Leave, ADA and Workers’ Compensation Administrator

Leave, ADA and Workers’ Compensation Administrator

Direct Hire

Salary: $70-90k

Hybrid (Mon-Wed onsite), Boston, MA

Must Haves:

• 4 years’ experience administering leave of absence programs, including workers’ compensation
• Strong working knowledge of FMLA, ADA and multi-state laws
• Multi-State Processing experience
• Experience managing the interactive accommodation process
• HRIS and Leave Management system experience
• Comfortable with high volume (80-100 leaves at once)
• Comfortable with systems - Excel, Smartsheet, Word etc.

Preferred:

• Experience in a larger team environment, they have 400 employees
• High volume LOA Admin experience

Leave Administration

• Responsible for the end to end administration of leave of absence programs including FMLA, state/local leaves, personal leaves, military leave, temporary disability and other statutory or company-provided leave programs.
• Partner with our third-party leave vendor in the administration of leaves to ensure accuracy and compliance with company policy, and state and federal laws.
• Manage the ADA interactive process, including reviewing medical documentation, discussions with employees and managers and evaluating reasonable accommodation requests.
• Responsible for timely, accurate and clear communication with employees and managers at all stages of the leave process to ensure full understanding and compliance.
• Work with cross functional support, including HRBPs and Legal, on leave denials, terminations and resolving issues that arise on more complicated leaves.
• Maintain the leave of absence internal tracking system; adding notes to ensure the information is accurate and up to date.
• Create benefit invoices for employees who miss their benefit deductions, tracks payments, processes benefit cancellations, COBRA and provides required documents to employees according to policy.
• Process company-paid leave, top-off pay, and mandatory PTO usage while ensuring timely submission of pay information to payroll.
• Responsible for ensuring compliance with all state leaves including maintaining the internal state leave tracking system with update information, managing employee notifications, posting documentation, and timely payroll coordination.

Workers’ Compensation

• Manage the full lifecycle of workers’ compensation claims, including timely submission, providing adjusters with necessary documentation (wage statements, state forms, medical reports), leave of absence compliance, and partnering with HR and Managers to authorize light-duty.
• Process litigation documents in compliance with legal requirements with guidance from the legal department.
• Maintain the WC internal database and HRIS, accurately tracking claim statuses, case notes, OSHA recordables, and total days of absence or restricted duty.
• Oversee OSHA compliance by maintaining Form 300 logs for 250 locations, generating annual 300A summaries for all locations, and ensuring mandatory posting from Feb 1 to Apr 30.
• Distribute updated workers' compensation posters and compliance materials to all physical locations annually and as needed.
• Respond to Bureau of Labor Statistics requests and regulatory inquiries in a timely manner.

Other Duties

• Proactively audit current workflows to identify inefficiencies and provide recommendations that could improve efficiency.
• Provide ad hoc reports and analysis as requested for leave of absence, WC and Accommodation cases.
• Assist in the review, testing, and implementation of HR technology system upgrades for leave and WC management.
• Investigate and resolve discrepancies between HRIS and vendor systems.
• Ensures compliance with transactional activity, payroll schedules, benefits and deadlines related to leave of absence and workers’ compensation processing.
• Maintains strict document control by ensuring all files are accurately named, categorized, and saved in compliance with company policies.
• Stay current on federal, state, and local regulatory changes impacting leaves and accommodations.