Leave Of Absence Specialist
2 days ago
Irvine
Job Description Job Title: Leave of Absence Specialist Job Description The Leave of Absence Specialist oversees complex leave of absence cases, working closely with a third-party administrator and internal stakeholders to ensure accurate, compliant, and timely leave management. This role focuses on handling escalations, auditing leave data, supporting employees and managers through the leave and accommodation process, and maintaining strict adherence to federal and state regulations. The specialist provides high-quality customer service, leverages HRIS and Excel for tracking and analysis, and contributes to a collaborative, fast-paced corporate environment. Responsibilities • Provide oversight and case management for leave of absence claims in partnership with a third-party administrator, focusing on escalated and complex cases., • Investigate and resolve escalated leave issues such as delayed approvals, incorrect terminations, or processing discrepancies., • Track, maintain, and analyze leave of absence data using the internal HRIS system and Excel spreadsheets, including pivot tables., • Audit leave of absence spreadsheets to ensure accuracy, compliance, and proper documentation of all leave activity., • Manage the leave of absence inbox by responding promptly to inquiries, resolving escalated issues, and providing clear guidance on leave processes., • Respond to requests from state agencies and insurance companies regarding company plans, state paid disability, and leave programs., • Provide excellent customer service to employees, managers, and HR partners via phone, email, and mail, offering guidance on potential leave of absence inquiries., • Support the day-to-day administration of outsourced leave of absence processes while maintaining strong relationships with Human Resources, workers’ compensation, benefits, and corporate counsel., • Engage with managers and Human Resources in the interactive process to identify and document reasonable accommodations., • Follow up with employees whose leaves are ending to confirm return-to-work dates and coordinate next steps as needed., • Attend ongoing continuing education and training on leave of absence topics to stay current on federal and state regulations., • Ensure 100% compliance with federal and state leave laws and internal policies in all jurisdictions where the organization operates., • Collaborate with a small, highly engaged team on shared leave management responsibilities and special projects., • 1–2 years of human resources experience., • 1–2 years of experience working with leave management, including FMLA and workers’ compensation, with at least a general understanding of the end-to-end leave process., • Experience supporting or coordinating with third-party leave administration providers., • Knowledge of and experience working within an HRIS system., • Proficiency with Microsoft Excel, including spreadsheets and pivot tables., • Basic computer skills and comfort working with Windows-based systems., • Ability to interpret and apply leave policies and relevant federal and state regulations., • Strong written and verbal communication skills for interacting with employees, managers, state agencies, and insurance companies., • High attention to detail with the ability to audit and reconcile data accurately., • Strong organizational skills with the ability to manage multiple leave cases and deadlines simultaneously., • Customer service mindset with the ability to provide clear, empathetic guidance on leave and accommodation matters., • Ability to work effectively in a collaborative team environment while also managing independent work., • Experience working with third-party leave vendors such as Travelers, Sparrow, or similar providers., • Exposure to employee relations or benefits administration., • Experience supporting workers’ compensation programs., • Experience in human resources administration or benefits administration within a large or complex organization., • Comfort working with large volumes of data and a high number of concurrent leave cases., • Strong problem-solving skills and the ability to investigate and resolve escalated leave issues. This position is based 100% on site in a modern corporate headquarters office environment in Irvine. The office space is newly updated and houses primarily corporate functions such as Finance, Legal, Executives, and Human Resources, providing regular exposure to C-level leaders. The immediate team consists of two people, including the manager, and operates in a highly collaborative manner, sharing access to a central leave spreadsheet that typically tracks over 1,000 active leaves within a global workforce of more than one million employees. Training occurs on site from 8:00 a.m. to 5:00 p.m. for the first 1–2 months. After training, there is some flexibility in start times, with typical schedules starting between 7:00 a.m. and 8:30 a.m. for an eight-hour workday, and the option for either a 30-minute or one-hour lunch. The manager supports consistent but flexible scheduling to accommodate personal needs, such as childcare, as long as the schedule remains predictable. The culture values a strong work ethic, a willingness to “put your head down and work,” and a team-oriented mindset, while also being open to candidates with less experience who demonstrate strong potential and a positive, proactive attitude. Professional office attire is expected in this corporate setting. Job Type & Location This is a Contract to Hire position based out of Irvine, CA. Pay and Benefits The pay range for this position is $24.00 - $24.00/hr. Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision, • Critical Illness, Accident, and Hospital, • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available, • Life Insurance (Voluntary Life & AD&D for the employee and dependents), • Short and long-term disability, • Health Spending Account (HSA), • Transportation benefits, • Employee Assistance Program About Aston Carter: Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service. The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law. If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email for other accommodation options.
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