Leave of Absence Specialist

Teichert•Sacramento, CA

1d•Hybrid

About The Position

The purpose of this role is to administer the company's leave of absence (LOA) programs, ensuring compliant, accurate, and timely administration of employee leaves in accordance with federal, state, local law and company policy. This role is responsible for the day-to-day administration of the company's leave of absence programs, exercising independent judgment to evaluate leave and accommodation requests against applicable federal, state, and company policy and to determine eligibility, designation, and appropriate case handling. The specialist serves as the primary point of contact for policy and program inquiries from employees, managers, and HR Managers via email, phone, and Microsoft Teams, using discretion to resolve questions that fall outside standard guidance and escalating complex matters as appropriate. The role ensures proper administration of leave of absence and time off programs consistent with applicable federal, state, and local laws and company policy, including independently resolving situations involving overlapping or conflicting leave entitlements (e.g., FMLA, CFRA, PDL, and workers' compensation). The specialist manages the active leave of absence process, including record retention, the interactive process, and return-to-work, exercising judgment in recommending reasonable accommodations. They work with Payroll and insurance carriers to ensure proper pay during Short-Term Disability (STD) and Long-Term Disability (LTD), and coordinates with Risk Management on cases involving concurrent workers' compensation leave. The role also works with HR Managers regarding ADA/FEHA accommodation in their respective departments, exercising independent judgment in evaluating and recommending accommodation solutions. The specialist serves as the primary point of contact for third-party leave administrators and vendors, monitoring service delivery and resolving escalated or complex cases. Additionally, the role develops and maintains standard operating procedures and leave policy documentation; delivers periodic training and communications to managers and HR Managers on leave and accommodation obligations. The specialist conducts routine audits of leave records and data to ensure accuracy, compliance, and audit-readiness; prepares leave-related reporting and metrics for HR leadership as needed.

Requirements

A Bachelor’s Degree in Business Administration or related field or an equivalent combination of training, education, and experience.
Minimum 2-5 years of experience administering leave of absence programs, or an equivalent combination of training and related experience.
Successful completion of pre-employment drug, alcohol, and background investigation.
Ability to preserve confidential and proprietary information.
Experience with HRIS or Payroll systems (UKG or Vista a plus).
Working knowledge of leave of absence and reasonable accommodation processes.
General understanding of HR policies, practices, laws and regulations.
Knowledge of HIPAA, ERISA, FMLA, ADA, CFRA, and related leave and disability law.
Knowledge of leave of absence processes and reasonable accommodation in accordance with local and federal laws.
Ability to use customer service and a positive approach to resolve employee leave issues; strong focus on customer satisfaction.
Establish and maintain effective working relationships with third-party administrators, vendors, and internal departments.
Proficiency in Microsoft Office and HRIS/database programs pertaining to leave of absence administration.
Demonstrated sound judgment and ability to make decisions in a timely manner.
Strong verbal and written communication skills.
Ability to prioritize and manage multiple assignments and meet tight deadlines while maintaining a high level of accuracy.

Nice To Haves

Professional HR certification such as PHR, CEBS, or CBP preferred.

Responsibilities

Administer the company's leave of absence (LOA) programs, ensuring compliant, accurate, and timely administration of employee leaves in accordance with federal, state, local law and company policy.
Evaluate leave and accommodation requests against applicable federal, state, and company policy to determine eligibility, designation, and appropriate case handling.
Serve as the primary point of contact for policy and program inquiries from employees, managers, and HR Managers via email, phone, and Microsoft Teams.
Ensure proper administration of leave of absence and time off programs consistent with applicable federal, state, and local laws and company policy.
Independently resolve situations involving overlapping or conflicting leave entitlements (e.g., FMLA, CFRA, PDL, and workers' compensation).
Manage the active leave of absence process, including record retention, the interactive process, and return-to-work.
Recommend reasonable accommodations.
Work with Payroll and insurance carriers to ensure proper pay during Short-Term Disability (STD) and Long-Term Disability (LTD).
Coordinate with Risk Management on cases involving concurrent workers' compensation leave.
Work with HR Managers regarding ADA/FEHA accommodation in their respective departments.
Serve as the primary point of contact for third-party leave administrators and vendors, monitoring service delivery and resolving escalated or complex cases.
Develop and maintain standard operating procedures and leave policy documentation.
Deliver periodic training and communications to managers and HR Managers on leave and accommodation obligations.
Conduct routine audits of leave records and data to ensure accuracy, compliance, and audit-readiness.
Prepare leave-related reporting and metrics for HR leadership as needed.