Payroll Specialist ( Leaves Administration / FMLA )

Job Title: Payroll Specialist ( Leaves Administration / FMLA )

Job Type: Contract (6+ Months)

Mode: Onsite

Pay Rate: $30-$35/hr

Summary:

• Reporting to the Director-Payroll, the Payroll Analyst – Leaves administers and processes various types of employee leaves, including Family Medical Leave Act (FMLA), State and municipal leaves, and ADA leaves, as well as company-specific leave policies.
• The position ensures compliance with federal, state, municipal, and institutional guidelines while collaborating with multiple departments to ensure the accurate tracking and application of leave policies. Performs related duties as required.

Responsibilities:

Leave Administration & Tracking: 

• Monitors, tracks, and processes Family Medical Leave Act (FMLA) usage, including maternity, parental, administrative, military, special, and personal paid/unpaid leave absences, ensuring compliance with applicable laws and policies.
• Tracks and processes leave requests under the Chicago Paid Time Off Ordinance, ensuring accurate documentation and compliance with local legislation.
• Collaborates with the Leave Management Department to review and update FMLA policies and procedures, ensuring alignment with current legal requirements and best practices.
• Works closely with the Employment Services Department to manage and process paid sabbatical leaves for eligible employees.

Compliance with Other Departments:

• Collaborates with Human Resources Directors (HRDs) and HR Specialists across seven campuses, the Benefits Department, Employee Services, and HRIS to ensure consistency and accuracy in leave administration.
• Updates employee leave records in response to promotions, transfers, or new hires, including adjustments to paid time off (PTO) grants when applicable and monthly leave bank grants, yearly leave bank grants auditing, transfers granting/maintenance, and vacation/deferred final payouts.
   

Payroll & Time Reporting:

• Reviews, monitors, and verifies the accuracy and completeness of payroll transactions and related leave records, ensuring data integrity in payroll processing.
• Prepares and reviews daily reports related to leave usage and payroll adjustments to ensure timely and correct processing.
• Performs data entry in the time and attendance system as needed, ensuring that leave data is accurately reflected for payroll processing.
• Calculates leave usage and payroll adjustments, ensuring accurate deductions and payments.
   

Communication & Documentation: 

• Prepares written communications, reports, and correspondence related to employee leave requests, ensuring clarity and compliance with applicable policies.
• Researches confidential employee files to gather necessary data and resolve any discrepancies related to leave usage.
• Customer Service & Support .
• Provides exceptional customer service to employees and departments by addressing
• leave-related inquiries and resolving issues promptly.
• Adheres to CCC Customer Service Excellence standards.
   

Qualifications:

• Associate's degree from an accredited college or university, preferably in Accounting, Finance, Business Administration, or a related field.
• Payroll certification (e.g., FPC, CPP) preferred.
• At least three years of experience in payroll, accounting, or auditing required, preferably within a higher education or public sector environment.
• An equivalent combination of education and experience may be taken into consideration.
• Experience and familiarity with payroll software and systems (e.g. PeopleSoft (Oracle)
• Human Capital Management System, WorkForce, or similar) preferred
• Strong knowledge of payroll processing, leave management, and federal/state leave laws (FMLA, ADA, state, and local mandates).
• Proficiency in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook).

Leave Administration & Tracking: 

• Monitors, tracks, and processes Family Medical Leave Act (FMLA) usage, including maternity, parental, administrative, military, special, and personal paid/unpaid leave absences, ensuring compliance with applicable laws and policies.
• Tracks and processes leave requests under the Chicago Paid Time Off Ordinance, ensuring accurate documentation and compliance with local legislation.
• Collaborates with the Leave Management Department to review and update FMLA policies and procedures, ensuring alignment with current legal requirements and best practices.
• Works closely with the Employment Services Department to manage and process paid sabbatical leaves for eligible employees.

Compliance with Other Departments:

• Collaborates with Human Resources Directors (HRDs) and HR Specialists across seven campuses, the Benefits Department, Employee Services, and HRIS to ensure consistency and accuracy in leave administration.
• Updates employee leave records in response to promotions, transfers, or new hires, including adjustments to paid time off (PTO) grants when applicable and monthly
• leave bank grants, yearly leave bank grants auditing, transfers granting/maintenance, and vacation/deferred final payouts.
   

Payroll & Time Reporting:

• Reviews, monitors, and verifies the accuracy and completeness of payroll transactions and related leave records, ensuring data integrity in payroll processing.
• Prepares and reviews daily reports related to leave usage and payroll adjustments to ensure timely and correct processing.
• Performs data entry in the time and attendance system as needed, ensuring that leave data is accurately reflected for payroll processing.
• Calculates leave usage and payroll adjustments, ensuring accurate deductions and payments.
  
  

Communication & Documentation: 

• Prepares written communications, reports, and correspondence related to employee leave requests, ensuring clarity and compliance with applicable policies.
• Researches confidential employee files to gather necessary data and resolve any discrepancies related to leave usage.
• Customer Service & Support .
• Provides exceptional customer service to employees and departments by addressing
• leave-related inquiries and resolving issues promptly.
• Adheres to CCC Customer Service Excellence standards.