Leave & Time Off Specialist
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Job Description
Leave and accommodation specialist administering multi-state employee programs for QC Servion’s centralized HR services hub. Managing FMLA, ADA accommodations, PTO, compliance, and Rippling workflows.
Responsibilities:
- Administer employee leaves from initial request through return to work, including FMLA, state and local family and medical leave, company-sponsored leaves, parental leave, military leave, bereavement, personal/unpaid leave, and other applicable programs
- Evaluate leave eligibility and applicable federal, state, local, and company protections
- Manage notices, certifications, documentation, deadlines, extensions, recertifications, return-to-work requirements, and case closure
- Administer concurrent or overlapping leave entitlements
- Communicate with employees and managers throughout the leave process
- Coordinate leave status, pay implications, benefits continuation, timekeeping, and return-to-work requirements with Payroll, Benefits, HR, and managers
- Monitor active leaves and follow up on exhaustion dates, missing documentation, expected returns, and required actions
- Administer accommodation requests and facilitate the ADA interactive process
- Evaluate supporting documentation confidentially and coordinate approved accommodation implementation
- Research accommodation solutions and escalate complex, high-risk, or potentially adverse decisions
- Serve as subject matter resource for PTO, sick leave, and company time-off programs
- Administer and monitor state and local paid sick leave and statutory time-off requirements
- Partner with HRIS to maintain accurate Rippling policies, eligibility rules, accruals, and carryover configurations
- Troubleshoot time-off questions and discrepancies and coordinate corrections with HRIS and Payroll
- Maintain leave and accommodation records, trackers, reports, metrics, and compliance documentation
- Monitor regulatory changes and support audits and compliance reviews
- Improve and automate workflows, communications, tracking, and reporting using Rippling, AI, and other technology
- Develop SOPs, templates, employee resources, manager guidance, and standardized communications
- Collaborate with Employee Relations, Benefits, Payroll, HRIS, HRBPs, managers, and Legal
- Complete assigned tasks and deliverables on time and on budget
- Perform other related duties as assigned
Requirements:
- Knowledge and hands-on administration of FMLA and multi-state leave requirements
- Experience independently managing leave cases from initial request through return to work
- Experience administering ADA workplace accommodations and facilitating the interactive process
- Ability to evaluate overlapping federal, state, local, and company leave entitlements
- Experience administering intermittent and continuous leaves and tracking leave usage
- Ability to interpret leave regulations and translate requirements into practical employee and manager guidance
- Experience managing medical certifications, leave documentation, eligibility determinations, deadlines, extensions, return-to-work requirements, and related case documentation
- Strong judgment regarding when leave or accommodation matters require escalation
- Exceptional attention to detail, follow-through, and case-management skills
- Ability to manage a high-volume caseload while maintaining accuracy and timely employee communication
- Ability to handle sensitive medical and employee information with discretion and confidentiality
- Knowledge of PTO, paid sick leave, and state/local time off requirements
- Experience with HRIS and leave-management systems; Rippling experience strongly preferred
- Understanding of the interaction among leave, payroll, benefits, timekeeping, and HRIS processes
- Strong research and analytical skills across multiple jurisdictions
- Ability to build reports, trackers, and leave metrics
- Ability to leverage technology, AI, and automation to improve administrative processes
- Strong written and verbal communication skills
- Ability to work independently in a fast-paced, fully remote environment
- Bachelor’s degree in human resources, business, or a related field OR a recognized HR certification such as PHR, SPHR, SHRM-CP, or SHRM-SCP OR two years of human resource experience
- Minimum of five years of direct, hands-on leave and accommodation administration experience, preferably supporting a multi-state workforce
- Ability to meet stated physical demands, including frequently remaining stationary and moving through a home office
- Willingness to travel up to 10%, potentially to any or all 50 US states
Benefits:
- Choice of comprehensive medical plans, including two PPO-style plans and an HDHP with HSA option
- Flexible spending accounts (FSA)
- Dental and vision plans
- Medical, dental, and vision benefits for spouse/domestic partner and dependent children up to age 26
- 401(k) with company match and self-directed brokerage account option
- PTO, including additional paid time off during the last week of the year
- Company-paid life insurance for employees and eligible dependents
- Short- and long-term disability and AD&D coverage
- Professional development opportunities
- Tuition reimbursement
- Professional licensing assistance
- Paid parental leave after one year of employment
- Remote work from anywhere in the United States
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