Leave Of Absence Specialist

Aston Carter•Irvine, CA

8h•Onsite

About The Position

The Leave of Absence Specialist oversees complex leave of absence cases, working closely with a third-party administrator and internal stakeholders to ensure accurate, compliant, and timely leave management. This role focuses on handling escalations, auditing leave data, supporting employees and managers through the leave and accommodation process, and maintaining strict adherence to federal and state regulations. The specialist provides high-quality customer service, leverages HRIS and Excel for tracking and analysis, and contributes to a collaborative, fast-paced corporate environment.

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 end-to-end leave process.
Experience supporting or coordinating with third-party leave administration providers.
Knowledge of and experience working within an HRIS system.
Proficiency with Microsoft Excel, including spreadsheets and pivot tables.
Basic computer skills and comfort working with Windows-based systems.
Ability to interpret and apply leave policies and relevant federal and state regulations.
Strong written and verbal communication skills for interacting with employees, managers, state agencies, and insurance companies.
High attention to detail with the ability to audit and reconcile data accurately.
Strong organizational skills with the ability to manage multiple leave cases and deadlines simultaneously.
Customer service mindset with the ability to provide clear, empathetic guidance on leave and accommodation matters.
Ability to work effectively in a collaborative team environment while also managing independent work.
Proactive, self-motivated, and willing to learn, with a demonstrated “go-getter” attitude.

Nice To Haves

Experience working with third-party leave vendors such as Travelers, Sparrow, or similar providers.
Exposure to employee relations or benefits administration.
Experience supporting workers’ compensation programs.
Experience in human resources administration or benefits administration within a large or complex organization.
Comfort working with large volumes of data and a high number of concurrent leave cases.
Strong problem-solving skills and the ability to investigate and resolve escalated leave issues.
Interest in ongoing professional development and continuing education in leave of absence and compliance topics.

Responsibilities

Provide oversight and case management for leave of absence claims in partnership with a third-party administrator, focusing on escalated and complex cases.
Investigate and resolve escalated leave issues such as delayed approvals, incorrect terminations, or processing discrepancies.
Track, maintain, and analyze leave of absence data using the internal HRIS system and Excel spreadsheets, including pivot tables.
Audit leave of absence spreadsheets to ensure accuracy, compliance, and proper documentation of all leave activity.
Manage the leave of absence inbox by responding promptly to inquiries, resolving escalated issues, and providing clear guidance on leave processes.
Respond to requests from state agencies and insurance companies regarding company plans, state paid disability, and leave programs.
Provide excellent customer service to employees, managers, and HR partners via phone, email, and mail, offering guidance on potential leave of absence inquiries.
Support the day-to-day administration of outsourced leave of absence processes while maintaining strong relationships with Human Resources, workers’ compensation, benefits, and corporate counsel.
Engage with managers and Human Resources in the interactive process to identify and document reasonable accommodations.
Follow up with employees whose leaves are ending to confirm return-to-work dates and coordinate next steps as needed.
Attend ongoing continuing education and training on leave of absence topics to stay current on federal and state regulations.
Ensure 100% compliance with federal and state leave laws and internal policies in all jurisdictions where the organization operates.
Collaborate with a small, highly engaged team on shared leave management responsibilities and special projects.
Maintain a professional, detail-oriented, and solution-focused approach while managing a high volume of leave cases.