[Hiring] Benefits and Leave Compliance Specialist @Patriot Software

Role Description

We’re hiring a Benefits, Leave & Compliance Specialist to own the administration of employee benefits programs and leave of absence management across our U.S. workforce. This is not a generalist benefits role; we’re looking for someone with deep, hands-on experience administering multi-state leave programs who treats regulatory research as a core part of the job, not an add-on.

You’ll partner closely with People Operations, Finance, Legal, and managers across the company. You learn systems quickly, work independently without being prompted, and are genuinely excited about applying AI and automation to make People Operations more efficient. This is a hands-on role for someone who wants to own a function — not just execute tasks — for the next 2–4 years to continue building depth in People Operations.

What You’ll Be Doing

• Benefits Administration: 30%
  • Administer employee benefits programs end-to-end: enrollments, life events, qualifying status changes, billing reconciliation, and employee questions.
  • Serve as the primary point of contact for employee benefits inquiries, resolving issues related to eligibility, claims, and carrier escalations.
  • Conduct benefits orientation for new hires and support open enrollment planning and execution.
  • Own ACA tracking, compliance reporting, and 1095-C preparation.
  • Reconcile monthly benefits invoices and coordinate with Finance on discrepancies.
  • Maintain and audit benefits-related records in the HRIS; ensure data accuracy at all times.
  • Monitor and communicate regulatory changes affecting benefits (ERISA, HIPAA, ACA, COBRA, etc.).
  • Support Section 125 plan administration, including HSA and FSA accounts.
• Leave of Absence Administration & Compliance: 50%
  • Own leave compliance across all active employee jurisdictions — including staying ahead of new and pending state legislation and translating it into actionable guidance for the team.
  • Proactively monitor legislative and regulatory developments across all states where Patriot employees are located; assess impact, develop recommendations, and implement policy or process changes before deadlines hit.
  • Serve as Patriot’s internal subject matter expert on leave compliance — managers and People Ops should be able to bring you a question and get a clear, confident answer or a well-researched recommendation.
  • Administer all leave programs across a multi-state U.S. workforce including FMLA, ADA accommodations, parental leave, short-term and long-term disability, and state-specific leave laws.
  • Manage leave cases from initiation through return-to-work: issue notices, track eligibility, coordinate with employees and managers, and maintain complete documentation.
  • Partner with managers on ADA interactive process, reasonable accommodation requests, and documentation.
  • Coordinate with third-party leave administrators and disability carriers as applicable.
  • Handle workers’ compensation claim intake and coordination with timeliness and care.
  • Proactively monitor leave expirations and communicate next steps to employees and managers with appropriate urgency.
• General People Ops Support: 20%
  • Assist with scheduling and coordinating performance review cycles: sending reminders, tracking completion status, and following up on outstanding reviews to ensure timely completion.
  • Aid in annual compliance audits, federal/state reporting (EEO-1, etc.), and required notices.
  • Support offboarding, separation documentation, and final pay coordination.
  • Partner with the People Ops team to develop, update, and communicate HR policies and procedures related to benefits and leave.
  • Back up the senior recruiter as needed when multiple job postings are open.

Qualifications

• 3-5 years of dedicated, hands-on experience in benefits administration and leave of absence management.
• Demonstrated, multi-state leave administration experience is required — including working knowledge of state-specific paid leave laws, FMLA, ADA, COBRA, and state-mandated programs across multiple U.S. jurisdictions.
• A demonstrated habit of staying current on multi-state leave law, actively following regulatory updates, and tracking pending legislation.
• Proven ability to research a new leave law, assess its application to our workforce, and bring a clear recommendation.
• Strong command of federal and state employment law as it pertains to leave and benefits: FMLA, ADA, ACA, ERISA, HIPAA, FLSA, COBRA.
• Experience with ACA compliance including tracking, reporting, and 1095-C coordination.
• Comfortable with HRIS and benefits administration platforms; ability to learn them quickly, use them accurately, and own them fully.
• Sharp written and verbal communication: clear, direct, and human.
• Highly self-directed; ability to build systems to catch changes in regulations.
• High integrity when handling sensitive, confidential, and legally complex employee matters.
• Proven ability to manage a high volume of concurrent cases without dropping the ball.
• High School Diploma or GED required.
• Consistent, reliable high-speed internet access and a dedicated, quiet workspace free from distractions.

Nice to Have

• HR certification: PHR, SPHR, SHRM-CP, or CLMS (Certified Leave Management Specialist).
• Life, Accident & Health Insurance License.
• Experience with Greenhouse ATS or Patriot Software Payroll & Accounting.
• Familiarity with state-specific paid family and medical leave programs (WA, NJ, CO, etc.).

Location & Commitments

This position is open to all candidates who legally reside and are eligible to work in the United States. This position is currently not open to applicants in the following locations: Alaska, California, Hawaii, Washington D.C.

Working hours are established by each team and department based on business needs. For this role, core working hours are typically between 9:00 am - 5:00 pm EST, Monday through Friday. Due to the nature of our business, we have busy seasons and “right-nows” that occasionally require working outside of core hours.

Equal Opportunity

Patriot is an equal opportunity employer. We do not discriminate against any employee or job applicant on the basis of race, color, gender, national origin, age, religion, creed, disability or sex.

More Reasons to Love Patriot

Great products start with great people—which is why we invest in our team so they can do their best work. In addition to a culture that encourages innovation and ownership, our full-time employees enjoy a comprehensive suite of benefits that help our team thrive inside and outside of work.