Absence and Leave Administrator

The Absence & Leave Administrator manages the end-to-end administration of employee leave programs, including applicable federal and state leaves such as FMLA, ADA, and workers’ compensation. The role processes absence requests, maintains accurate records, and ensures compliance with company policies and employment laws. This position provides timely guidance and support to employees and managers throughout the leave process to promote a positive employee experience. The role also maintains OSHA injury and illness records, coordinates required reporting, and supports applicable documentation and posting requirements.

ESSENTIAL JOB RESPONSIBILITIES

• Administer and approve employee leave requests, including FMLA, ADA, STD, and LTD, by reviewing documentation for accuracy, eligibility, and compliance with company policies and applicable laws.
• Maintain complete and accurate leave records, including dates, reasons, supporting documentation, leave balances, and employee entitlement updates.
• Guide employees through leave procedures and required paperwork, responding to questions and concerns in a timely, professional manner.
• Administer workers’ compensation claims by coordinating injury reporting, required documentation, claim submissions, medical information, and communication with employees, managers, healthcare providers, and insurance or third-party administrators.
• Maintain OSHA injury and illness records, including applicable OSHA 300, 300A, and 301 documentation, and coordinate required reporting and annual posting.
• Review workplace incidents for recordability and reporting requirements, support audits, and help ensure compliance with applicable workers’ compensation and OSHA regulations.
• Coordinate annual hearing testing for employees enrolled in the Hearing Conservation Program.
• Track and schedule required physical examinations for employees enrolled in the Respiratory Protection Program.
• Maintain up-to-date knowledge of leave laws and regulations and implement necessary changes to company policies and procedures.
• Conduct regular audits of leave records to identify and resolve potential compliance issues.
• All other duties as assigned.

SUPERVISORY RESPONSIBILITIES/DIRECT REPORTS

None.

TRAVEL

Up to 15% travel may be required.

QUALIFICATIONS

• Associates degree in HR or Business Management required. Bachelor’s degree preferred.
• Minimum 2 years of experience in human resources or administration.
• Prior OSHA recordkeeping experience preferred.
• Knowledge of labor laws and regulations related to absences and leaves of absence preferred.
• Experience with HRIS systems or other HR software preferred.
• Strong organizational and time management skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent communication and interpersonal skills.
• Attention to detail and accuracy.
• Ability to work independently and as part of a team.
• Strong problem-solving and analytical skills.