HR Leave Records Administrator - Department of Safety

City and County of Denver•Denver, CO

15d•$28 - $37•Hybrid

About The Position

The Department of Safety is seeking a highly organized, detail-oriented, and service-focused HR Leave Records Administrator to support administration of employee leave records. The role manages a high-volume caseload of employee leave requests, ensuring timely processing, accurate documentation, and compliance with applicable federal and state laws and City and County of Denver policies. The position uses LeaveSource and Qcera to enter and audit leave data, reviews medical certifications, determines eligibility, and independently approves or denies requests in accordance with established guidelines and applicable laws. It also communicates with employees about documentation, eligibility, deadlines, and return-to-work expectations; coordinates with supervisors, Human Resources, and other stakeholders; maintains confidential case records; and helps deliver leave-related training and resources. The position is with the City and County of Denver Department of Safety and uses a hybrid work model: employees work onsite or in the field at least three days per week and may work remotely from a designated location within Colorado on the remaining days. The target pay range is $27.89–$37.00 per hour. The listed position salary range is $27.89–$43.23, with target pay based on experience and education. The position is classified as unlimited. Minimum qualifications are a high school graduate or equivalent and two years of experience in a leave administration environment; an appropriate combination of education and experience may substitute for these requirements. No license or certification is required.

Requirements

Graduate from high school or possess a GED, HiSET, or TASC Certificate.
Two years of experience in a leave administration environment; a combination of appropriate education and experience may substitute for the minimum education and experience requirements.
Experience entering data into a cloud-based leave management system that tracks absences and payroll data.
Strong understanding of FMLA, the Americans with Disabilities Act (ADA), and applicable leave regulations, employer responsibilities, compliance requirements, and practical application.
Ability to manage a high-volume caseload, prioritize competing demands, meet critical deadlines, and maintain accurate records in a fast-paced environment.
Excellent interpersonal, verbal, and written communication skills, including the ability to navigate sensitive conversations, listen actively, resolve concerns, and provide respectful, supportive service.
Ability to independently assess complex situations, interpret policies and regulations, exercise sound judgment, and identify appropriate solutions.
Strong computer skills, including proficiency with Microsoft Outlook, Word, and Excel, and the ability to navigate electronic case management systems.
Ability to maintain accurate documentation, identify discrepancies, and appropriately handle sensitive employee and medical information.
Strong teamwork skills, including the ability to build positive working relationships, adapt to changing priorities, and contribute in a dynamic, deadline-driven environment.

Nice To Haves

Experience administering FMLA and other employee leave programs, preferably using a cloud-based leave management system.

Responsibilities

Use LeaveSource and Qcera to enter leave information accurately and promptly, conduct data quality audits, and identify and correct discrepancies.
Manage approximately 160–200 or more employee leave cases, including FMLA, disability, and other applicable leave programs, while ensuring compliance with federal and state regulations and City policies.
Review medical certifications, determine employee eligibility, and independently approve or deny leave requests under established guidelines and applicable laws.
Communicate with employees about required documentation, eligibility, deadlines, and return-to-work expectations.
Coordinate with employees, supervisors, Human Resources, and other stakeholders to support leave administration, return-to-work processes, and accurate, timely payroll processing.
Maintain accurate, thorough, confidential case records and comply with medical privacy and employee confidentiality requirements.
Evaluate complex leave situations, exercise sound judgment, and develop appropriate solutions in compliance with FMLA and other applicable regulations.
Monitor case activity, deadlines, and required actions to ensure timely processing and resolution of leave requests.
Assist in developing and delivering training and educational resources about leave policies and procedures.
Communicate clearly and professionally with employees, leadership, and internal and external stakeholders.
Perform other duties as assigned.