Job Description

Leave and Accommodations Administrator

FLSA Status: Exempt

Summary:
The Leave and Accommodations Administrator is responsible for the day-to-day administration, compliance, and employee support of all U.S. leaves and accommodations across multiple states. This position ensures accurate processing of leaves and accommodations, maintains compliance with state and federal laws, and coordinates with vendors, employees, and internal stakeholders to provide a consistent and supportive leave and accommodations process. The ideal candidate will be adept at navigating complex regulatory landscapes, fostering strong relationships with internal teams and third-party administrators, and identifying opportunities to enhance the experience for all stakeholders.

Job Duties & Responsibilities:

• Administer and process employee leave of absence requests in accordance with federal, state, and local regulations (FMLA, ADA, STD, LTD, Paid Leave, etc.).
• Collaborate closely with the Benefits Director and Director of Human Resources on interpreting policy, ensuring compliance, and resolving complex cases. Communicate effectively, influence outcomes, and provide practical, actionable solutions.
• Provide expert guidance and support to employees and managers regarding leave entitlements, accommodation requests, policies, and procedures.
• Generate regular and ad-hoc reports on leave utilization, accommodations, trends, and compliance. Analyze data to identify areas for improvement and recommend strategic adjustments for leave and disability programs.
• Work directly with outsourced short-term disability vendor to ensure accurate documentation, communication, and timely resolution of cases.
• Maintain accurate records of employee leaves, timesheet coding, and status updates.
• Serve as a point of contact for attorneys and staff, managers, and payroll for leave-related questions.
• Coordinate ADA interactive process, return-to-work accommodations, and documentation requirements.
• Assist with leave-related audits, reporting, and compliance checks.
• Manage Workers’ Compensation leave administration in partnership with insurance carrier.
• Provide routine employee, manager, and HR staff communications and training sessions on leave and disability policies and procedures.
• Manage the invoicing process for employees on unpaid leave by reconciling benefit costs and preparing accurate monthly billing statements.
• Maintain confidentiality and compliance with HIPAA and all regulatory guidelines.
• Perform other benefits related duties as assigned.

Education & Training:

• Bachelor’s degree in Human Resources, Business, or related field preferred; equivalent experience will be considered.
• 5+ years of experience managing multi-state leave and accommodations programs required; law firm or other professional services experience preferred
• Strong working knowledge of FMLA, ADA, STD, LTD, state paid leave laws, and workers’ compensation.  Proven ability to stay abreast of changing legislation.
• Experience working with outsourced vendors or third-party administrators preferred.
• Experience implementing or supporting the rollout of leave management systems is a plus
• Experience with HRIS and timekeeping systems such as SAP/Success Factors preferred

Competencies:

• Strong attention to detail and ability to maintain accurate records.
• Excellent customer service and communication skills when working with employees and managers.
• Ability to handle sensitive and confidential information with professionalism.
• Organized and able to manage multiple requests in a fast-paced environment.
• Familiarity with law firm operations is a plus

• Ability to manage multiple administrative tasks and competing priorities in a fast-paced environment.
• High level of concentration and attention to detail required for reviewing legal and medical documentation.
• Strong emotional intelligence and resilience when handling sensitive employee situations.
• Ability to maintain confidentiality and exercise sound judgment in decision-making.
• Frequent need for problem-solving, critical thinking, and effective communication across various levels and with external vendors.
• Excellent communication skills with the ability to articulate topics clearly to attorneys, staff, managers, and HR colleagues.
• Self-starter and effective at prioritizing multiple projects with deadlines.
• Capable of working independently with minimal supervision.
• This position is required to work onsite a minimum of 4 days per week

BENEFITS:

•        Comprehensive healthcare, dental, vision, and prescription plans.

•        Commuter, HSA and FSA spending accounts

•        Short-term and long-term disability and life insurance coverage

•        401k and Pension Plan

•        20 vacations days, 11 paid holidays

•        Employee Referral Bonus ($3,000.00)

Accommodation Statement:  If you need assistance and/or a reasonable accommodation due to a disability during the application or the recruiting process, please contact Nate Maxwell at 215-979-1000.

Disclaimer: The above is intended to describe the general content of and requirements for the performance of this job.  It is not a contract or employment agreement and is not to be construed as an exhaustive statement of all functions, responsibilities or requirements.  In addition, Duane Morris reserves the right to amend, suspend or terminate any benefit plan, in whole or in part, at any time. The authority to make such changes rests with the Plan Administrator.