Job Description

Position Title: Coordinator, Leaves of Absence.

FLSA Status: Exempt.

Salary Grade, if non-union: SG19.

Pay Grade, if union:

Non-Union or Specific Collective Bargaining Agreement: Non-Union.

Our Mission:

The mission of Polk County Public Schools is to provide a high-quality education for all students.

To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill and ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. The duties are intended to describe the nature and level of work being performed by the employee assigned to the position. This job description is not meant to be construed as an exhaustive list of all responsibilities, duties, and skills required of this position. Other duties may be assigned which are not listed. Additionally, when duties and responsibilities of this job change, this job description will be reviewed and updated, subject to changes and business necessity.

Custom Job Purpose:

This position serves as the subject matter expert for the School Board’s leave of absence programs. Responsibilities include overseeing the leave of absence process, collaborating with departments on related programming and testing in the district’s SAP system, and ensuring accurate reporting for payroll, benefits billing, and financial accounting. This role works closely with Human Resources and Payroll departments, and Benefits, Retirement, and Workers’ Compensation areas to ensure proper administration and auditing of all leave processes. Duties must be carried out in compliance with all applicable federal and state laws, collective bargaining agreements, and district policies.

Essential Functions of this Job:

• Administer all leave programs including Family and Medical Leave Act (FMLA), short- and long-term disability, Family and Medical Leave Act (FMLA), workers’ compensation, sick leave donation, parental, medical leave, military, personal and educational leaves.
• Serves as the district’s subject matter expert on leave of absence programs, ensuring accurate interpretation and consistent application of policies.
• Maintain through documentation of leave-related administrative processes, including payroll coordination and benefits billing, in collaboration with the Benefits Coordinator.
• Serves as the department lead for training and testing of all associated processes for leave administration within the District’s SAP system.
• Partner with the Benefits Coordinator on system implementation and programming changes in the benefits administration system and payroll programming, including insurance billing and payroll processing for leave cases.
• Develop and deliver leave of absence educational resources and training to employees. Provide training to human resources and payroll personnel to ensure understanding of leave procedures and options.
• Ensure full compliance with federal and state employment laws, including FMLA. Collaborate with the ADA Coordinator and participate on the ADA and Sick Leave Bank Committees.
• Work closely with Human Resources on fitness-for-duty evaluations and return-to-work protocols.
• Manage all aspects of leave cases including general administration, comprehensive case management (in connection with workers’ compensation cases and retirement). Monitor compliance and updates program materials and processes based on labor contract or legal changes.
• Collaborate with internal stakeholders to identify challenges and recommend process improvements that enhance the employee and supervisor experience and support effective leave administration.
• Set and uphold high standards for customer service. Provide direct support and guidance to employees, supervisors, principals and department leaders.
• Safeguard employee medical information and ensure HIPAA and privacy guidelines are followed in all documentation and communication.

Non-Essential Functions of this Job:

• Performs other duties as assigned.

Knowledge, Skills and Abilities:

• Strong verbal and written communication skills, including the ability to adapt messaging for diverse audiences and platfoms.
• In-dept understanding of state and federal laws related to leave, including FMLA and ADA, and the ability to learn and apply the School Board’s ERP system.
• Strong organizational and analytical skills; ability to plan, prioritize, and manage multiple tasks with attention to detail. Proficiency with Microsoft Office Suite required.
• Capable of gathering, reviewing and interpreting complex data, generating reports, and making data-driven decisions.
• Proven ability to collaborate across departments and lead in a team-oriented environment.
• Bilingual/biliterate preferred.

Education, Experience and/or Certification/License Requirements:

• Graduation from an accredited college or university with a bachelor’s degree in business, public administration, or a related course of study.
• Must possess strong organizational, analytical and problem-solving skills.
• Must be able to prioritize among multiple tasks, be detail oriented and able to work independently and productively.
• A combination of education, related experience specific to leave programs, and/or professional credentials in human resources or employee benefits (PHR, CEBS, SHRM-CP) is preferred.
• Three or more years' experience with a large employer in a human resource role is preferred.

Work Context:

• Requires some sitting and standing, walking and moving about to coordinate work.
• Requires the use of alternative communication systems, such as electronic mail, telephones and computers.
• Requires coordination of work tasks to establish priorities, set goals and meet deadlines.
• Requires face-to-face discussions and contact with individuals and/or teams.
• Requires work with internal and external contacts, and with the public.

Physical Environment:

• Requires working indoors in environmentally controlled conditions.
• Requires sitting for most of the day and the ability to lift, carry, move and/or position objects infrequently weighing up to 20 pounds.

Local Code: EEO5: 44.

Job Tags

Similar Jobs