Position Summary:

The Employee Leave Coordinator is responsible for the comprehensive administration and oversight of all employee leave of absence programs for approximately 3,000+ employees across the states of Arkansas, Texas, and Ohio. This role ensures legal compliance with federal and state regulations while providing high-quality support to employees navigating Family and Medical Leave (FMLA), Workers’ Compensation, and ADA accommodations. The role maintains organizational compliance with current and future policies and regulations in Arkansas, Texas, Ohio, and all future sites. The role also requires an understanding of retirement benefits and programs offered across the organization, providing related assistance to employees.

Qualifications:

Education:

Bachelor’s degree in Human Resources, Business Administration, or a related field preferred (Master’s degree in related field is a plus).

Experience:

Minimum of 3–5 years of progressive experience in human resources or leave administration (work in a multi-state, multi-location organization is a plus).

Demonstrated expertise in FMLA, ADA, and Workers’ Compensation regulations.

Understanding of retirement benefits and plans, such as a 401(k), 403(b), 457(b), and federal- and state-level retirement systems.

Knowledge, Skills, and Abilities (KSAs):

Communication: Excellent verbal and written communication skills to present complex information to diverse audiences.

Empathetic Guidance: Ability to explain complex leave, pay, and retirement implications to employees during sensitive life events with clarity and compassion.

Data Analysis: Proficiency in using instructional and operational data to monitor performance and identify trends.

Influence: Proven ability to lead benefits-related projects and motivate co-workers to achieve program goals.

Stakeholder Liaison: Strong interpersonal skills to collaborate with all levels of staff, healthcare providers, and third-party administrators (TPAs).

Confidentiality & Discretion: Demonstrated ability to handle sensitive medical documentation and personal financial information in strict accordance with HIPAA and organizational privacy standards.

Training & Education: Ability to conduct informative presentations or one-on-one sessions regarding retirement readiness, workers compensation, leave administration, and benefit plan changes.

Analytical Reasoning: Ability to interpret medical certifications and financial reports to make sound decisions on leave eligibility and contribution accuracy.

Essential Duties and Responsibilities:

FMLA and Leave Administration

Review and process incoming FMLA requests, determining eligibility and designating leave as FMLA-qualifying.

Coordinate with healthcare providers regarding certifications and track leave usage to ensure compliance with state and federal guidelines.

Enter FMLA and other absences into appropriate systems, such as JJ Keller, Skyward, and Paylocity, as necessary.

Maintain reasonable communication with employees on leave to facilitate a smooth return-to-work process.

Facilitate accommodation requests under the Americans with Disabilities Act (ADA), including the interactive process with employees and supervisors.

Workers’ Compensation and Insurance

Receive and process accident reports and workers’ compensation claims, filing all required insurance forms and state workers’ compensation commission reports in a timely manner.

Coordinate with insurance carriers and injured employees to track return-to-work status and restrictions.

Review and process weekly Evidence of Insurability (EOI) reports and assist beneficiaries with life insurance claim processing.

Working knowledge of the Texas Workers’ Compensation Commission (TWCC) and relevant carriers in other states, such as Arkansas and Ohio, to process First Reports of Injury and wage statements.

Benefits Support and Financial Coordination

Process 401(k), 403(b), and 457(b) deferral updates from Third Party Administrators (TPA) and enter changes into the payroll system.

Monitor COBRA payments and update accounting reports monthly.

Review and process Medical Support Orders from the Attorney General.

Coordinate annual ACA reporting with vendors to ensure data compliance and accurate submission, including 1095-C processing.

Plan maintenance for all states and locations, including regular assistance with Open Enrollment processes.

Retirement

Maintain an understanding of all retirement options and plans available to current staff across all states.

Provide expert assistance related to current retirement options and plans.

Demonstrate understanding of the reporting requirements, contribution structures, and vesting rules for Social Security, TRS (Texas), ATRS (Arkansas), STRS (Ohio) and other related programs.

Regularly review and maintain compliance with retirement options and plans for current and future sites.

General Compliance and Administration

Serve as a primary liaison between employees and Home Office departments such as HR and Finance.

Preserve the strict confidentiality of employee medical documentation and files.

Utilize absence managements, such as Red Rover and Paylocity, daily to determine leave eligibility.

Administer other time-off programs, such as Compassion Leave, in accordance with internal policy.

Other Duties:

Periodic travel may be required.

Perform other duties as assigned by district leadership, including the District Superintendent.

Physical / Environmental Factors:

The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Responsive Education Solutions considers applicants for all positions without regards to race, color, national origin, age, religion, sex, marital status, veteran or military status, disability, or any other legally protected status.

ResponsiveEd is an Equal Opportunity Employer.