Leave Administration Specialist

Wake Technical Community College; Raleigh (NC); On-site; USD 52,000 - 76,000; Full time

Job summary

Wake Technical Community College in Raleigh, NC seeks an experienced Leave Administration Specialist to manage Family and Medical Leave and Paid Parental Leave programs and to process employee status changes in the HRIS. You will ensure accurate records, timely actions, and compliance with federal, state, and college policies while supporting employees and supervisors.

The role requires strong analytical skills, meticulous attention to detail, and the ability to collaborate with Benefits,

Qualifications

• Associate degree in human resources, business administration, public administration, or a related field.
• Four years of human resources experience administering employee leave, personnel actions, payroll, or related employee processes.
• Or an equivalent combination of education and experience.

Responsibilities

• Administers Family and Medical Leave for eligible faculty and staff in accordance with federal requirements and College policies
• Administers the College’s Paid Parental Leave program in accordance with applicable state requirements and College policies
• Reviews leave requests and supporting documentation to determine employee eligibility and available leave benefits
• Communicates leave eligibility, documentation requirements, available benefits, approval or denial decisions, and employee responsibilities to employees and supervisors
• Maintains accurate records of leave usage, eligibility periods, required notices, certifications, and return-to-work information
• Monitors active leave cases and follows up with employees and supervisors to obtain required documentation, address changes in leave status, and support timely return-to-work coordination
• Coordinates with Benefits, Payroll, and other Human Resources staff regarding the effect of approved leave on employee pay, benefits, leave balances, and employment status
• Processes employee actions and status changes in the human resources information system, including changes in employment status, job title, pay, budget code, department, funding, and other employee information
• Coordinates with Payroll, Talent Management, Compensation, Budget to resolve discrepancies and ensure that employee changes are processed by established deadlines
• Processes approved annual salary changes, faculty rank changes, and other mass employee updates as assigned
• Reviews and reconciles employee actions to identify errors, incomplete transactions, or inconsistencies requiring correction
• Researches employee records and transaction history to respond to questions and resolve leave, pay, position, and employment-status issues
• Generates and reviews reports related to employee leave, personnel actions, status changes, and other assigned functions
• Maintains confidential employee records and documentation in accordance with legal requirements, College policy, and established records-retention practices
• Provides information and guidance to employees, supervisors, and departmental representatives regarding leave programs, employee status changes, required documentation, and applicable processes
• Identifies opportunities to improve the accuracy, efficiency, and consistency of leave administration and employee-status processes

Skills

Leave administration

HR records management

Communication skills

Case management

Data accuracy

Microsoft 365

Education

Associate degree in human resources, business administration, public administration, or related field

Bachelor’s degree preferred in related field

Tools

Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams)

Outlook

Excel

Word

PowerPoint

Teams

Job description

Pay Grade: Specialist 8

The Leave Administration Specialist administers the College’s Family and Medical Leave and Paid Parental Leave programs and processes employee status changes in the human resources information system. The position ensures that employee records and leave-related actions are processed accurately, consistently, and in accordance with applicable laws, regulations, policies, and established deadlines. To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described.

• Administers Family and Medical Leave for eligible faculty and staff in accordance with federal requirements and College policies
• Administers the College’s Paid Parental Leave program in accordance with applicable state requirements and College policies
• Reviews leave requests and supporting documentation to determine employee eligibility and available leave benefits
• Communicates leave eligibility, documentation requirements, available benefits, approval or denial decisions, and employee responsibilities to employees and supervisors
• Maintains accurate records of leave usage, eligibility periods, required notices, certifications, and return-to-work information
• Monitors active leave cases and follows up with employees and supervisors to obtain required documentation, address changes in leave status, and support timely return-to-work coordination
• Coordinates with Benefits, Payroll, and other Human Resources staff regarding the effect of approved leave on employee pay, benefits, leave balances, and employment status

Processes employee actions and status changes in the human resources information system, including changes in employment status, job title, pay, budget code, department, funding, and other employee information

Coordinates with Payroll, Talent Management, Compensation, Budget to resolve discrepancies and ensure that employee changes are processed by established deadlines

Processes approved annual salary changes, faculty rank changes, and other mass employee updates as assigned

Reviews and reconciles employee actions to identify errors, incomplete transactions, or inconsistencies requiring correction

Researches employee records and transaction history to respond to questions and resolve leave, pay, position, and employment-status issues

Generates and reviews reports related to employee leave, personnel actions, status changes, and other assigned functions

Maintains confidential employee records and documentation in accordance with legal requirements, College policy, and established records-retention practices

Provides information and guidance to employees, supervisors, and departmental representatives regarding leave programs, employee status changes, required documentation, and applicable processes

Identifies opportunities to improve the accuracy, efficiency, and consistency of leave administration and employee-status processes

Knowledge, Skills & Abilities

• Knowledge of federal and state leave requirements, including the Family and Medical Leave Act and applicable Paid Parental Leave requirements
• Knowledge of human resources policies, procedures, records practices, and employee personnel actions
• Ability to interpret and apply laws, regulations, policies, and established procedures to individual employee circumstances
• Ability to review documentation and make accurate leave eligibility and administrative determinations
• Ability to process and maintain detailed employee information with a high degree of accuracy
• Ability to identify discrepancies, research employee records, and resolve data or transaction issues
• Ability to manage confidential and sensitive employee information
• Strong organizational, time-management, and case-management skills
• Ability to manage multiple cases, transactions, and deadlines in a fast-paced environment
• Excellent written and verbal communication skills
• Strong interpersonal and customer service skills, including the ability to communicate complex or sensitive information clearly and tactfully
• Ability to collaborate effectively with employees, supervisors, Payroll, Human Resources staff, and representatives from other College departments
• Proficiency with Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, and Teams
• Ability to work independently within established policies and procedures and seek guidance when circumstances require interpretation or escalation

Minimum Requirements

• Associate degree in human resources, business administration, public administration, or a related field
• Four years of human resources experience administering employee leave, personnel actions, payroll, or related employee processes
• Or an equivalent combination of education and experience

Preferred Qualifications

• Bachelor’s degree in human resources, business administration, public administration, or a related field
• Experience working in a public-sector, state agency, or higher-education environment

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