levels and cultures. Ability to exercise sound judgment and apply logic and reasoning to make timely, defensible decisions under pressure and within strict regulatory deadlines. Proven ability to manage complex and escalated leave cases, providing compliant recommendations aligned with policies, procedures, and governing laws. Strong ethical judgment and demonstrated ability to handle highly confidential and sensitive employee information appropriately. Advanced organizational and time-management skills with the ability to prioritize and execute a high volume of work amid competing demands and changing priorities. Demonstrated proficiency in root cause analysis, data research, and problem resolution related to leave trends, compliance risks, and escalations. Strong business acumen with the ability to balance compliance requirements with operational and employee experience considerations. Ability to consistently meet or exceed KPIs and adhere to SOPs while maintaining high quality and accuracy. Proven collaboration and consultation skills with HR, Benefits, Payroll, and leadership to support effective leave outcomes. Ability to manage high-volume workloads with competing deadlines. Education & Experience Bachelor’s Degree in Human Resources, Business Administration, or related field or equivalent combination of experience, skills, education (including other relevant non traditional degree programs, or job training programs) required. 3–5 years of experience in Leave of Absence administration or related fields: HR / LOA Management Disability or Medical Administration Benefits, Payroll, or Workers’ Compensation Healthcare or Medical Billing PRISM experience preferred. Experience in Microsoft Office software (Outlook, Teams, Excel, PowerPoint) and demonstrated ability to learn other applications as needed. Bilingual (English/Spanish) preferred. Physical, Mental, & Communication Demands Sedentary Work: Occasionally involves sitting for extended periods, often at a desk or computer. Manual Dexterity: Frequent use of hands and fingers to operate a computer keyboard, mouse, and other office equipment. Mobility: Occasionally walking or traversing throughout the office to meet with leaders and other employees. Visual Acuity: Ability to read and analyze data on a computer screen (or to read and analyze data with reasonable accommodation) and in printed materials. Lifting & Carrying: Minimal physical lifting required, but may involve handling documents, and lifting light office supplies. Strategic Thinking: High level of concentration required to develop and implement strategies. Decision Making: Ability to make quick, informed decisions based on data and market conditions. Attention to Detail: High level of accuracy needed for managing presentations, reports and communications. Problem-Solving: Continuous need to identify and resolve issues that may impact performance. Multitasking: Manage multiple tasks and projects simultaneously, often under tight deadlines. Stress Management: Ability to handle high-pressure situations calmly and effectively, especially when dealing with client concerns. Interpersonal Skills: Strong ability to build relationships and communicate effectively with employees, managers, clients and external vendors. Cultural Sensitivity: Communicate with individuals from diverse cultural backgrounds, demonstrating cultural awareness and sensitivity. Written Communication: Prepare clear and concise documentation, including emails and notes. Verbal Communication: Conduct presentations and employee training sessions; provide clear instructions and support to clients, employees and managers. Environmental Conditions This position is performed in a professional office environment and requires regular use of computers and standard office equipment. The work setting is climate-controlled with typical office lighting and low to moderate noise levels. The role involves extended periods of screen time, in-person collaboration and meetings, and minimal exposure to physical hazards. $29 - $29 an hour #J-18808-Ljbffr Distro