What are the responsibilities and job description for the Leave Specialist (2025-2026) position at Waller Independent School District?
Wage/Hour Status: Nonexempt
Reports to: Director of Human Resources
Pay Grade: CP 8
Dept./School: Human Resources
Date Revised: 10/29/2025
Work Days Scheduled : 226
PRIMARY PURPOSE : Implement district leave programs according to established policies, rules, and regulations. Process and provide timely notification and communication to employees and supervisors regarding leaves and absences.
Qualifications:
- High School Diploma; Advanced degree preferred
- Bilingual Required
Special Knowledge/Skills :
- Knowledge of Skyward software, preferred
- Knowledge of administration of leave programs and applicable laws
- Ability to interpret and disseminate information to individuals and groups
- Effective communication and interpersonal skills
- Proficiency in keyboarding and file maintenance
- Ability to use software to develop spreadsheets, databases, and do word processing Knowledge of basic accounting principles
Experience:
- Three years of experience in human resources, insurance, district secretarial experience, or closely related field
MAJOR RESPONSIBILITIES AND DUTIES:
Leave Administration
- Process all long-term absences according to established guidelines including determining eligibility for various leave programs (e.g., family medical leave and temporary disability leave) and providing employees with appropriate and timely notice.
- Counsel with employees and supervisors concerning leave benefits and provide employees with accurate information related to absences such as deductions from pay, medical certification requirements, return-to-work dates, and fitness-for-duty requirements.
- Work cooperatively with the payroll department to process and coordinate all employee leaves and absences, including those relating to workers’ compensation claims.
- Work with campus and departmental administrative staff to process daily absence reports.
- Assist with employee orientation programs and present information on leave benefits.
Records, Reports, and Correspondence
- Prepare correspondence, forms, and reports according to district standards and requirements.
- Track absences and ensure timesheets are accurately accounted for each week to provide data to campus principals and other administrative leaders.
- Lead the donated day process for the district to ensure the process aligns with board policy.
- Assist with the verification of the Teacher Retirement System (TRS).
- Coordinate with the Human Resource team on the substitute process and long term substitute coverage.
- Maintain employee leave records, including confidential medical information in accordance with federal and state laws and regulations and district policies and procedures.
Other
- Follow District safety protocols and emergency procedures.
General Employee Requirements:
- Quality of Work – complete assignments meeting quality standards, to include accuracy, neatness, thoroughness and adherence to standards and safety rules.
- Quantity of Work – demonstrate the ability to manage several responsibilities simultaneously, perform work in a productive and timely manner, and meet work schedules.
- Work Habits – display a positive, cooperative attitude toward work assignments, working diligently to accomplish tasks assigned.
- Communication – communicate in a positive manner with others, to include listening and responding appropriately, expressing ideas orally and in writing in a manner that helps build a positive climate for the organization.
- Dependability – adhere to time frames, monitor projects and exercise follow-through, be on time for meetings and appointments, and respond appropriately to instructions and procedures.
- Cooperation – work well with co-workers and supervisors as a contributing team member, demonstrate consideration of and maintain rapport with others, and help others willingly.
- Initiative – seek and assume greater responsibility, monitor projects independently as required, and follow through appropriately.
- Adaptability – adjust well to any change in duties, procedures, supervisors or work environment, accept new ideas and approaches to work, and respond appropriately to constructive criticism and suggestions for work improvement.
- Judgment – effectively analyze problems, determine appropriate action for solutions, and use logical thinking to exhibit timely and decisive action.
- Attendance – attend work on a consistent basis, taking care to consider the use and number of absences in accordance with policy so that the organization is not negatively impacted.
- Punctuality – arrive to work and depart from work according to department and district requirements.
Supervisory Responsibilities: None
Mental Demands/Physical Demands/Environmental Factors:
Tools/Equipment Used: Standard office equipment including computer and peripherals
Posture: Prolonged sitting, occasional bending/stooping, pushing/pulling, and twisting
Motion: Repetitive hand motions, frequent keyboarding and use of mouse; occasional reaching
Lifting: Occasional light lifting and carrying (less than 15 pounds)
Environment: May work prolonged or irregular hours; Districtwide and statewide travel
Mental Demands: Work with frequent interruptions; maintain emotional control under stress
The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.