HR Leave Records Administrator - Department of Safety

Job Responsibilities: Will Include: Utilization of LeaveSource and Qcera systems to ensure accurate and timely entry of leave information, conduct data quality audits, and proactively identify and correct discrepancies. Managing a high-volume caseload of approximately 160–200+ employee leave cases, including Family and Medical Leave Act (FMLA), disability, and other applicable leave programs, while ensuring compliance with federal and state regulations and City policies. Reviewing medical certifications, determine employee eligibility, and independently approve or deny leave requests in accordance with established guidelines and applicable laws. Communicating with employees throughout the leave process, providing guidance on required documentation, eligibility, deadlines, and return-to-work expectations. Coordinating with employees, supervisors, Human Resources, and other stakeholders to support leave administration, return-to-work processes, and accurate, timely payroll processing. Maintaining accurate, thorough, and confidential case records while ensuring compliance with medical privacy requirements and employee confidentiality standards. Evaluating complex leave situations, exercise sound judgment, and develop appropriate solutions in compliance with FMLA and other applicable regulations. Monitoring case activity, deadlines, and required actions to ensure timely processing and resolution of leave requests. Assisting in developing and delivering training and educational resources related to leave policies and procedures while providing clear, professional communication to employees, leadership, and internal and external stakeholders. Performing other duties as assigned. Our Ideal Candidate Will Have: Experience entering data into a cloud-based leave management system tracking both absences and payroll data. Strong understanding of FMLA, the Americans with Disabilities Act (ADA), and applicable leave regulations, including employer responsibilities, compliance requirements, and practical application. Experience administering FMLA and other employee leave programs, preferably utilizing a cloud-based leave management system. Demonstrated ability to manage a high-volume caseload, prioritize competing demands, meet critical deadlines, and maintain accurate records in a fast-paced environment. Excellent interpersonal, verbal, and written communication skills, with the ability to navigate sensitive conversations, actively listen, resolve concerns, and provide respectful, supportive service. Ability to independently assess complex situations, interpret policies and regulations, exercise sound judgment, and identify appropriate solutions. Strong computer skills, including proficiency in Microsoft Office applications such as Outlook, Word, and Excel, with the ability to efficiently navigate electronic case management systems. Ability to maintain accurate documentation, identify discrepancies, and appropriately handle sensitive employee and medical information. Strong teamwork skills with the ability to build positive working relationships, adapt to changing priorities, and contribute effectively in a dynamic, deadline-driven environment. Below are the minimum requirements used to determine eligibility for this position:

Education: Graduate from high school or possession of a GED, HiSET or TASC Certificate

Experience: Two (2) years experience in a leave administration environment

License/Certifications: None