Leave of Absence Specialist

This is a fully remote position, open to applicants in United States.

📋 Description

• Manage daily leave case operations from initial intake to final closure, including assessing eligibility, following up on documentation, tracking status, processing extensions, and facilitating return-to-work procedures.

• Collaborate with vendors and internal stakeholders to coordinate FMLA, state and local leave, military leave (USERRA), and company-specific leave programs.

• Monitor continuous, intermittent, and reduced-schedule leave, ensuring the accuracy of time records, pay codes, and payroll entries.

• Oversee the integration of overlapping leave programs, PTO, salary continuation, disability benefits, state-paid leave, and benefit deductions.

• Arrange return-to-work dates and required documentation, while managing restrictions, extension requests, and leave exhaustion for review and approval.

• Handle leave and accommodation tickets from intake to resolution, including triaging, documenting responses, case notes, and final closures.

• Clearly communicate leave procedures, required documentation, vendor responsibilities, and the impacts on pay and benefits to both employees and managers.

• Act as the primary operational liaison for third-party leave administrators and disability insurance providers.

• Supervise vendor cases, including determinations, notifications, certifications, pending actions, and delays.

• Keep meticulous leave records across leave management platforms and the HRIS; reconcile any discrepancies.

• Assist with ADA and PWFA interactive processes and coordinate the implementation of approved accommodations.

• Ensure confidentiality and maintain audit-ready case records along with medical documentation.

• Perform audits on cases and data, monitor notices and deadlines, and identify risks and regulatory updates.

• Maintain trackers, checklists, templates, and employee guidance; report on cases, tickets, backlog, aging, returns, vendor delays, and payroll matters.

⛳️ Requirements

• Minimum of 3 years of direct experience in leave administration, including independently overseeing a multi-state caseload from intake to closure and working with third-party leave administrators and disability carriers.

• Extensive practical knowledge of FMLA, ADA, PWFA, USERRA, and state leave and disability laws and best practices, including the ability to identify when to seek further guidance.

• Proven experience managing a high-volume leave caseload that supports non-exempt and clinical or other shift-based staff, including tracking intermittent leave and payroll coordination, while also assisting frontline managers and exempt employees.

• Familiarity with employee ticketing systems, leave management platforms, and HRIS, with a demonstrated ability to quickly learn new systems and maintain accurate records across them.

• Exceptional organizational and detail-oriented skills with a strong ability to follow through amidst competing deadlines.

• Good judgment regarding confidentiality and escalation procedures.

• Strong, empathetic communication skills with the ability to simplify complex processes for employees and managers.

🏝️ Benefits

• Competitive compensation and equity options*

• Fully remote work environment

• Comprehensive health benefits including medical, dental, and vision coverage

• Paid time off

• 401k plan with matching contributions

• Paid parental leave

• Home office stipend