Leave Share Specialist

Rividium•Alexandria, VA

About The Position

RiVidium Inc. is seeking a Leave Share Specialist to support federal leave share program operations in a fast-paced human resources environment. The selected candidate will provide operational and administrative support for federal leave share programs, including the Voluntary Leave Bank Program (VLBP), Voluntary Leave Transfer Program (VLTP), and Emergency Leave Transfer Program (ELTP). The ideal candidate will possess strong experience in federal pay and leave administration, case management, records management, and customer support while ensuring compliance with agency policies, confidentiality requirements, and federal leave regulations. This role requires a detail-oriented professional capable of managing multiple cases simultaneously, coordinating with internal and external stakeholders, and maintaining accurate program documentation and reporting.

Requirements

Expertise in understanding and interpreting policies, i.e. Agency Policy to support federal Leave Share programs.
At least 3 years of experience in pay and leave administration, including experience with analyzing leave disparities and creating leave audits and setting aside accounts.
Proficient use of NFC (or similar system automated payroll/personnel systems) with at least 3 years of experience that would enable the contractor to process leave adjustments, verify leave discrepancies and balances, update leave balances, gather, prepare and analyze data for leave audits, and processing leave donations.
Proficient knowledge (at least 3 years) of web-based federal time and attendance systems, i.e., WebTA, Paycheck8to answer inquiries and provide guidance to customers on the use of the automated system, enter data, leave requests, hours of work requirements and flexibilities, leave and premium pay entitlements/regulations for time and attendance and salary
At least 3 years of experience managing, supporting and conducting operational processing under federal Leave Share Programs, assistance with case management from initiation to disposition, i.e., drafting and managing correspondence and records management.
Proficient use of NFC (or similar system automated payroll/personnel systems) with at least 3 years of experience that would enable the contractor to process leave adjustments, verify leave discrepancies and balances, update leave balances, gather, prepare and analyze data for leave audits, and processing leave donations.
Proficient knowledge of web-based federal time and attendance systems, i.e., WebTA, Paycheck8 to answer inquiries and provide guidance to customers on the use of the automated system, enter data, leave requests, hours of work requirements and flexibilities, leave and premium pay entitlements/regulations for time and attendance and salary processing.

Responsibilities

Assemble and maintain recipient case files (approximately 15 -25 monthly), ensuring confidentiality of all sensitive information.
Assist with validating if the employee/applicant meets the criteria for acceptance into the leave share programs.
Assist with the review and verification of medical documentation received and determine whether it supports member's request for leave both VLBP and VLTP.
Assist with determining the projected or actual start and end date of the medical emergency period, duration and number of leave hours for which the potential leave recipient's application is medically supported.
For VLBP: receive, review and process (develop case and/or time and attendance, NFC) and provide confirmation of leave bank membership and non-membership donations and applications for VLBP recipients. Donations are processed within 2 business days after receipt. Applications should be acknowledged within 1 business day.
For ELTP: assist with setting up and maintaining case file. Assist with preparing reports for DOC (normally on a biweekly basis). Donations are processed within 2 business days after receipt. Applications should be acknowledged within 1 business day.
Assist with ELTP case closure as needed which may include recipient leave audit closeout and updates to donor's balance if hours are returned.
Ensure proper recordkeeping to maintain email boxes, spreadsheets, case files and correspondence. Correspondence includes emails and letters/memos to advise of case determinations and case status.
Assist with processing donations after ensuring receipt of all required documentation
Receive Leave Share Program inquiries by walk-in, phone and email; (email response time within 1 business day, escalating to federal program manager when necessary); provide general leave share program guidance to customers.
When customer has decided to move forward with official request, advice of submission procedures (email box).
Provide tracking for VLTP, VLBP, ELTP recipient and donor information (includes number of program participants, number of hours donated, number of hours returned to donors), updating log whenever new activity occurs; and provide report biweekly to federal program manager and GPOC.
Elevate complex issues and questions to CB HR Specialists.
Provide input to biweekly/monthly status report that includes biweekly/monthly applicant activity data (i.e., number of total donations processed, number of inquiries, number of cases reviewed, number of audits completed, and number of leave adjustments made); also includes issues, challenges and how resolved, areas for process improvement and recommendations.
Coordinate and follow-up with outside agency POCs for leave donations being transferred in and transferred out, ensuring that the balances are properly deducted (VLTP, ELTP) within 2 business days and/or upon CBD guidance.
Inform CBD Leave Share Coordinator of nonresponse from outside agency.
Assist and back-up the HR Specialist with monitoring status of medical emergencies and report changes to federal program manager.
Assist with the issuance of standard notification to recipients. Examples include approval letters, notice when medical end date is approaching (sent at the 2-week mark), notice of extension to receive donations at case closure for offset of advanced leave and LWOP (none as the 450-day notice).
Issue standard notifications biweekly to donors, confirming that donated hours and pay period hours were accurately taken from donor leave balance. (VLBP: internal donors to USPTO; VLTP/ELTP includes external donors).
Conduct VLTP, VLBP and ELTP Leave Audits for review by program manager.
Assist with ensuring accuracy of all leave balances in NFC and WebTA/Paycheck8, and making proper