Leave Coordinator

Primary Role

The Leave Coordinator administers all areas of the Leave of Absence (LOA) process in accordance with Company policies, Collective Bargaining agreements (CBA), and state and federal regulations. Administer and coordinate LOA programs that include federal and state unpaid leaves, state Paid Family Leave, ADA, Worker’s Comp, Military Leave, Short Term Disability (STD) and Long-Term Disability (LTD). This includes correspondence and timely follow up with management and related vendors, tracking of status of leaves, calculating all payroll in conjunction with State Law, policy, and CBA, providing payroll instructions, conducting payroll and intermittent leave audits, and coordination of efforts between all parties in the LOA process. Other projects/special assignments as requested. The ideal candidate can work out of any of our AW footprint locations.

Key Accountabilities

• Manage all LOA cases for employees while on leaves: STD, LTD, FMLA, Paid Family Leave, and Worker’s Compensation by analyzing CBAs, State Laws, and policies.
• Provide positive, responsive, and complete customer service support to employees, management, and Human Resources Operations related to leave eligibility and inquiries.
• Educate employees and managers on the appropriate leave processes and procedures. Understand and coordinate state regulations with federal regulations, and multiple types of leave.
• Train new Leave Coordinators/Payroll Analyst’s
• Determines eligibility for FMLA and other types of legally protected leave. Escalate cases as appropriate.
• Coordinate with applicable parties, vendors, payroll, benefits, management, HR Operations, etc. to effectively manage the leave process.
• Accurately track and follow up on timing issues around leaves of absence, including deadlines for responses from employees, follow-up correspondence due dates, and expected return to work dates. Facilitate and participate in calls with Legal and HR Operations on complex issues.
• Accurately complete the employer section of any necessary documentation. Accurately file and track all LOA correspondence and records
• Coordinate with Third Party Administrator, Payroll, and employee overpayments related to Social Security Disability approval and Work Comp. Monitor for Waiver of Premium approvals and coordinate with Third Party vendor (TPA).
• Monitor claims for billing of insurance premiums and coordinate with TPA. Audit and reconcile all billing of insurance.
• Provide pay coding guidance for all leave of absences in coordination with policies and CBAs. Update leave of absence status in HRIS.

Key Accountabilities Continued

• Work closely with Payroll and vendors to ensure accurate payments and time entry, including conducting auditing data for accuracy. Review Advice to Pay file bi-weekly and provide payroll Short Term Disability payment amounts.
• Calculate and audit all Paid Family Leave pay including top offs.
• Audit all payroll data for employees’ time on LOA to ensure 100% accuracy, including running absence quota to provide salary continuation to Third Party Administrator.
• Conduct audits for system replication. Monitor necessary updates needed to work schedule while on LOA. Review payroll simulations.
• Audit for adjustments to Paid Time Off when employee returns from LOA, including accrued vacation and annual sick leave
• Attend ongoing training as needed to remain current on leave laws. Recommends policy updates to comply with changing legislation.
• Limit the company's exposure to violations of both state and federal leave laws, working with outside counsel as needed.
• Assist HR Operations with complex leave issues involving abuse of FMLA and other leave types.
• Analyzes and consults with HR Operations and Legal regarding all ADA (American with Disabilities Act) accommodation requests. Assist HR Operations with steps after claim denial.
• Coordinate acquisitions and mergers relative to LOA with TPA and HR Operations.

Knowledge/Skills

• Strong analytical, problem solving, and decision-making skills
• Ability to work independently and manage a workload effectively
• Strong oral and written communication skills
• Ability to handle confidential information with the utmost judgment and discretion
• Proficient with Microsoft office products.
• Demonstrated knowledge of HR benefit practices, policies, and procedures.
• Understanding of HRIS.
• Union experience
• Experience handling multiple jurisdictions/states
• Knowledge of SAP and ADP payroll systems preferred but not required
• Ability to calculate complex payroll related benefits

Experience/Education

• High School Diploma or GED required; Associates degree is a plus.
• Experience working with multiple Unions as well as understanding of various State leave laws
• Requires 5 years LOA experience, with experience in complex issue resolution, or 5 years in a HR Assistant/Specialist/Generalist or Benefits related role.
• Demonstrated ability to communicate effectively with employees at all levels, union officials, and the public.
• Demonstrated analytical and problem-solving skills, including conflict management.
• Workers Compensation experience.
• Experience handling all payroll related items for employees on leave, including complex calculations.

Travel Requirements

• Minimal

Work Environment

• Professional office environment

Competencies