The Leave Management/Payroll Specialist is responsible for coordinating the organization’s leave of absence program and assisting with the processing of the bi-weekly payroll.  This role will serve as the subject matter expert for leave programs including FMLA, PFL, NYS disability, and long and short-term disability and will work closely with employees to provide the highest level of customer support.

Job Duties Specific to This Position:

Leave Management:

• Coordinates the leave administration process from the employee’s initial notice of the need for leave to the return to work. This includes gathering and completing all required paperwork, determining leave eligibility, designating leave as FMLA-qualifying when applicable, requesting recertification as needed and accurately tracking those that require intermittent use of FMLA.
• Communicates with supervisory staff regarding their employee’s leave status, keeping them informed throughout the entire leave cycle.
• Partners closely with HR Business Partners on all related leave of absence claims. Meets regularly to review the status of claims and develops legally sound strategies for mutually beneficial resolution.
• Assists in the creation and facilitation of leave administration training programs for the organization.
• Works closely with leave carriers to build relationships and seek opportunities for process improvement.
• Manage and escalate complex LOA cases appropriately for guidance and resolution.
• Stay updated on Federal and State leave laws and drafts or recommends revisions to company leave policies and internal forms as necessary.

Payroll:

• Assists with the production and distribution of bi-weekly payroll cycles, special payments, and year-end W-2 processing.
• Performs data input for new hires, terminations, transfers, rehires, pay rate changes, separations, deductions, garnishments, paid time off, and manual checks.
• Serves as a resource and system specialist for employees and management to problem solve a variety of issues around time keeping, employee paycheck corrections, etc.
• Communicates with payroll liaisons to ensure that processing of payroll is consistent with policies, procedures and labor agreements.
• Works with the Payroll Supervisor to organize address changes, garnishments, direct deposits, and bus pass forms.
• Completes and process garnishment questionnaires and mail responses promptly.
• Runs payroll reports prior to processing day as required or requested.
• Supports other departments, projects and duties as assigned.

Job Expectations for All Employees:  

• Promotes and role-models the mission, values, vision and strategic goals of Loretto in all interactions with staff, peers, residents, family members, vendors and visitors. Treats people with dignity, professionalism and kindness.
• Demonstrates excellent internal and external customer service skills such as friendly greeting, making eye contact, listening attentively, responding in a timely manner, showing respect and empathy and acting as a role model for staff and peers.
• Demonstrates excellent work attendance, reliability and work ethics.
• Attends and actively participates in required meetings and training sessions.
• Complies with established policies, procedures, and codes of conduct at all times.
• Adheres to all health and safety requirements, regulations, policies and procedures.
• Practices and teaches safety awareness. Identifies and reports or corrects any possible safety or environmental issues.
• Understands all HIPAA and other compliance & regulatory requirements associated with their role, including completion of required internal or external training/certifications.
• Performs a variety of related duties as assigned.

INDPRO

• Associate’s degree in Business, Human Resources, or related field required.
• 2–4 years of experience in leave of absence administration, including FMLA, New York Paid Family Leave (PFL), disability leave, prenatal leave, and other state/federal leave laws.
• Up to 2 years of experience in payroll processing preferred.
• Proficiency with HRIS platforms (such as ADP) and Microsoft Office Suite, particularly Excel; ability to quickly learn new systems and tools.
• Demonstrated ability to maintain confidentiality and handle sensitive information with discretion.
• Strong attention to detail, accuracy, and follow-through.
• Proven ability to manage multiple priorities in a fast-paced, deadline-driven environment.
• Collaborative mindset with a focus on process improvement.
• Skilled in accurate data entry in a high-volume setting.

An equivalent combination of education and experience which provides proficiency in the areas of responsibility listed above may be substituted for the above education and experience requirements.

Physical Requirements    

Walking                       5%

Standing                      5% 

Sitting                          85%

Lifting                         5%

• Pay Range - $22 - $25/hour based on experience
• Excellent medical, dental, prescription and vision insurance
• Disability coverage
• Tuition Reimbursement Program
• 401(k) Retirement/Pension Plans
• Discounted Gym Membership
• Free Loretto Health Clinic Visits
• Generous Paid Time-Off Accrual
• Fun events for employees
• Convenient locations with free parking
• Employee Coaches - to help you achieve life goals
• Diaper Assistance Program
• Opportunity for career growth and movement within 19 sites!