Leave Administrator

Our Company•Seffner, FL

6d•Onsite

About The Position

The Leave Administrator is responsible for administering the Company’s Leave of Absence programs and managers on the organization's leave programs, including FMLA, medical or disability leave, workers compensation, ADAAA, military leave, bonding and childbirth recovery, and state and local leaves. This role involves reviewing leave requests, determining eligibility, providing associates with necessary forms and instructions, and maintaining accurate case records. The administrator will communicate leave status to associates and relevant departments while ensuring confidentiality, monitor leave usage, and coordinate with other departments like Occupational Health and Payroll. Complex cases will be escalated to management, and routine reports will be prepared. The position requires staying updated on leave requirements and identifying potential compliance issues or procedural improvements.

Requirements

3 + years of experience directly administering employee leaves of absence, including eligibility review, documentation follow-up, and associate communication or a combination of experience and education.
2 + years of experience supporting a multistate workforce preferred.
Clear, professional verbal and written communication skills, including the ability to explain requirements and discuss sensitive matters with empathy and consistency.
Strong organizational skills and attention to detail, with the ability to manage an active caseload, competing priorities, and time-sensitive deadlines.
Ability to review documentation, recognize inconsistencies, apply established guidelines, and identify when additional guidance is needed.
Ability to work independently on assigned cases and collaborate with Human Resources, Occupational Health, Payroll, management, and vendors.
Proficiency with Microsoft Office and the ability to learn leave management, HR, and timekeeping systems.
Ability to maintain accurate records and protect confidential associate and medical information.

Nice To Haves

Bachelor’s degree is preferred.
Relevant coursework, training or certification in leave administration, benefits or human resources preferred.
Experience using AbsenceSoft to administer leave cases, track leave usage, maintain documentation, and generate reports preferred.

Responsibilities

Reviews leave requests, determines eligibility, and provides associates with required forms, notices, and instructions within established timeframes.
Reviews supporting documentation for completeness and consistency with the leave requested. Requests clarification or additional documentation as needed.
Approves or denies routine leave requests within established guidelines and delegated authority.
Maintains timely communication with associates regarding documentation requirements, deadlines, leave status, extensions, and anticipated return-to-work dates.
Communicates relevant leave status to Human Resources and managers while protecting confidential medical information.
Monitors continuous and intermittent leave usage, available entitlement, certification periods, and follow-up dates.
Maintains accurate case records and documentation in the leave management system and designated file.
Enters and updates leave information in HR and timekeeping systems.
Coordinates with Occupational Health on return-to-work documentation and reports issues requiring further review.
Escalates complex or unresolved matters, including disputed determinations, exhausted leave, policy exceptions, and potential employment separation, to management.
Assists with preparing routine leave reports and identifying discrepancies, overdue items, and cases requiring attention.
Maintains working knowledge of applicable leave requirements through training and established resources.
Brings potential compliance concerns and opportunities to improve procedures to management.
Performs other related duties as assigned.