HR Leave Records Administrator - Department of Safety

City and County of Denver; Denver (CO); Hybrid; USD 38,000 - 60,000; Full time

Job summary

The City and County of Denver is seeking an HR Leave Records Administrator to manage the records administration of employee leave programs. This role focuses on high-volume data entry, timely processing, and adherence to federal, state, and city policies, delivering excellent service to employees and leadership.

Ideal candidates will have experience with cloud-based leave management systems, strong knowledge of FMLA/ADA, and the ability to handle sensitive information with discretion in a hybrid

Qualifications

• Experience entering data into a cloud-based leave management system.
• Strong understanding of FMLA, ADA, and applicable leave regulations.
• Experience administering FMLA and other employee leave programs.

Responsibilities

• Enter leave data accurately and timely using LeaveSource and Qcera.
• Manage ~160-200+ employee leave cases including FMLA and disability.
• Review medical certifications and approve/deny leave per guidelines and laws.
• Communicate with employees about documentation, eligibility, deadlines, and return-to-work.
• Coordinate with employees, supervisors, HR and stakeholders to support leave administration and payroll.
• Maintain confidential case records and ensure privacy compliance.
• Monitor case activity and deadlines to ensure timely processing.
• Support development and delivery of training on leave policies and procedures.

Skills

Data entry

High-volume caseload

FMLA & leave regulations

Communication skills

MS Office

Education

High school diploma or GED

Tools

LeaveSource

Qcera

Job description

About Our Job

The Department of Safety is seeking a highly organized, detail-oriented, and service-focused HR Leave Records Administrator to support the records administration of employee leave programs.

In this role, you will manage a high-volume caseload data entry of employee leave requests, ensuring timely processing, accurate documentation, and compliance with applicable federal and state laws and City and County of Denver policies. The ideal candidate will demonstrate strong data entry and organizational skills, while providing exceptional customer service to employees and department leadership.

Target Pay Range: $27.89 - $37.00 per hour.

The City and County of Denver offers a hybrid work model, requiring employees to work onsite or in the field at least three days per week, with the flexibility to work remotely from a designated location within Colorado on the remaining days.

Job Responsibilities Will Include:

• Utilization of LeaveSource and Qcera systems to ensure accurate and timely entry of leave information, conduct data quality audits, and proactively identify and correct discrepancies.
• Managing a high-volume caseload of approximately 160-200+ employee leave cases, including Family and Medical Leave Act (FMLA), disability, and other applicable leave programs, while ensuring compliance with federal and state regulations and City policies.
• Reviewing medical certifications, determine employee eligibility, and independently approve or deny leave requests in accordance with established guidelines and applicable laws.
• Communicating with employees throughout the leave process, providing guidance on required documentation, eligibility, deadlines, and return-to-work expectations.
• Coordinating with employees, supervisors, Human Resources, and other stakeholders to support leave administration, return-to-work processes, and accurate, timely payroll processing.
• Maintaining accurate, thorough, and confidential case records while ensuring compliance with medical privacy requirements and employee confidentiality standards.
• Evaluating complex leave situations, exercise sound judgment, and develop appropriate solutions in compliance with FMLA and other applicable regulations.
• Monitoring case activity, deadlines, and required actions to ensure timely processing and resolution of leave requests.
• Assisting in developing and delivering training and educational resources related to leave policies and procedures while providing clear, professional communication to employees, leadership, and internal and external stakeholders.
• Performing other duties as assigned.

Our Ideal Candidate Will Have:

• Experience entering data into a cloud-based leave management system tracking both absences and payroll data.
• Strong understanding of FMLA, the Americans with Disabilities Act (ADA), and applicable leave regulations, including employer responsibilities, compliance requirements, and practical application.
• Experience administering FMLA and other employee leave programs, preferably utilizing a cloud-based leave management system.
• Demonstrated ability to manage a high-volume caseload, prioritize competing demands, meet critical deadlines, and maintain accurate records in a fast-paced environment.
• Excellent interpersonal, verbal, and written communication skills, with the ability to navigate sensitive conversations, actively listen, resolve concerns, and provide respectful, supportive service.
• Ability to independently assess complex situations, interpret policies and regulations, exercise sound judgment, and identify appropriate solutions.
• Strong computer skills, including proficiency in Microsoft Office applications such as Outlook, Word, and Excel, with the ability to efficiently navigate electronic case management systems.
• Ability to maintain accurate documentation, identify discrepancies, and appropriately handle sensitive employee and medical information.
• Strong teamwork skills with the ability to build positive working relationships, adapt to changing priorities, and contribute effectively in a dynamic, deadline-driven environment.

Below are the minimum requirements used to determine eligibility for this position:

• Education: Graduate from high school or possession of a GED, HiSET or TASC Certificate
• Experience: Two (2) years experience in a leave administration environment
• Education/Experience Equivalency: A combination of appropriate education and experience may be substituted for the minimum education and experience requirements
• License/Certifications: None

About Everything Else

Job Profile

CH3011 HR Leave Administration Coordinator

Position Type

Unlimited

Position Salary Range

$27.89 - $43.23

Target Pay

Based on Experience and Education

Agency

Department of Safety

Redeployment during Citywide Emergencies

City and County of Denver e mployees may be re-deployed to work in other capacities in their own