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The Leave of Absence Specialist manages complex employee leave cases across multiple leave programs, including medical, statutory, and state-mandated leaves. This role is responsible for end-to-end case management ensuring compliance with federal and state regulations, particularly FMLA and state-specific leave laws.
Key responsibilities include:
- Coordinate leave of absence administration across multiple states, determining eligibility and appropriate leave types based on federal, state, and employer policies
- Administer FMLA and state-mandated leave programs, including eligibility determination, certification review, usage tracking, and return-to-work coordination
- Issue and track all required leave communications, including notices, medical certifications, and lifecycle letters
- Review medical certifications for completeness and compliance within statutory timeframes
- Maintain accurate, confidential leave records in the LOA Module, documenting all case details and communications
- Partner with HR, Benefits, Payroll, and Worker's Compensation 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 inquiries via phone, email, and in-person with professionalism and high service standards
- Monitor leave usage to ensure employees do not exceed entitlements
- Conduct follow-ups regarding documentation, leave status changes, benefits impacts, and return-to-work steps
- Review and escalate leave issues, including potential fraudulent activity or policy misuse
- Partner with state leave agencies to obtain claim status, determinations, and required information
- Enter, update, and maintain leave cases and detailed case notes in LOA Module systems (Client Space and Prism)
- Meet or exceed departmental productivity standards, KPIs, and standard operating procedures in a high-volume environment
- Support continuous process improvement efforts and operational initiatives
- Maintain strict confidentiality and ethical handling of sensitive employee information
The role requires regular on-site attendance due to the need for secure system access, collaboration on sensitive matters, participation in operational meetings, and hands-on case management involvement.
Requirements:
- Bachelor's Degree in Human Resources, Business Administration, or related field, or equivalent combination of experience, skills, and education (including non-traditional degree programs or job training programs)
- 3–5 years of experience in Leave of Absence administration or related fields such as HR/LOA Management, Disability or Medical Administration, Benefits, Payroll, or Workers' Compensation, Healthcare or Medical Billing
- 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
- 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 high-volume 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
- Ability to manage high-volume workloads with competing deadlines
- Proficiency in Microsoft Office software (Outlook, Teams, Excel, PowerPoint) and demonstrated ability to learn other applications as needed
- PRISM experience preferred
- Bilingual (English/Spanish) preferred
