FMLA Leave Specialist

Sheakley; Oregon; Hybrid; USD 55,000 - 75,000; Full time

Job summary

The FMLA/Leave Specialist manages the full lifecycle of employee leave requests under FMLA, from initial intake through return-to-work. This role ensures compliance with regulations, coordinates communication between employees and clients, and maintains accurate, confidential records.

The specialist provides guidance on leave eligibility, gathers required documentation, tracks leave usage, and supports a smooth and timely return-to-work process while delivering strong customer service in a

Qualifications

• Ability to handle sensitive information and maintain a high level of confidentiality.
• Excellent customer service and communication skills.
• Proficient in Microsoft Office (Word, Outlook, Excel).
• Organized, detail-oriented and able to multi-task.

Responsibilities

• Communicates with clients and their employees regarding their needs for leave and/or modified work schedules.
• Handles the FMLA leave administration process from the client employees' initial notice of the need for leave to the return to work.
• Gathers required paperwork and designates leave as FMLA-qualifying; requests medical certification as needed.
• Tracks intermittent and reduced schedule leave use and maintains records.
• Maintains confidential records and communicates between employees and clients during leave.
• Oversees the return-to-work process for employees returning from extended FMLA.
• Maintains complete and accurate records of leave requests; keeps system notes updated.
• Keeps knowledge of FMLA regulations and meets deadlines; works independently or in a team.

Skills

Customer service

Communication

Microsoft Office

Organizational skills

Attention to detail

Multi-tasking

Confidentiality

Problem solving

Teamwork

Analytical skills

FMLA knowledge

Education

High School diploma or equivalent

Job description

Job Summary

The FMLA/Leave Specialist manages the full lifecycle of employee leave requests under FMLA, from initial intake through return-to-work. This role ensures compliance with regulations, coordinates communication between employees and clients, and maintains accurate, confidential records. The specialist provides guidance on leave eligibility, gathers required documentation, tracks leave usage, and supports a smooth and timely return-to-work process while delivering strong customer service in a fast-paced environment.

Principal Duties & Responsibilities

• Communicates with clients and their employees regarding their needs for leave and/or modified work schedules.


• Ensures that employees are aware of their responsibilities and of any documentation and notice required to qualify for and to take leave.


• Handles the FMLA leave administration process from the client employees' initial notice of the need for leave to the return to work. This includes gathering required paperwork, designating leave as FMLA-qualifying, requesting medical certification as needed, and tracking intermittent and reduced schedule leave use.


• Maintains reasonable communication with clients and client employees on leave to facilitate smooth and timely return to work; relays communication between employees and the client during leave within reason.


• Oversees the return-to-work process for employees returning from extended FMLA.


• Maintains complete and accurate records of leave requests, keeping system notes updated.


• Preserves confidentiality of client employee medical documentation and files.


• Maintains knowledge of FMLA regulations.


• Able to meet deadlines, work independently as well as in a team environment.


• Performs other related duties as assigned.

Qualifications

• Ability to handle sensitive information and maintain a high level of confidentiality.


• Outgoing personality, self-motivated and self-disciplined.


• Proficient in Microsoft Office (Word, Outlook, Excel).


• Excellent customer service and communication skills.


• Organized, attention to detail, flexibility and strong ability to multi-task.


• Ability to work in a fast paced environment individually or as a team.


• Excellent analytical and problem-solving skills.


• Effectively work with others to build consensus and rapport.

Education and Experience

• Knowledge and skills at a level normally acquired through the completion of a High School education or equivalent experience.


• 2 years of HR experience preferred.


• Completion of specialized certification or training on FMLA/leave administration a plus.

Physical Demands

• Ability to sit for prolonged periods of time.


• Ability to lift and move 25 lbs.

This job description is not intended to be all inclusive and the employee will also perform other reasonably related business duties as assigned by the immediate supervisor and other management as required.