Position: Leave & Time Off Specialist
Position Location: Remote - work virtually from anywhere in the United States
Job SummaryThe Leave & Time Off Specialist is responsible for the end-to-end administration of employee leave, workplace accommodation, and time off programs for a geographically dispersed workforce across the United States. This role serves as the primary subject matter resource for employees and managers navigating leave and accommodation requests and ensures each case is managed accurately, timely, consistently, and with appropriate sensitivity.
The Specialist independently manages complex leave and accommodation cases involving federal, state, and local requirements; coordinates with employees, managers, HR, Payroll, Benefits, and other stakeholders; and maintains accurate documentation throughout the employee leave lifecycle.
This position requires strong judgment, attention to detail, confidentiality, and the ability to evaluate overlapping leave and accommodation requirements in a multi-state environment.
The Leave & Time Off Specialist receives limited direction on day-to-day work and general instruction on new projects, tasks or assignments. Will execute and assist team leadership on projects, tasks or assignments of complex scope. Will work independently or under limited supervision.
The Specialist will communicate and operate in line with organizational goals and values, as well as departmental objectives.
Essential FunctionsLeave Administration (40%)- Independently 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 leave programs.
- Evaluate leave eligibility and determine applicable federal, state, local, and company leave protections.
- Manage required notices, certifications, documentation, deadlines, extensions, recertifications, return-to-work requirements, and case closure.
- Identify and appropriately administer situations involving concurrent or overlapping leave entitlements.
- Maintain regular, clear communication 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 proactively follow up on approaching exhaustion dates, missing documentation, expected returns, and other required actions.
ADA & Workplace Accommodations (25%) - Administer employee accommodation requests and facilitate the interactive process in partnership with HR leadership and Employee Relations as appropriate.
- Recognize when an employee communication or situation may trigger the need to evaluate reasonable accommodation, even when a formal request has not been submitted.
- Obtain and evaluate appropriate supporting documentation while maintaining required confidentiality.
- Partner with employees and managers to understand job requirements, functional limitations, essential functions, and potential accommodation.
- Research potential accommodation solutions and coordinate implementation of approved accommodations.
- Maintain accurate accommodation documentation and conduct follow-up reviews where appropriate.
- Escalate complex, high-risk, or potentially adverse accommodation decisions to HR leadership and/or Legal.
Time Off Administration (20%) - Serve as the subject matter resource for PTO, sick leave, and other company time off programs.
- Administer and monitor state and local paid sick and other statutory time off requirements.
- Research and evaluate time off requirements when employees begin working in new jurisdictions.
- Partner with the HRIS Administrator to ensure time off policies, eligibility rules, accruals, carryover limits, and related configurations are accurately reflected in Rippling.
- Troubleshoot employee and manager time off questions and discrepancies.
- Coordinate corrections affecting accruals or payroll with the appropriate HRIS and Payroll partners.
- Monitor time off utilization and balances and identify potential compliance or configuration issues.
Compliance, Reporting & Case Management (10%) - Maintain complete and accurate leave and accommodation records within Rippling and applicable case management systems.
- Monitor changes to federal, state, and local leave and time off requirements and communicate necessary changes to HR leadership.
- Maintain a centralized leave and accommodation tracker and provide regular reporting on active cases, leave utilization, trends, and upcoming actions.
- Support audits and compliance reviews related to leave, accommodations, and time off.
- Maintain appropriate confidentiality of medical and other sensitive employee information.
Process Improvement & Collaboration (5%) - Identify opportunities to improve and automate leave and time off workflows, employee communications, tracking, and reporting.
- Develop and maintain SOPs, templates, employee resources, manager guidance, and standardized communications.
- Partner with Employee Relations, Benefits, Payroll, HRIS, HRBPs, managers, and Legal to ensure coordinated case management.
- Leverage Rippling, AI, and other technology to improve efficiency while maintaining appropriate human review of employee-specific decisions.
- Adapt to emerging technologies and evolving digital workflows, actively supporting the integration and adoption of innovative tools across the organization.
Completion of Assigned Tasks and Deliverables on Time and on Budget - Performs Other Related Duties as Assigned
Position Requirements (Advanced Level For All The Following Unless Otherwise Noted)- 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.
(Intermediate Level For All The Following Unless Otherwise Noted) - 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, particularly when evaluating requirements 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 with employees, managers, HR partners, and leadership.
- Ability to work independently in a fast-paced, fully remote environment.
Physical DemandsThe following physical demands must be met by the employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is
- Frequently required to remain in a stationary position
- Frequently moving through home office
Travel Requirements - Up to 10%, this may include travel to any or all 50 US states
- Travel is defined as physically leaving home on behalf of business activities including but not limited to client sites, meetings with other employees, meeting for business development purposes, running errands on behalf of the business, attending industry conferences, etc.
Education/Experience- Candidates must meet one of the following qualification pathways:
- Bachelor's degree in human resources, business, or a related field
OR
- A recognized HR certification (e.g., PHR, SPHR, SHRM-CP, SHRM-SCP)
OR
- Two years of human resource experience
PLUS
- Minimum of five years of direct, hands-on leave and accommodation administration experience, preferably supporting a multi-state workforce.
Benefits- Choice of comprehensive medical plans (including two PPO-style plans and a HDHP w/ HSA option).
- Flex spending accounts (FSA).
- Dental and vision plans.
- Comprehensive medical, dental and vision benefits extended to spouse / domestic partner and dependent children up to age 26.
- 401k 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 coverage for employees and their eligible dependents.
- Short and long-term disability, AD&D coverage.
- Professional development opportunities, tuition reimbursement, and professional licensing assistance.
- Paid parental leave after one year of employment.
CO, CA, IL, NY, WA, and Washington DC residents only: In accordance with CO, CA, IL, NY, WA, and Washington DC law, the range provided is QC Servion's reasonable estimate of the base compensation for this role. The actual amount may differ based on non-discriminatory factors such as experience, knowledge, skills, abilities, and location.
The pay range for this role is:
78,750 - 98,438 USD per year (Remote (United States))
