Absence Management Consultant

2 weeks ago

Albany, New York, United States GTM Payroll Services Inc Full time

At GTM Payroll Services Inc, our Leave Management service is designed to assist in the planning, tracking, and administration of employee leaves. This includes ensuring compliance with federal and state leave regulations, managing claims, providing return-to-work support, and generating reports.


This position will act as a pivotal resource for client managers and their staff regarding various types of employee leaves. The individual will serve as the subject matter expert on leaves of absence and accommodation requests, operating under the guidance of the client's HR leadership team.


Key Responsibilities

  • Engage with employees to understand their leave needs and/or requests for modified work schedules, ensuring they are informed of their responsibilities and necessary documentation for leave qualification.
  • Oversee the administration of the FMLA leave process, from the initial notification of the need for leave to the employee's return to work. This includes completing required paperwork, determining eligibility, designating leave as FMLA-qualifying, and requesting medical certifications as necessary.
  • Maintain regular communication with employees on leave to support a smooth transition back to work and facilitate communication between employees and their managers during their absence.
  • Provide guidance to managers and employees on the interplay between leave laws and other benefits such as paid time off, workers' compensation, and disability benefits.
  • Manage the return-to-work process for employees coming back from extended FMLA, workers' compensation, or other types of leave.
  • Assist with additional leave requests, including accommodation requests under the ADA.
  • Ensure accurate and comprehensive record-keeping of leave and accommodation requests in compliance with legal requirements and best practices.
  • Uphold the confidentiality of employee medical documentation and files.
  • Stay informed about applicable leave and accommodation laws, including FMLA, ADA, and relevant state and local regulations.
  • Act as the communication lead for the client organization regarding employee leave of absence statuses.
  • Manage daily leave programs, including FMLA, Paid Family Leave, Short-Term Disability, and Long-Term Disability plans.
  • Coordinate leave of absence requests and collaborate with third-party vendors for administration.
  • Advise managers and team members on leave eligibility and the interaction of various leave types.
  • Oversee the return-to-work process for employees returning from extended leave.
  • Administer other time-off programs as assigned, ensuring compliance with internal policies and applicable laws.
  • Serve as the primary contact for all client employees regarding leave of absence inquiries and requests.
  • Manage leave of absence documentation, including drafting and sending letters and notices to employees on leave.
  • Coordinate leave information with managers and insurance carriers to ensure proper tracking of employee statuses.
  • Stay updated on state-specific COVID-19 requirements to ensure accurate interpretation and application related to leave laws.
  • Participate in professional development opportunities to enhance knowledge and skills.
  • Perform additional duties as assigned or required.

Qualifications and Skills

  • Proven experience in leave management across multiple states.
  • Strong computer proficiency and adaptability.
  • Excellent communication skills, both clear and empathetic.
  • Ability to collaborate effectively with all organizational levels.
  • Strong organizational and time management abilities.
  • Curiosity, analytical thinking, professionalism, and credibility.
  • Proficient in computer and mathematical skills, particularly with MS Excel and Word.
  • Familiarity with various payroll and HRIS systems.

Minimum Requirements

  • Bachelor's degree.
  • In-depth knowledge of Federal and State Leave of Absence Laws.
  • A minimum of 5 years of experience in managing leave across multiple states.
  • Professional HR Certification or Leave Certification is highly preferred (PHR or SPHR).
  • Bilingual proficiency in Spanish is a plus.

Success Factors

  • Exhibit a strong ethical approach to handling confidential information and sensitive situations.
  • Ability to build rapport with clients and be recognized as the go-to resource for leave management issues.

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