Human Resources Leave & Disability Specialist

The HR Leave and Disability Specialist administers employee leave, accommodation, and disability benefit programs, including FMLA, USERRA, ADA, agency leave plans, applicable state and local leave laws, and short- and long-term disability. This role manages long-term disability claims from identification and application through carrier determination, status review, benefits and leave coordination, and return-to-work or employment-status resolution. The Specialist is the primary contact for employees, managers, third-party administrators, and disability carriers for Tulsa-area locations; coordinates leave, disability, and accommodation processes; maintains accurate timekeeping and confidential records; and supports HR benefits administration.

Essential Duties and Responsibilities

Leave of Absence

• Respond to employee leave requests within 48 hours and provide timely guidance on required notices, documentation, certifications, and employee responsibilities.
• Serve as the primary contact for employees, managers, third-party leave administrators, and disability carriers.
• Administer the FMLA process from initial notice through return to work, including eligibility review, notices, certifications, tracking, and leave documentation.
• Coordinate agency decisions and records with third-party administrator determinations; monitor approved leave parameters and support questions, concerns, and appeals.
• Administer USERRA and other agency leave programs in accordance with applicable law and internal policy.
• Communicate with employees regarding leave status, modified schedules, restrictions, documentation deadlines, and return-to-work requirements.
• Maintain communication with employees on leave and relay appropriate information between employees and managers while protecting confidential medical information.
• Coordinate leave status, timekeeping, and return-to-work information with Payroll and other appropriate stakeholders.
• Maintain proficiency in HRIS, time and attendance systems, scheduling practices, and related policies; ensure leave time is accurately recorded and reconciled.
• Generate monthly FMLA, ADA, and approved-leave reports and maintain a monthly FMLA dashboard.
• Maintain complete, accurate, timely, and confidential leave and accommodation records in accordance with legal, retention, and documentation requirements.
• Monitor federal, state, and local leave and accommodation requirements and recommend policy or procedure revisions to support compliance.
• Support audits, reporting, process improvements, employee education, and manager guidance related to leave and accommodations.

ADA

• Facilitate ADA accommodation requests and the interactive process, including gathering appropriate documentation, coordinating individualized review, documenting decisions, and monitoring approved accommodations.
• Ensure accommodation reviews are completed and documented before employment or return-to-work decisions are made when protected rights may be affected.
• Protect medical and disability information by limiting inquiries to job-related, necessary, and lawful information; keep medical records separate and restrict disclosures to authorized, need-to-know recipients.

Long-Term Disability

• Administer long-term disability claims from identification through carrier determination and ongoing management, including eligibility, coverage, and claim-process communication.
• Prepare and submit employer statements and records to the disability carrier, including employment status, coverage, earnings, schedule, last day worked, job description, essential duties, and return-to-work information.
• Coordinate transitions from short-term disability or other leave to long-term disability, reconciling elimination periods, PTO, FMLA, ADA, benefit continuation, and employment status.
• Monitor LTD claims, carrier requests, decisions, recertifications, benefit dates, and work-capacity changes; follow up with employees, carriers, Payroll, and stakeholders.
• Maintain accurate, timely, confidential LTD claim records; track key dates and outcomes; reconcile carrier and internal records; and support reporting, audits, and issue resolution.
• Assist with carrier requests and next steps, facilitate timely claim-information exchange, and escalate compliance, fiduciary, litigation, or plan-interpretation issues as appropriate.
• Coordinate LTD with FMLA, ADA, USERRA, benefit continuation, wage-replacement programs, and applicable law without relying solely on carrier decisions.

Return to Work

• Oversee return-to-work processes following extended leave, workers' compensation leave, or other approved absences, including fitness-for-duty and work-restriction coordination when applicable.
• Coordinate return-to-work planning for LTD employees, including restrictions, modified schedules, accommodations, and carrier updates on work activity or employment-status changes.
• Document objective employment and return-to-work decisions and seek legal guidance when protected rights may be affected.

Benefits

• Invoice employees for benefit premiums while they are on unpaid leave and respond to related benefit-continuation questions.
• Advise employees and managers on the interaction of leave laws and agency programs with paid time off, disability benefits, and benefit continuation.
• Perform other related duties as assigned.

Essential Behaviors

1. Willingly assumes additional assignments and adapts to changing departmental and organizational needs.

2. Demonstrates sensitivity to cultural and ethnic differences in all interactions and values fairness, inclusion, and diversity.

3. Adheres to agency policies and procedures and supports the agency's mission, values, and ethical standards.

4. Completes required documentation, reports, and assignments accurately and on time.

5. Meets established performance and productivity standards.

6. Practices accountability, confidentiality, integrity, honesty, trustworthiness, and respect.

7. Works collaboratively with department associates, program managers, service providers, and other professionals.

8. Uses agency technology effectively and completes training on updated or new applications.

9. Demonstrates dependable attendance, effective time management, self-discipline, flexibility, and the ability to work independently.

10. Promotes teamwork through encouragement, support, shared decision-making, and constructive problem-solving.

11. Uses supervision appropriately and participates willingly in training and professional development.

12. Communicates professionally and effectively, both verbally and in writing.

13. Provides excellent internal and external customer service.

14. Supports departmental and organizational changes and contributes to successful implementation.

15. Identifies opportunities for continuous improvement and recommends practical solutions.

16. Consistently produces accurate, high-quality work and maintains current job knowledge and best practices.

17. Attends and participates in required department and agency meetings and training sessions.

Qualifications

• Bachelor's degree in Human Resources, Business Administration, or a related field preferred.
• 3-5 years of human resources leave administration experience required.
• Extensive working knowledge of FMLA, ADA, USERRA, disability plans, and other applicable federal, state, and local leave and accommodation requirements.
• Experience administering continuous, intermittent, and reduced-schedule leave and coordinating return-to-work processes.
• Excellent written and verbal communication, analytical, problem-solving, organizational, and customer service skills.
• Strong attention to detail with the ability to manage competing priorities, meet deadlines, and work effectively in a fast-paced environment.
• Demonstrated ability to protect confidential and sensitive information and communicate effectively with employees, supervisors, vendors, and the public.
• Proficiency in Microsoft Office Suite and HRIS applications; UKG experience preferred.
• Ability to learn new software applications and work effectively both independently and as part of a team.