Leave Specialist

Description

The City of Glendale's Human Resources & Risk Management Department strategically partners with all City departments, offering critical support in Recruitment, Compensation, Employee Relations, Employee Development, Risk Management, and Benefits. Our mission is to apply the values of Community, Integrity, Excellence, Innovation, and Learning to deliver excellent service and foster an inclusive, safe environment for all employees, customers, and citizens, characterized by open communication, accountability, trust, and mutual respect.

The Leave Specialist is responsible for administering employee leave programs and ensuring compliance with federal, state, and local leave laws, organizational policies, and regulatory requirements. This role serves as the primary resource for employees, managers, and Human Resources Business Partners regarding leave processes, eligibility, and status while delivering a responsive and supportive employee experience. Key responsibilities include administering a variety of leave programs, including Family and Medical Leave Act (FMLA), military leave, civic duty leave, disability-related leave, and other state- and local-mandated leave programs; determining eligibility and reviewing supporting documentation; issuing required notices and maintaining accurate leave records within the HRIS; coordinating leave administration with payroll, benefits, and other HR functions; and ensuring compliance with applicable laws and policies. The Leave Specialist also prepares and analyzes leave-related reports, conducts audits to ensure data integrity and compliance, provides training and guidance to employees and managers, recommends process improvements, and stays current on evolving leave laws and best practices.

Essential Functions

• Administers a variety of leave programs, including medical leave, military leave, and civic duty leave. Track and monitor employee leave usage, providing guidance and information regarding eligibility, status, and related topics.
• Ensures compliance with the Family and Medical Leave Act (FMLA), the Americans with Disabilities Act (ADA) and other applicable federal, state, and local leave laws.
• Determines employee eligibility, issues timely notifications, enters accurate data into the leave system, and coordinates FMLA with concurrent paid time off, short-term, and long-term disability. Partners with Payroll to ensure accurate pay during leave periods.
• Serves as a primary point of contact for employees, departments, and HR Business Partners regarding leave status updates, including approvals, extensions, and expirations. Interpret leave policies and applicable laws to ensure consistent application across the organization.
• Makes necessary corrections and updates in the HRIS to maintain accurate and current leave records. Conducts periodic audits of leave records to ensure compliance and accuracy. Maintains the confidentiality of employee medical information and other sensitive records in accordance with applicable laws and organizational policies.
• Prepares and analyzes leave reports for management and HR leadership to identify trends, support decision-making, and ensure compliance.
• Provides training and informational support to managers and employees regarding leave programs, policies, and HRIS tools. Serve as a resource on best practices for managing employee leave.
• Recommends process improvements and system enhancements to streamline leave tracking, reporting, and overall efficiency.
• Stays current on changes in federal, state, and local leave laws, ensuring organizational compliance and readiness for audits or regulatory inquiries.
• Assists with benefits open enrollment, benefits fair, and wellness programs, as assigned.
• Assists with surveys, statistical reporting, public records/subpoena requests.
• Regular on-site attendance is an essential function of this position to support collaboration, confidential file management, and in-person employee consultations.
• Performs other related duties as assigned.

Minimum Qualifications/Special Requirements/Success Factors

Associate Degree in Human Resources or related field and three years of paraprofessional human resources experience in Leave Administration, including FMLA and related leave programs.

Any equivalent combination of education, training and experience that provides the required knowledge, skills and abilities is qualifying. One year of relevant experience may be substituted for each year of required education.

Knowledge of:

• Principles and practices of human resources administration, with emphasis on leave management
• Research and data analysis methods used to interpret information and prepare reports
  HRIS systems and data management practices, including maintaining accurate employee records and conducting audits
• Applicable federal, state, and local employment laws, regulations, and compliance requirements

Skill in:

• Applying human resources to interpret policies, resolve leave related issues, and ensure consistent application of procedures
• Working with HRIS systems and other tools to enter, maintain, and retrieve accurate employee leave data
• Analyzing, compiling, and preparing accurate reports and summaries of leave data

Ability to

• Administer employee leave programs, including responding to inquiries related to FLMA, ADA, and other leave types
• Interpret and explain complex policies, procedures, and legal requirements in a clear and supportive manner
• Communicate clearly and effectively, both verbally and in writing, with employees, managers, HR Staff, and external partners
• Establish and maintain effective working relationships with employees, leadership, and external stakeholders
• Manage multiple priorities, deadlines, and sensitive requests in a high-volume, detail-oriented environment

Physical Requirements/Working Conditions

Office setting. Regular, reliable, and predictable in-person attendance is required.

Benefit information is outlined here: https://www.glendaleaz.gov/Your-Government/Connect/Departments/Human-Resources-Risk-Management/Benefits