Description
The Leave Administrator is responsible for administering and supporting state and local leave programs for a geographically dispersed field workforce. This role ensures compliance with a complex and evolving landscape of state mandated leaves while delivering timely, practical support to field employees, supervisors, HR Business Partners, and operations leaders.
The position is essential to operational continuity, serving as the subject matter resource for state leave requirements and ensuring accurate coordination across leave vendors, payroll, and internal stakeholders.
Core Focus: State & Local Leave Administration
This role is deeply specialized in state and local leave programs, including but not limited to:
- Paid Family and Medical Leave (PFML / PFL)
- State disability programs (e.g., TDI, STD coordination)
- Paid sick and safe time laws
- State pregnancy, bonding, caregiving, and military family leaves
- State specific job protection and reinstatement requirements
- State interaction with federal FMLA and company sponsored leaves
Key Responsibilities
State Leave Case Management & Compliance
- Administer and track state and local leave requests across multiple jurisdictions, ensuring accurate application of eligibility, duration, wage replacement, job protection, and notice requirements.
- Analyze leave requests to determine how state leave interacts with FMLA, ADA, Workers’ Compensation, paid sick time, and company policies, particularly in complex or overlapping scenarios.
- Maintain up to date working knowledge of state leave laws and flag changes that may impact field operations, payroll, or employee communications.
Field Centered Support & Communication
- Act as a primary point of contact for field employees and supervisors navigating state leave requirements, translating complex legal rules into clear, actionable guidance.
- Partner with field HR Business Partners to ensure consistent interpretation and application of state leave policies across regions and operating companies.
- Proactively communicate timelines, employee obligations, documentation requirements, and return to work expectations in a way that supports operational planning.
Vendor, Payroll & System Coordination
- Coordinate closely with third?party leave vendors to ensure accurate state leave determinations, timely wage replacement tracking, and proper documentation.
- Work with payroll and timekeeping teams to ensure state leave pay, offsets, and job codes are handled correctly for field employees.
- Monitor vendor cases for timeliness, accuracy, and aging; follow up on missing or delayed determinations that could disrupt field operations.
Risk Mitigation & Quality Control
- Identify potential compliance risks related to missed notices, incorrect state entitlements, delayed determinations, or inconsistent practices across states.
- Support audits, legal inquiries, and internal reviews related to state leave administration.
- Ensure confidential and precise recordkeeping in HRIS and leave management systems.
Process Improvement & Reporting
- Contribute to the development of state specific job aids, field friendly guides, and supervisory tools to improve first contact resolution.
- Track patterns and recurring state leave issues to inform process improvements and training needs.
- Assist with reporting on state leave volume, complexity, and trends to support leadership visibility and resource planning.
Qualifications
Education & Experience
- Associate’s or Bachelor’s degree in Human Resources, Business Administration, or a related field preferred.
- 3–5 years of experience in leave administration, HR operations, or benefits with direct, hands on responsibility for state and local leave programs.
- Experience supporting a large, multi state, field based workforce strongly preferred.
Required Knowledge & Skills
- Strong working knowledge of paid family/medical leave, state disability programs, and state mandated sick leave laws.
- Demonstrated ability to manage high volume, multi jurisdictional leave cases with competing deadlines.
- Ability to explain complex legal requirements clearly to non-HR stakeholders in operations.
- High attention to detail, documentation accuracy, and compliance discipline.
- Proficiency with HRIS, leave management platforms, and Excel.
Key Competencies
- Compliance driven with practical business judgment
- Strong organizational and prioritization skills
- Service oriented with confidence working directly with field leaders
- Ability to work independently within defined frameworks and escalate appropriately
Work Environment & Expectations
- Hybrid role supporting employees and leaders across multiple time zones.
- High volume periods expected during peak leave activity or regulatory changes.
- Requires responsiveness to operationally urgent leave situations impacting field staffing.
Benefits
We offer a competitive range of benefits to support our employees’ health, well-being, and financial security. Medical, dental, and vision benefits are available to all eligible employees on the first day of employment. For more information on the benefits available for this role, please contact the recruiter or hiring manager.
Individuals with a disability who desire a reasonable accommodation can contact the ADA Coordinator by calling 1-833-222-3066. We partner with the Department of Homeland Security/U.S. Customs and Immigration Service to e-Verify all newly hired employees.
An Equal Opportunity Employer.
Please note:- All job offers are subject to pre-employment drug screening and a background check.
- Unless otherwise noted, we do not sponsor employees for work authorization in the U.S. for this position.
Notice to Agencies: We only accept resumes from recruiters, employment agencies, or staffing services if a Service Agreement has been signed and we have requested recruitment/staffing services for the specific position. Any unsolicited resumes will become the property of the company, and no fees or compensation will be paid to the recruiter, employment agency, or staffing service.