Leave Administrator

Department of Building; New York (NY); Hybrid; USD 70,000 - 90,000; Full time

Job summary

The Department of Building is seeking a Principal Administrative Associate to oversee Leave Administration and related special administrative functions under general supervision. This role requires coordinating all paid and unpaid leave programs, ensuring regulatory compliance, and serving as a key resource to managers and staff.

Responsibilities include reviewing leave actions, handling medical documentation, auditing leave transactions, and generating management reports to inform workforce

Qualifications

• Experience with leave programs and related laws is preferred but not required.
• Strong written and verbal communication skills are essential.
• Ability to review policies and apply them consistently.
• Attention to detail and ability to handle confidential information.

Responsibilities

• Coordinate the administration of all paid and unpaid leave programs (Medical Leave, FMLA, PFL, PPL, Workers' Compensation, Military Leave, and other statutory leave) ensuring compliance with City, State, and Federal regulations.
• Serve as the primary resource for managers and employees by providing guidance on leave policies, eligibility, and applicable laws.
• Review, analyze, and determine appropriate leave actions; prepare and issue leave approvals, denials, extensions, and related correspondence.
• Coordinate with employees, physicians or health care providers, and third-party administrators to obtain and evaluate medical documentation for leave determinations.
• Process, review, and audit leave-related transactions in NYCAPS and the Workers' Compensation System with accuracy and timeliness.
• Monitor leave status, maintain confidential records, generate reports, and analyze data to support workforce planning.

Job description

Under general supervision, with latitude for independent initiative and judgment, performs analytical and specialized administrative functions pertaining to Leave Administration, including, but not limited to, the following:

• Coordinate the administration of all paid and unpaid leave programs, including Medical Leave, FMLA, PFL, PPL, Workers' Compensation, Military Leave, and other statutory leave programs, ensuring compliance with City, State, and Federal regulations.
• Serve as the primary resource for managers and employees by providing guidance on leave policies, eligibility requirements, and applicable laws and regulations.
• Review, analyze, and determine appropriate leave actions based on applicable policies and supporting documentation; prepare and issue leave approval, denial, extension, and absence related correspondence.
• Coordinate with employees, physicians and/or health care providers, and third-party administrators to obtain, review, and evaluate medical documentation necessary for leave determinations and return-to-work clearances.
• Process, review, and audit leave-related transactions in NYCAPS and the Workers' Compensation System (WCS), ensuring accuracy, timeliness, and compliance with established policies and procedures.
• Monitor employee leave status, maintain confidential leave records, generate management reports, and analyze leave data to support workforce planning and operational needs.
• Ensure Agency compliance with the Americans with Disabilities Act (ADA), Family and Medical Leave Act (FMLA), Workers' Compensation Law, Paid Family Leave regulations, collective bargaining agreements, and applicable City personnel policies.
• Review and process Workers' Compensation claims, ensuring statutory deadlines are met and all required documentation is accurate and complete.
• Develop and implement process improvements, maintain internal controls, participate in audits and special projects, and prepare reports and recommendations to support management decision-making.

CIVIL SERVICE STATUS

Only those who are permanent in the Principal Administrative Associate civil service title, applicants who are reachable on the Principal Administrative Associate open competitive list, and applicants as indicated below will be considered.

REMOTE WORK

This position may be eligible for remote work up to 2 days per week, pursuant to the Remote Work Pilot Program.

PRINCIPAL ADMINISTRATIVE ASSOC - 10124

Minimum Qualifications

1. A baccalaureate degree from an accredited college and two years of satisfactory full-time progressively responsible clerical/administrative experience, one year of which must have been in an administrative capacity or supervising staff performing clerical/administrative work of more than moderate difficulty; or
2. An associate degree or 60 semester credits from an accredited college and three years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience described in "1" above; or
3. A four-year high school diploma or its educational equivalent approved by a state’s department of education or a recognized accrediting organization and four years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience as described in "1" above; or
4. Education and/or experience equivalent to "1", "2", or "3" above. However, all candidates must possess the one year of administrative or supervisory experience as described in "1" above. Education above the high school level may be substituted for the general clerical/administrative experience (but not for the one year of administrative or supervisory experience described in "1" above) at a rate of 30 semester credits from an accredited college for 6 months of experience up to a maximum of 3 year.

Preferred Skills

• Knowledge of leave policies and related laws and rules
• Excellent written and verbal communication skills

55a Program

This position is also open to qualified persons with a disability who are eligible for the 55-a Program. Please indicate at the top of your resume and cover letter that you would like to be considered for the position through the 55-a Program.

Public Service Loan Forgiveness

As a prospective employee of the City of New York, you may be eligible for federal loan forgiveness programs and state repayment assistance programs. For more information, please visit the U.S. Department of Education’s website at https://studentaid.gov/pslf/.

Residency Requirement

New York City residency is generally required within 90 days of appointment. However, City Employees in certain titles who have worked for the City for 2 continuous years may also be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland, or Orange County. To determine if the residency requirement applies to you, please discuss with the agency representative at the time of interview.

Additional Information

The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.