Sample Job Description: Leave Program Specialist (a Job Worth its Weight in Documentation)

Job descriptions are the glue that holds together organizational hierarchy and work processes. When they are well-written, job descriptions create tangible objectives and signify accountability.

To keep their companies in compliance with federal and state employment laws, human resources professionals need to be certain that the essential functions of every job are clearly documented. When defending decisions pertaining to an employee whose job the company has terminated following a leave of absence, a list of essential functions — shared with the employee’s health care provider in conjunction with a fitness-for-duty form — could be your best legal defense against complaints filed under the Americans with Disabilities Act and the Family and Medical Leave Act.

The HR department also is responsible for keeping its own house clean. That is, HR does not want to be caught like a cobbler whose children have no shoes if the U.S. Department of Labor comes knocking to investigate a leave situation gone awry.

The following sample job description provides an overview of the range of responsibilities that could pertain to the function of a leave program specialist. The existence of such a role could help your company manage the complexity of FMLA, ADA and short-term and long-term disability administration.

Job Description — Leave Program Specialist

Department: Human Resources
Reports to: Manager, Employee Relations

Coordinates the support for all leave of absence cases and workers’ compensation claims. Effectively coordinates all cases/claims to include general administration, comprehensive case management and program compliance with the Family and Medical Leave Act and all related employment laws. Performs exemplary customer service and assistance to associates, executives and HR business partners.

• Serves as the subject matter expert for the leave and workers’ compensation programs in alignment and under the general direction and guidance of HR leadership and the legal department.
• Interprets and administers leave programs and policies in accordance with the applicable federal and state employment laws (FMLA, ADA, USERRA, Pregnancy Discrimination Act, etc.). Ensures that the workers’ compensation program is managed in accordance with applicable OSHA and workers’ compensation laws.
• Administers all aspects of leave and workers’ compensation programs. Provides extensive case management and coordinates administrative aspects of the cases and claims. Conducts/coordinates investigations into all reported workers’ compensation claims.
• Independently approves and/or denies leave cases based on relevant medical information. Coordinates and organizes all medical information and ensures that HIPAA and Employee Privacy guidelines are closely monitored and effectively executed. Ensures that all reportable workers’ compensation claims are submitted to the company’s vendor within 48 business hours from the date of the incident.
• Manages all administrative aspects of leave and workers’ compensation claims to include tracking hours used/taken and working closely with the HR Service Center and Payroll to ensure that pay for associates is accurate and correct.
• Works closely with associates to ensure that all relevant completed medical documentation is submitted for timely review. Maintains appropriate contact with all associates on leave and coordinates all aspects of return to work for associates on leave.
• Conducts Tier I investigations of alleged fraudulent activity of all leave cases and workers’ compensation claims. Works closely with the employee relations team to identify, research and resolve matters.
• Produces and manages reporting metrics and analytics for all leave cases and workers’ compensation claims. Presents reports as requested.
• Responds to all 911 calls made from the corporate location. Conducts investigations regarding incidents, interviews relevant parties and coordinates medical treatment/care as needed.
• Partners closely with all HR business partners on all leave cases and workers’ compensation claims. Meets regularly with HRBPs to review claims’ status and develops strategies for resolution.
• Manages STD/LTD programs and vendor relationships. Ensures that STD claims are coordinated with FMLA or general medical cases.
• Partners closely with HRBPs on all related cases/claims. Meets regularly to review the status of cases/claims and develops legally sound strategies for a mutually beneficial resolution.
• Assists in the creation and facilitation of leave administration and workers’ compensation training programs
• Performs all other duties as assigned or required.

Job Requirements

Education:
An associate’s degree in business administration, human resources or related field

Work Experience Level

• two years of experience in Human Resources
• two years of experience in managing leave cases (FMLA, STD) and workers’ compensation claims
• two years of experience in handling employee relations cases

• ability to analyze information and convert related activities into a comprehensive work plan
• ability to communicate and make recommendations to upper management
• ability to identify basic problems and procedural irregularities, collect data, establish facts and draw valid conclusions
• ability to multi-task and drive multiple projects
• ability to work independently in a fast-paced environment with changing priorities
• demonstrated ability to deal with confidential information
• demonstrated problem solving, time management and priority setting skills