Paid Time Off (PTO) Administrator

Description

About Us

At Gifthealth, we're revolutionizing the way people experience healthcare by simplifying the process of managing prescriptions and health services. Our mission is to provide a seamless, personalized, and efficient healthcare experience for all our customers. We're a dynamic, innovative, and customer-centric company dedicated to making a positive impact on people's lives.

Position Summary

The Paid Time Off (PTO) Administrator manages all aspects of the organization’s time-off programs, ensuring accurate tracking, compliance with company policies, and a smooth employee experience. This role blends data accuracy, policy interpretation, and responsive employee support. It is ideal for someone who thrives on precision and enjoys helping employees navigate utilizing their benefits.

If you are an experienced time off administration professional with a passion for service and a drive to improve healthcare, we would love to meet you.

Key Responsibilities  

PTO Program Administration (40%)

• Maintain and update PTO balances, accruals, and usage in the HRIS or timekeeping system.
• Process PTO requests and ensure they align with company policies and eligibility rules.
• Monitor accrual schedules, carryover limits, and payout requirements.
• Audit time-off records regularly to ensure accuracy and resolve discrepancies.
• Support annual PTO resets, accrual updates, and policy changes.

Employee Support & Communication (30%)

• Serve as the primary point of contact for PTO-related questions.
• Provide clear guidance on policies, accruals, and request procedures.
• Educate employees and managers on PTO rules, blackout periods, and approval workflows.
• Develop and maintain employee-facing resources such as FAQs, guides, and policy summaries.

Compliance & Policy Management (15%)

• Ensure PTO administration aligns with federal, state, and local regulations (e.g., paid sick leave laws).
• Maintain confidential employee information in accordance with company standards.
• Identify potential compliance issues and escalate when necessary.
• Assist with policy updates and help implement new time-off programs.

Cross-Functional Collaboration (15%)

• Partner with Payroll to ensure accurate payout, accrual, and coding of PTO hours.
• Work with HR Business Partners and leaders to support workforce planning and staffing needs.
• Collaborate with HRIS or IT teams to troubleshoot system issues or enhancements.

Qualifications

Required

• High school diploma or equivalent
• 2 years of experience administering PTO, timekeeping, or HR benefits programs.
• Strong understanding of time-off policies and basic employment regulations.
• High attention to detail and strong organizational skills.
• Ability to handle sensitive information with professionalism.
• Proficiency with HRIS or timekeeping systems.

Preferred

• Prior work in HR, payroll, or benefits administration.
• Certification such as SHRM-CP, PHR, or equivalent experience.

Work Environment

• Location: Hybrid
• Schedule: Full-time 
• May require additional availability or flexibility for critical, time-sensitive issues.
• Regular meetings with teams, departments, or leadership to ensure alignment.

Key Essential Functions 

• Must be able to sit for prolonged periods of time while working.
• Must be able to lift up to twenty-five pounds with or without reasonable accommodation.
• Must perform repetitive motions for an entire shift, including bending, reaching, lifting, and scanning.
• Must be able to work onsite when required.
• Manage and prioritize multiple projects simultaneously in a fast-paced environment.
• Process information with a high level of accuracy, efficiency, and organization, ensuring timely delivery and proper documentation.

Employment Classification

Status: Full-time
FLSA: Non-Exempt 

Equal Employment Opportunity (EEO) Statement

Gifthealth is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. All employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity, transgender status, national origin, age, disability, veteran status, or any other legally protected status.

Disclaimer

This job description is intended to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all responsibilities, duties, or skills required of personnel. Gifthealth reserves the right to modify job duties or descriptions at any time.