The Leave Administrator will oversee and administer leaves of absence, ensuring compliance with federal, state, and local laws, including Family and Medical Leave (FMLA), Washington Paid Family and Medical Leave (WA PFML), and Oregon Family Leave Act (OFLA). The Leave Administrator will also assist HR Business Partners with worker’s compensation claims and ADA accommodations.
Essential Job Functions:
- Manage the leave administration process from employees’ initial notice of the need for leave to the employee’s return to work. Gather and ensure completion of required paperwork, including medical certifications, determine leave eligibility, designate or deny leaves as appropriate, recertify leaves, and track and account for leave time used.
- Provide appropriate and required leave information to employees, verbally and in writing. Advise employees on the interaction of leave laws with paid time off, worker’s compensation, and short-term and long-term disability benefits.
- Maintain complete and accurate records of leaves and related information. Preserve confidentiality of employee medical documentation and files.
- Manage workflow to ensure all leave transactions are processed accurately and timely, including reporting hours each pay period, tracking leave time, and notifying employees of expirations and need for recertification.
- Ensure HRIS and other system data is current; partner with HRIS and Payroll teams to create reports and update leave types and related information.
- Maintain reasonable communication with employees on leave to facilitate smooth and timely return to work; keep managers up-to-date about employee leaves, changes, and work restrictions.
- Evaluate, ensure compliance with, and provide consultation on compliance on leave-related issues (FMLA, ADA, WA PFML, OFLA, etc.). Escalate concerns as appropriate.
- Coordinate with HR Business Partners regarding intermittent and reduced-schedule leave usage, opportunities for ADA or other accommodations, medical second opinions, and communications with employees and managers.
- Keep abreast of applicable federal, state, and local leave and related laws including FMLA, WA PFML, OFLA, and paid sick leave.
- Draft and/or recommend revisions to company leave policies and documents to ensure compliance with federal, state, and local laws and regulations.
- All other duties as assigned.
All employees are responsible for internal controls in the performance of their assigned duties. Internal Control responsibilities are established in various policies, procedures, and documents, including the Code of Conduct.
- High school diploma or equivalent
- 2+ years’ experience administering federal and state (WA and OR) leaves of absence; working knowledge of best practices for leaves of absence
- Extensive knowledge of FMLA and state and local leave regulations and protections, preferably in WA and OR, and other applicable laws
- Excellent organizational and time management skills, as well as attention to detail
- High degree of professionalism with ability to deal sensitively with confidential material
- Strong interpersonal skills
- Decision-making, problem-solving, and analytical skills
- Strong organizational, multi-tasking, and prioritizing skills
- Strong Microsoft Office skills; experience working with HRIS (Workday preferred)
- Ability to build relationships with and confidence among leaders and employees by being a subject matter expert and delivering consistent results.
- Demonstrated ability to identify and anticipate client needs, convey appropriate options, and make recommendations for implementation
- Understanding of employee health and welfare benefit plan structures
- Excellent English-language written and verbal communication skills
- Completion of specialized certification or training on FMLA/leave administration a plus
Physical and Mental Requirements:
- Ability to sit at a computer monitor for extended periods of time
- Ability to perform repetitive finger, hand, and arm movements
- Ability to lift up to 15lbs.
- Ability to effectively discern information and formulate appropriate action
- Ability to reach, squat, bend, and manually manipulate standard office equipment
- Ability to drive to various locations
- Ability to think critically and provide appropriate solutions
Values and Behaviors:
- Build enduring RELATIONSHIPS with clients and each other.
- Drive INNOVATION that simplifies life and work.
- Seek continuous GROWTH in your personal and professional development.
- Commit with HEART to serve others.
- Extend TRUST in order to receive it.