Leave Management Specialist

1 month ago

Albany, United States GTM Payroll Services Inc Full time

GTM's Leave Management service helps plan, track, and handle employee leaves, including administration, compliance with federal and state leave laws, claims management, return-to-work support, and reporting.


This role will provide direction and guidance to our client managers and their employees on most employee leave types. This role serves as the subject matter expert for the leaves of absence and requests for accommodation under the general direction and guidance of the client's HR leadership Team.


Essential Functions

  • Communicate with employees regarding their needs for leave and/or modified work schedules. Ensures that employees are aware of their responsibilities and of any documentation and notice required to qualify for and to take leave.
  • Handles the FMLA leave administration process from the employee's initial notice of the need for leave to the return to work. This includes gathering and completing all required paperwork, determining leave eligibility, designating leave as FMLA-qualifying, requesting medical certification as needed, and accounting for intermittent and reduced scheduled leave use.
  • Maintains reasonable communication with employees on leave to facilitate a smooth and timely return to work; relays communication between employees and their managers during leave within reason.
  • Advises managers and employees on the interaction of leave laws with paid time off, workers' compensation, and short-term and long-term disability benefits.
  • Oversees the return-to-work process for employees returning from extended FMLA, workers' compensation, or other leave(s).
  • Facilitates other leave requests, which may include accommodation requests under the ADA.
  • Maintains complete and accurate records of leave and accommodation requests in accordance with specified legal requirements and documentation of best practices.
  • Preserves confidentiality of employee medical documentation and files.
  • Maintains knowledge of all applicable leave and accommodation laws including the FMLA, ADA, and state and local laws.
  • Communication leader to client organization regarding employee LOA status.
  • Manage day-to-day leave programs (FMLA, Paid Family Leave, STD, and LTD plans)
  • Coordinate Leave of Absence (FML, PFL, disability, and ADA) requests and liaise with third-party vendors on the administration.
  • Advises managers and teammates on leave eligibility, including how PTO, FMLA, STD, and Paid Family leave work together.
  • Oversees the return-to-work process for employees returning from extended FMLA, workers compensation, or other leave(s).
  • Administers other company time-off programs as assigned in accordance with internal policy and applicable laws.
  • Maintains complete and accurate records of leave and accommodation requests in accordance with specified legal requirements and documentation of best practices.
  • Point of contact for all client employees' LOA cases, questions, and requests.
  • Manages LOA file: Drafts, edits, and sends letters, notices, and other paperwork to employees on a leave of absence. Monitors employee status and communication during LOA.
  • Coordinates LOA information with managers and insurance carriers and state carriers to ensure that employees are tracked appropriately.
  • Stays current with multiple state COVID-19 requirements to ensure proper interpretation and application related to FMLA, PFL, ADA, pay, and documentation.
  • Participate in professional development sessions or seminars.
  • Perform all other duties as assigned or required.

Knowledge, Skills, Abilities

  • Demonstrated leave experience working in multiple states.
  • Strong computer skills and adaptability required.
  • Ability to communicate clearly and empathetically.
  • Collaborative skills with all levels of the organization.
  • Organization and time management skills.
  • Curiosity, analytical skills, professionalism and credibility.
  • Computer & math skills are required (especially MS Excel & Word).
  • Familiarity with a variety of payroll/HRIS systems

Minimum Qualifications

  • Bachelor's degree.
  • Strong working knowledge of Federal and State Leave of Absence Laws.
  • Minimum of 5 years of multiple state leave experience.
  • Professional HR Certification or Leave Certification is strongly preferred (PHR or SPHR).
  • Bilingual in Spanish is desired.

Success Factors

  • Possess a keen sense of ethics when it comes to confidential information or sensitive situations.
  • Ability to develop rapport with clients and be seen as the "go-to" resource for Leave Management issues.

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