Leave Coordinator

At EEA, we create meaningful, inclusive opportunities that empower our employees to make a real difference in shaping the environmental future of Massachusetts. We foster a workplace culture where diversity is valued, innovation is encouraged, and collaboration thrives. Our employees play a vital role in advancing sustainability, environmental justice, and clean energy solutions, ensuring a positive and lasting impact on Massachusetts and its residents.

Job Opening: The Executive Office of Energy and Environmental Affairs, seeks applicants for Leave Benefits Coordinator to perform the following duties:

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES

The Leave Benefits Coordinator (Program Coordinator III) reports to the Manager of Leaves & Workers' Compensation as a member of the EEA HR Operations & Payroll unit. Leave Benefits Coordinators provide guidance, information and assistance to all eligible employees within the Executive Office of Energy & Environmental Affairs , including the Massachusetts Environmental Police on all leave-related concerns.

DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES

Under the direction of the Manager of Leaves and Workers' Compensation, the Leave Benefit Coordinator collaborates with employees and supervisors to guide them through the leave programs available to them including but not limited to PFML/FMLA etc. They serve as a valuable resource to answer any questions you have about the various benefit programs.
1. Provide backup for other leave coordinators within the unit as needed and when requested.
2. Perform a variety of technical and administrative responsibilities for all leaves, including Workers' Compensation and FMLA/PFML for continuous and intermittent requests.
3. Review and process military leave requests.
4. Interact with the DFML and Workpartners on all requests in a timely manner in accordance with their deadlines and run reports for tracking purposes.
5. Consult with the Strategic HR Business partner assigned to the agency and coordinate information gathering, notice, and verification as needed.
6. Assess eligibility, determine the appropriate type of leave, and set time reporting requirements to support accurate leave administration.
7. Promptly respond to employee inquiries, addressing leave-related questions with clarity and ensuring that employees feel supported and informed.
8. Offer step-by-step assistance, guiding employees through complex leave processes such as eligibility, documentation, and payment options to help them navigate their leave smoothly.
9. Guide employees on leave payment options, explaining choices like REGM, EILB, Sick Leave, and PFML wage replacement benefits.
10. Organize and securely store essential leave-related documents in the LOA Folder, including LOA Pay forms, top-off Spreadsheets, EILB request forms, intermittent bonding forms, military leave documents, and medical clearances.
11. Provide employees with accessible resources and contacts they may need, such as details on the PFML, FMLA, ADA, or other relevant programs, reinforcing their understanding and access to benefits.
12. Serve as the main point of contact and liaison among Workpartners, DFML, HRD, the employee, HR Business Partner, and the employee's department, ensuring coordinated efforts and open communication.
13. Generate reports for each case and provide status updates to keep all parties informed and ensure cases are on track.
14. Review overpayment reports related to PFML and make necessary corrections to maintain accurate payment records.
15. Manage PFML top-offs, ensuring employees receive the appropriate wage replacement amount.
16. Interact with employees, supervisors, vendors, and other stakeholders throughout the process.
17. Track consecutive and intermittent leaves, correspond with employees and benefits staff, and ensure compliance with all leave programs.
18. Accurately place employees on leave and return them from leave in the HRCMS system, handling any necessary timesheet entries or adjustments to reflect accurate records.
19. Draft and distribute clear instructions to employees, supervisors, and managers regarding leave reporting procedures, timesheet instructions, and return-to-work protocols.
20. Oversee the return-to-work process for employees coming back from leave, ensuring that the ADA office is informed and prepared to address any accommodation needs.
21. Monitor leave balances in HRCMS for employees on leave. When requested, provide detailed balance information to Benefits Staff, including for programs like LTD, EILB, and Mutual Aid, by collaborating with benefit coordinators.
22. Attend staff meetings and other meetings related to the functions being performed as requested.
23. Maintain and update the Excel leave spreadsheet with new and expired requests.
24. Performs other related duties as needed.

This position is Hybrid eligible.

PREFERRED QUALIFICATIONS:

• Excellent interpersonal, writing, and verbal communication skills, ability to work independently and manage multiple assignments simultaneously, ability to work in a fast-paced environment and meet deadlines.
• Strong proficiency with Microsoft Word, Excel, Access, and PowerPoint
• Demonstrated ability to handle sensitive information, maintain confidentiality, and exercise sound professional judgment.
• Extremely detail oriented and flexible.
• Knowledge of methods and techniques for report preparation and writing.
• Ability to prepare and maintain accurate reports.
• Ability to follow written and oral instruction.
• Excellent communication (oral and written) skills.
• Strong initiative and problem-solving skills.
• Compose correspondence and compile and arrange data in a readable and comprehensible manner.
• Research files and prepare basic statistical reports and analyses.
• Respond to employees questions in person/over the phone or via TEAMs meetings.
• Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
• Ability to work successfully in a dynamic HR environment.
• Ability to establish rapport and maintain positive working relationships with colleagues and other HR Team members at all levels.
• Strong interpersonal, communication, and listening skills.
• Establish and maintain effective working relationships with those contacted in the course of work with internal and external partners.

Qualifications - External

First consideration will be given to those applicants that apply within the first 14 days.

MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) four years of full-time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, and (B) of which at least one year must have been in a supervisory capacity, or (C) any equivalent combination of the required experience and the substitutions below.

Substitutions:

I. A Bachelor's degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required (A) experience.

II. A Graduate degree with a major in business administration, business management or public administration may be substituted for a maximum of three years of the required (A) experience.

III. A Bachelor's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required (A) experience.

Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

NOTE: No substitutions will be permitted for the required (B) experience.

Qualifications

First consideration will be given to those applicants that apply within the first 14 days.

MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) four years of full-time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, and (B) of which at least one year must have been in a supervisory capacity, or (C) any equivalent combination of the required experience and the substitutions below.

Substitutions:

I. A Bachelor's degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required (A) experience.

II. A Graduate degree with a major in business administration, business management or public administration may be substituted for a maximum of three years of the required (A) experience.

III. A Bachelor's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required (A) experience.

Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

NOTE: No substitutions will be permitted for the required (B) experience.

Comprehensive Benefits

When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.

Want the specifics? Explore our Employee Benefits and Rewards!

An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.