Leave and Benefits Specialist

City of Apple Valley; Apple Valley (MN); On-site; USD 55,000 - 70,000; Full time

Job summary

City of Apple Valley is seeking a Leave & Benefits Specialist to manage employee leave programs and benefits oversight. This role ensures compliance with laws, supports employees through the leave process, and collaborates with vendors such as MetLife to maintain complete documentation.

The position requires strong attention to detail, confidentiality, and excellent communication skills to guide staff and supervisors through complex leave procedures and benefits changes.

Qualifications

• Experience in HR leave administration or benefits coordination preferred.
• Working knowledge of FMLA, PFML, ADA, HIPAA, and related regulations.
• Strong organizational skills and ability to manage multiple employee cases.
• High level of professionalism, discretion, and customer service orientation.

Responsibilities

• Administer all leave programs including FMLA, PFML, ESST, Paid Parental Leave and ADA-related leaves.
• Coordinate with third-party admins (e.g., MetLife) for information requests and timely claims.
• Guide employees and supervisors through leave procedures, timelines, and rights under leave laws.
• Maintain accurate tracking of leave usage, eligibility, and return-to-work dates.
• Ensure PFML compliance and timely communication of notices to employees.
• Assist with benefit inquiries and open enrollment communications.
• Prepare reports for audits, management review or regulatory requirements.
• Develop training materials related to leave programs and benefits.

Skills

HR leave administration

FMLA PFML ADA HIPAA knowledge

Organizational skills

Discretion & customer service

Communication skills

Education

Associate/Bachelor's in HR or related field

Experience equivalent mix of education/experience

Tools

HRIS

Payroll systems

Electronic document management

Job description

The Leave & Benefits Specialist serves as the primary point of contact for employee leave programs and benefit administration. The role ensures compliance with applicable laws and policies, supports employees throughout the leave process, and collaborates with vendors such as MetLife to maintain accurate, timely, and complete documentation. This position requires strong attention to detail, confidentiality, and excellent communication skills.

Leave Administration

• Administer all leave programs including FMLA, PFML, ESST, Paid Parental Leave, ADA accommodation-related leaves, and employer-sponsored disability programs.
• Serve as the liaison with third-party administrators (e.g., MetLife) to provide required employer information, respond to questionnaires, and ensure timely claim processing.
• Guide employees and supervisors through leave procedures, required documentation, timelines, and rights under state/federal leave laws.
• Maintain accurate tracking of leave usage, eligibility, return-to-work dates, and documentation requirements.
• Ensure compliance with state PFML requirements, including communication and notice distribution.

Benefits Administration

• Assist employees with benefit inquiries including health, dental, life, disability, retirement, and supplemental benefits.
• Support open enrollment activities, employee notifications, and benefit communication campaigns.
• Coordinate with benefits brokers and carriers to resolve employee issues.
• Process benefit changes related to qualifying life events, leave status changes, and new hire onboarding.

Compliance & Documentation

• Ensure compliance with federal, state, and local regulations including FMLA, PFML, HIPAA, ADA, PWFA, and other applicable laws.
• Maintain confidential files, documentation, and records in accordance with legal and organizational requirements.
• Assist with policy updates and employee communication surrounding leave and benefit programs.
• Prepare reports and documentation as needed for audits, management review, or regulatory requirements.

Employee Support & Communication

• Provide compassionate, clear guidance to employees navigating leave or benefit-related situations.
• Communicate proactively with employees about missing documentation, timelines, approval/denial updates, and return-to-work expectations.
• Develop and deliver training or informational materials related to leave programs and benefits.

Minimum Qualifications

• Associate’s or Bachelor’s degree in Human Resources, Business Administration, Public Administration, or related field; or an equivalent combination of education and experience.
• Experience in HR leave administration or benefits coordination preferred.
• Working knowledge of FMLA, PFML, ADA, HIPAA, and related regulations.
• Strong organizational skills and ability to manage multiple employee cases simultaneously.
• High level of professionalism, discretion, and customer service orientation

• Preferred Qualifications

  • Public-sector HR experience.
  • Experience working with third-party leave administrators such as MetLife.
  • Experience with HRIS, payroll systems, and electronic document management.