Payroll and Leave of Absence Specialist

McGrath might be the best company you’ve never heard of! What started as a small business over 45 years ago has blossomed into a $900M industry leader with 1,200 employees, five dynamic business units, and a strong presence across multiple industries. As a publicly traded company (NASDAQ: MGRC), we’ve built our success on innovation, strong values, and an exceptional team. Through it all, we’ve stayed true to our roots, maintaining a close-knit culture that’s hard to find in companies our size. Our people are the heart of our success, and we value those who bring fresh ideas, build meaningful partnerships, and thrive in a dynamic work environment. If you're looking for a stable, growing company where you can truly make a real difference, we’d love to hear from you!

“A Day in the Life”

The Payroll/Leave of Absence Administrator administers and supports employee-qualified leave of absence programs, to include administering leave requests and accommodations requiring specialized attention, particularly those arising under the Family and Medical Leave Act (FMLA), the Americans with Disabilities Act (ADA), state and local leave laws, and short-term or long-term disability plans. This role ensures compliance with all applicable laws while providing employees with clear guidance on their leave options.

The administrator monitors and tracks leave statuses, maintains documentation, and coordinates return-to-work plans. Additionally, they work closely with managers to develop modified work schedules or accommodations related to employee leaves. This role may also contribute to policy design, vendor management, and compliance oversight.

“What You’ll Do”

• Serve as the primary point of contact for employees, managers, and the HRBP’s regarding leave requests
• Ensures that employees are aware of their responsibilities and of any documentation and notice required to qualify for and to take leave
• Handles the FMLA leave administration process from the employee’s initial notice of the need for leave through the return to work. This includes gathering and completing all required paperwork, determining leave eligibility, designating leave as FMLA-qualifying, requesting medical certification as needed, and accounting for intermittent and reduced schedule leave use and communicating to third party recordkeeper
• Maintains reasonable telephonic and written communication with employees on leave to facilitate smooth and timely return to work; relays communication between employees and their managers during leave within reason.
• Prepare and distribute a “Welcome Back from LOA” packet for employees and managers, including return-to-work expectations, benefit reinstatement details, and any necessary accommodations or scheduling adjustments.
• Conducts weekly LOA review calls with HR Administration Manager, Senior HRBP and Director HR Administration to review claim status and next steps
• Meets with the Risk Manager as needed to coordinate LOA administration for workers’ compensation claims
• Provides written communication to employees when LOA process, policies and procedures are not followed. Escalates to appropriate Human Resources Business Partner as required for the situation
• Advises managers and employees on the interaction of leave laws with paid time off, workers’ compensation, and short-term and long-term disability benefits
• Produce and distribute LOA status reports for managers and HR Business Partners
• Oversee the return-to-work process for employees returning from extended FMLA or other leave(s)
• Facilitates other leave requests and escalates accommodation requests under the ADA to the relevant Human Resources Business Partner
• Administers company time-off programs as assigned in accordance with internal policy and applicable laws
• Performs calculations for coordination of sick and vacation benefits with short term disability/state insurance benefits
• Enters relevant payroll entries for every payroll (Tilt entries, vacation, sick and benefit deduction adjustments (as provided by the BA).)
• Communicates leave dates with Benefits Administrator for benefits continuation.
• Communicates payment of employee benefit premiums with employees and Short Term Disability benefit providers while on leave, including tracking of retroactive contributions due upon return to work
• Responds to requests from Disability carriers and applicable state agencies
• Recommends revisions to company leave policies to ensure compliance with federal, state, and local laws and regulations
• Maintains complete and accurate records of leave and accommodation requests in accordance with specified legal requirements and documentation of best practices
• Preserves confidentiality of employee medical documentation and files in employee’s ADP Workforce Now file
• Responds to internal MGRC legal team inquiries and provides requested information
• Maintains knowledge of all applicable leave and accommodation laws including the FMLA, ADA, and state and local laws.
• Performs other related duties as assigned.

Payroll:

• Responsible for processing TRS US & Canadian Payroll Bi-Weekly.
• Provides backup payroll support to payroll administrators as required
• Entry of LOA payments and adjustments every payroll in ADP as noted above.
• Produce payroll reports as needed for the Payroll Manager, HR Team, or Managers.
• Assist with Unemployment Claims and Garnishment processing.

“Must Haves”

• Two years of human resource experience preferred.
• Knowledge of the leave requirements and other legal protections afforded by the FMLA, ADA, and other applicable laws.
• Excellent written and verbal communication skills.
• Excellent analytical and problem-solving skills.
• Excellent organizational skills and attention to detail.
• Proficient in Microsoft Office Suite or similar software.
• Completion of specialized certification or training on FMLA/leave administration a plus.

Special Consideration

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.

Travel Requirements: Hybrid/flexible work from home, travel is required to mail/overnight courier LOA correspondence. Additionally, travel to attend All-Hands team meetings and/or provide backup payroll support is required. 10% travel estimate.

“Perks”

• It’s a great place to work where you are given the space to share ideas and opinions and the bottom-line is “YOU” matter!
• We value our employees' Quality of Life, and when it comes to mental health, recovery, and self-care, there is no one-size-fits-all approach that is why we provide resources where employees can find information on several wellness topics like nutrition, exercise, emotional health, and more!
• We all need to rest and recharge that’s why in addition to vacation and sick time we also offer 10 days 2 half days company-paid holidays!
• We offer a variety of benefits that offer you flexibility and choice, a simple selection experience, and the ability to take control over your benefit spending.
• 401(k) Retirement Plan with Company Match.
• Life is unpredictable, having Company Paid Life Insurance and knowing that your loved ones will be protected financially in the event of an unexpected death can give you peace of mind.
• We also offer DailyPay, HSA, FSA, EAP and Pet Insurance!

The specific pay rate and level, if applicable, will depend on the successful candidate’s qualifications, prior experience and location.

A Message from Our CEO, Joe Hanna

At McGrath, diversity and inclusion are important to our culture and core values. One of our core values is that YOU matter. This means everyone in the company, inclusive of race, color, nationality, gender, orientation, and all else. You are all important and critical to our operations and success. I believe cultivating a culture that is inclusive and embraces everyone is the right thing to do and as your leader, I’m committed to making this happen.

The pre-employment screening process includes social security verification and criminal background check. All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, sexual orientation, gender identity, national origin, protected veteran status, on the basis of disability and any other legally protected status.

Our company uses E-Verify to confirm employment eligibility of all newly hired employees. To learn more about E-Verify, including your rights and responsibilities, please visit www.dhs.gov/E-Verify .

#MGRC