Leave of Absence Case Manager

Job Description:

The Leave of Absence Case Manager oversees and administers employee leave requests and accommodations requiring specialized attention for our clients’ employees. You’ll apply your already established skillset and knowledge to administer leave requests arising under FMLA, ADA, state/local laws and short- and long-term disability plans.  You’ll also work in partnership with our clients following all SOPs while providing them and their employees a top-notch service experience.

You’ll be working with various systems to administer employee leave situations. This position works in tandem with internal colleagues across various groups.  The role may also require working with 3rd party providers as needed to support our clients and their employees.

Key Responsibilities:

• Administer the entire leave process from the initial request to the employee's return-to-work, including documentation, eligibility determination, and tracking intermittent or reduced-schedule leave.
• Develop and maintain strong relationships and communication with internal partners, clients, client employees, and third-party vendors.
• Communicate with employees to understand their needs and provide available solutions.
• Ensure employees are informed of their responsibilities and the documentation required to qualify for and take leave.
• Advise on the interaction between leave laws and benefits such as paid-time-off, short-term disability, and long-term disability.
• Facilitate and coordinate all aspects of leave management, including ADA accommodations, for clients and their employees.
• Maintain complete and accurate records of leave and accommodation requests in compliance with legal requirements and best practices.
• Stay current on all applicable leave and accommodation laws, including FMLA, ADA, and relevant state/local laws.
• Ensure leave and accommodation records are up-to-date and accurate by creating and updating standard operating procedures (SOPs).
• Timely update and maintain the LOA (Leave of Absence) Board on Monday.com for real-time leave tracking and communication.
• Adhere to service level agreements (SLAs) by responding to employees and clients within the required timeframes.
• Coordinate with payroll and benefits teams to ensure accurate leave information and tracking.
• Preserve confidentiality of employee medical documentation and files in compliance with HIPAA regulations.
• Collaborate with internal staff on escalations or complex situations when necessary.
• Assist in preparing client and employee correspondence as needed.
• Perform other related duties as assigned.

Requirements

Requirements:

• Comprehensive knowledge of federal and state leave laws, including LOA, STD, and ADA.
• Familiarity with state leave laws in two or more of the following states: CA, NY, NJ, MA, OR, and WA.
• Experience managing high-volume leave cases across multiple states is preferred.
• Proficiency in working with clients, brokers, and third-party vendors.
• Excellent verbal and written communication skills.
• Strong interpersonal, problem-solving, organizational, and customer service skills.
• Meticulous attention to detail.
• Adaptability to change in a growing organization.
• Strong time management skills with a proven ability to meet deadlines.
• Ability to function well in a fast-paced and sometimes stressful environment.
• Proficient with Microsoft Office Suite and other relevant software.
• Experience with document signature systems is preferred.
  

Education and Experience:

• Bachelor’s degree in Human Resources or a related field, or equivalent experience.
• A minimum of three (3) years of experience in leave management is required.
• SHRM-CP, PHR, PHRCa, SPHR, or SHRM-SCP certifications are a plus.
• Experience with multiple benefits/payroll platforms is preferred.
• Completion of specialized training in FMLA/Leave administration is a plus.