Leave of Absence Specialist

About the role

The purpose of this role is to administer the company's leave of absence (LOA) programs, ensuring compliant, accurate, and timely administration of employee leaves in accordance with federal, state, local law and company policy.

Position is based in Sacramento, CA (3500 American River Drive, Sacramento, CA 95864). Work involves typical office duties with occasional job site visits requiring walking on uneven ground, exposure to extreme temperatures, dust, fumes, and loud noise; reasonable accommodations may be made for individuals with disabilities.

Responsibilities

• Administer day-to-day leave of absence programs, exercising independent judgment to evaluate leave and accommodation requests against applicable federal, state, and company policy to determine eligibility, designation, and appropriate case handling.
• Serve as primary point of contact for policy and program inquiries from employees, managers, and HR Managers via email, phone, and Microsoft Teams, using discretion to resolve questions outside standard guidance and escalating complex matters as appropriate.
• Ensure proper administration of leave and time off programs consistent with applicable federal, state, local laws and company policy, including independently resolving situations involving overlapping or conflicting leave entitlements (e.g., FMLA, CFRA, PDL, workers’ compensation).
• Manage the active leave of absence process, including record retention, the interactive process, and return-to-work, exercising judgment in recommending reasonable accommodations.
• Work with Payroll and insurance carriers to ensure proper pay during Short-Term Disability (STD) and Long-Term Disability (LTD), and coordinate with Risk Management on cases involving concurrent workers’ compensation leave.
• Work with HR Managers regarding ADA/FEHA accommodation in their respective departments, exercising independent judgment in evaluating and recommending accommodation solutions.
• Serve as primary point of contact for third‑party leave administrators and vendors, monitoring service delivery and resolving escalated or complex cases.
• Develop and maintain standard operating procedures and leave policy documentation; deliver periodic training and communications to managers and HR Managers on leave and accommodation obligations.
• Conduct routine audits of leave records and data to ensure accuracy, compliance, and audit‑readiness; prepare leave‑related reporting and metrics for HR leadership as needed.

Requirements

• Bachelor’s Degree in Business Administration or related field, or an equivalent combination of training, education, and experience.
• Minimum 2‑5 years of experience administering leave of absence programs, or an equivalent combination of training and related experience.
• Successful completion of pre‑employment drug, alcohol, and background investigation.
• Ability to preserve confidential and proprietary information.
• Experience with HRIS or Payroll systems (UKG or Vista a plus).
• Working knowledge of leave of absence and reasonable accommodation processes.
• General understanding of HR policies, practices, laws and regulations.
• Knowledge of HIPAA, ERISA, FMLA, ADA, CFRA, and related leave and disability law.
• Ability to use customer service and a positive approach to resolve employee leave issues; strong focus on customer satisfaction.
• Ability to establish and maintain effective working relationships with third‑party administrators, vendors, and internal departments.

Qualifications

• Professional HR certification such as PHR, CEBS, or CBP preferred.

Skills

• Building relationships, listening, initiative, dependability, judgment/decision making.
• Proficiency in Microsoft Office and HRIS/database programs pertaining to leave of absence administration.
• Demonstrated sound judgment and ability to make decisions in a timely manner.
• Strong verbal and written communication skills.
• Ability to prioritize and manage multiple assignments and