Leave Administration Specialist

Pay Grade: Specialist 8

The Leave Administration Specialist administers the College’s Family and Medical Leave and Paid Parental Leave programs and processes employee status changes in the human resources information system. The position ensures that employee records and leave-related actions are processed accurately, consistently, and in accordance with applicable laws, regulations, policies, and established deadlines.To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described.

*Administers Family and Medical Leave for eligible faculty and staff in accordance with federal requirements and College policies

*Administers the College’s Paid Parental Leave program in accordance with applicable state requirements and College policies

*Reviews leave requests and supporting documentation to determine employee eligibility and available leave benefits

*Communicates leave eligibility, documentation requirements, available benefits, approval or denial decisions, and employee responsibilities to employees and supervisors

*Maintains accurate records of leave usage, eligibility periods, required notices, certifications, and return-to-work information

*Monitors active leave cases and follows up with employees and supervisors to obtain required documentation, address changes in leave status, and support timely return-to-work coordination

*Coordinates with Benefits, Payroll, and other Human Resources staff regarding the effect of approved leave on employee pay, benefits, leave balances, and employment status

Processes employee actions and status changes in the human resources information system, including changes in employment status, job title, pay, budget code, department, funding, and other employee information

Coordinates with Payroll, Talent Management, Compensation, Budget to resolve discrepancies and ensure that employee changes are processed by established deadlines

Processes approved annual salary changes, faculty rank changes, and other mass employee updates as assigned

Reviews and reconciles employee actions to identify errors, incomplete transactions, or inconsistencies requiring correction

Researches employee records and transaction history to respond to questions and resolve leave, pay, position, and employment-status issues

Generates and reviews reports related to employee leave, personnel actions, status changes, and other assigned functions

Maintains confidential employee records and documentation in accordance with legal requirements, College policy, and established records-retention practices

Provides information and guidance to employees, supervisors, and departmental representatives regarding leave programs, employee status changes, required documentation, and applicable processes

Identifies opportunities to improve the accuracy, efficiency, and consistency of leave administration and employee-status processes

Knowledge, Skills & Abilities:

Knowledge of federal and state leave requirements, including the Family and Medical Leave Act and applicable Paid Parental Leave requirements

Knowledge of human resources policies, procedures, records practices, and employee personnel actions

Ability to interpret and apply laws, regulations, policies, and established procedures to individual employee circumstances

Ability to review documentation and make accurate leave eligibility and administrative determinations

Ability to process and maintain detailed employee information with a high degree of accuracy

Ability to identify discrepancies, research employee records, and resolve data or transaction issues

Ability to manage confidential and sensitive employee information

Strong organizational, time-management, and case-management skills

Ability to manage multiple cases, transactions, and deadlines in a fast-paced environment

Excellent written and verbal communication skills

Strong interpersonal and customer service skills, including the ability to communicate complex or sensitive information clearly and tactfully

Ability to collaborate effectively with employees, supervisors, Payroll, Human Resources staff, and representatives from other College departments

Proficiency with Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, and Teams

Ability to work independently within established policies and procedures and seek guidance when circumstances require interpretation or escalation

Minimum Requirements

Associate degree in human resources, business administration, public administration, or a related field

Four years of human resources experience administering employee leave, personnel actions, payroll, or related employee processes

Or an equivalent combination of education and experience

Preferred Qualifications

Bachelor’s degree in human resources, business administration, public administration, or a related field

Experience working in a public-sector, state agency, or higher-education environment

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