HR/Leave Of Absence Admin - Entry Level

Aston Carter•Irvine, CA

10d•$24 - $24•Onsite

About The Position

The Leave of Absence Specialist oversees complex leave of absence cases, provides escalation support beyond the third-party administrator, and ensures full compliance with federal and state leave regulations. This role manages leave data through HRIS and Excel, partners closely with Human Resources and other departments, and delivers clear, empathetic guidance to employees, managers, and external agencies throughout the leave process.

Requirements

1–2 years of Human Resources experience.
1–2 years of experience working with leave management, including FMLA and workers’ compensation, with at least a general understanding of the leave process.
Experience working with a third-party company that processes leaves, such as external leave or disability administrators.
Knowledge of working within an HRIS system to track and manage employee data.
Proficiency with Microsoft Excel, including spreadsheets and pivot tables, for tracking and analyzing leave data.
General Human Resources knowledge, including leave of absence and benefits administration concepts.
Basic computer skills and comfort working in a Windows environment.
Ability to provide strong customer service through clear, timely communication via phone, email, and mail.
Attention to detail and accuracy when auditing leave records and documentation.
Ability to work both independently and collaboratively within a small team.

Nice To Haves

Experience with employee relations or benefits administration is a plus.
Exposure to workers’ compensation processes and coordination is beneficial.
Familiarity with third-party leave administrators such as Travelers, Sparrow, or similar providers is advantageous.
Strong interpersonal skills with the ability to build relationships with HR, managers, and cross-functional partners.
Proactive, go-getter mindset with a willingness to learn and take on new responsibilities.
Comfort working with large volumes of data and high leave volumes in a large, complex organization.
Ability to manage multiple priorities while maintaining professionalism and confidentiality.

Responsibilities

Provide leave of absence claim management oversight in partnership with the third-party leave administrator, focusing on escalated and complex cases.
Investigate and resolve escalated leave issues such as delayed approvals, incorrect terminations, or discrepancies in leave status.
Track, manage, and analyze leave of absence data using the internal HRIS system and Excel, including spreadsheets and pivot tables.
Respond to inquiries and requests from state agencies and insurance companies regarding company plans, state paid disability programs, and leave programs.
Deliver excellent customer service by responding promptly to leave-related questions via phone, email, and mail, offering clear guidance on leave options and processes.
Support day-to-day outsourced leave of absence administration while building and maintaining strong relationships with Human Resources, workers’ compensation, corporate counsel, and other departments.
Engage with managers and Human Resources in the interactive process to assess and document reasonable accommodations in accordance with applicable laws and policies.
Manage the leave of absence inbox by triaging, prioritizing, and responding to inquiries and escalated issues in a timely and professional manner.
Audit leave spreadsheets regularly to ensure accuracy, compliance, and proper documentation of leave status, dates, and approvals.
Monitor leaves approaching their end dates and follow up with employees and managers to confirm return-to-work dates and next steps.
Attend ongoing continuing education and training on leave of absence topics to maintain up-to-date knowledge of federal and state regulations.
Ensure 100% compliance with federal and state leave laws and internal policies across all jurisdictions in which the organization operates.
Collaborate with team members on special projects related to leave management, process improvements, and reporting.
Contribute to a collaborative team culture by sharing knowledge, supporting colleagues, and demonstrating a proactive, solutions-oriented approach.