Position Summary

Under the supervision of the assigned manager, the Credential Specialist performs a variety of complex clerical, data processing and/or technical accounting work involved in developing, maintaining and auditing data sets specific to their department, and serving as a technical resource to HCOE, school district and charter school staff.

Distinguishing Characteristics

This is a mid-level position which requires independent decision-making.  A Specialist is responsible for the collection, reconciliation and reporting of specialized groups of data.  A Specialist works with complex data and performs technical and clerical duties specific to their assigned department.  A Specialist serves as a technical resource to HCOE, local school districts and charter schools, preparing and provides training and support in both one-on-one and group settings clearly communicating complex processes.

Supervision Received and Exercised

This position is under the supervision of the Credential Services Manager.

Examples of Duties and Responsibilities

Duties and responsibilities may include, but are not limited to, the following:

• Serves as a credentialing resource for the Human Resources department, district superintendents and the community. Also serves as a connection to Department of Justice (DOJ), California Commission on Teacher Credentialing (CCTC), California Department of Education, institutes of higher education, school districts, public agencies, HCOE staff and the general public.
• Explains complex concepts and guides potential credential holders in application procedures for various permits and credentials.
• Provides monthly orientation to large groups of substitutes. Receives, processes, reviews for accuracy, and evaluates countywide substitute paperwork and a variety of other forms and applications.
• Guides interested parties in filling out paperwork related to 30-day Substitute/Prospective Substitute Permits and makes recommendations to the CCTC.
• Guides interested parties in filling out paperwork related to Short Term Staffing/Provisional Internship Permits and Teaching Permits for Statutory Leave and makes recommendations for the permits to the CCTC.
• Serves as a liaison between educators and the CCTC. Assists with technical data entry and relaying information to troubleshoot a variety of issues in a timely manner.
• Serves as the point of contact for the HCOE Countywide Substitute Consortium including, but not limited to hosting the orientations, substitute evaluations, discipline, removal of substitutes from the Countywide Substitute Consortium and onboarding the substitutes.
• Maintains HCOE and Countywide Substitute lists and reviews for accuracy as staff are added and removed.
• Maintains database on substitute feedback and communication from districts.
• Assigns and monitors mandated trainings for all substitutes in the Countywide Substitute Consortium.
• Serves as a resource for complex technical issues for districts and educators navigating Frontline Absence Management.
• Performs complex technical data management in Escape to address credentialing pay holds for districts.
• Enters information that supports current and previous enrollment in retirement systems such as CalPERS and CalSTRS to ensure accuracy.
• Issues regular correspondence to districts and countywide substitutes.
• Monitors credential assignments for the districts and HCOE on a scheduled basis and assists in resolving any deficiencies.
• Assists in the state mandated county-wide Credential Assignment Monitoring (known as Cal-SAAS).
• Prepares credential data reports for districts, payroll, and as needed for other entities and departments.
• Serves as the Custodian of Record in accordance with the DOJ/FBI regulations including updating the HCOE fingerprint consortium.
• Interacts with data held within a proprietary database related to personnel.
• Maintains files and takes appropriate action with records, such as Notice of Delay and All Points Bulletin received from the DOJ for all certificated personnel in the County.
• Prepares special or routine reports for the County Superintendent or designee as assigned.
• Maintains an up-to-date knowledge of credential requirements and procedures.
• Maintains up to date credentialing information for districts and individuals, including conducting workshops, preparing and disseminating handouts.
• Establishes and maintains a positive working relationship with the CCTC, school districts and individuals.
• Ensures excellent customer
• Performs other duties as assigned.

Qualifications

Knowledge of

• Working knowledge of credentialing procedures, laws, regulations and requirements;
• Sufficient human relations and verbal skills to communicate technical and highly complex concepts to others and convey a positive, service-oriented image of the department;
• Modern office terminology, procedures and computer equipment and an array of appropriate software;
• Department operations;
• Proper preparation of legal and business correspondence;
• Receptionist and telephone etiquette techniques;
• Organization of files and records;
• Computer systems operation and report generation;

• Working word processing skills, such as the ability to format, save files for cross-platform use and in different versions, work with toolbars, menus, rulers, insert graphics, use borders and print labels;
• Attends conferences and workshops to stay current with CCTC requirements;
• Working database skills, such as the ability to sort and retrieve records, create layouts and reports, create mail merge for form letters, add, edit, delete fields and records;
• Working spreadsheet skills, including the ability to open, modify, format, save and print a new or existing spreadsheet and enter text and numbers;
• Working professional e-mail communication, organization and storage skills.

Ability to

• Work independently;
• Prepare, process, and verify data and report information rapidly and accurately at an acceptable standard of efficiency to meet assigned timelines;
• Analyze information, statistics and prepare reports;
• Accurately key 60 words per minute from clear copy and enter data with accuracy;
• Communicate with tact and courtesy and maintain appropriate confidentiality;
• Respond to routine and complex inquiries;
• Present complex technical information to individuals, small, and large groups effectively on a monthly basis and as otherwise required by the department;
• Use proper English with correct spelling and punctuation;
• Follow oral and written directions;
• Operate modern office equipment, including computers;
• Adapt to changing work demands;
• Independently manage task priorities to meet deadlines;
• Work under varying degrees of stress, including regular interruptions from staff and members of the public;
• Establish and maintain effective working relationships with a variety of individuals and groups;
• Read and comprehend fine print, such as legal contracts, spreadsheets and texts;
• Communicate effectively via telephone and in person.

Education and Experience

• Bachelor’s degree in Human Resources, Business Administration, Education, or a related field, and two (2) years of equivalent related experience, or
• Three (3) years related experience with increasing responsibility

Preferred Qualifications

• Experience working in a school district or county office of education.

Working Conditions

With or without accommodation, this position includes prolonged periods of standing or sitting, frequent walking, and occasional bending, stooping, and reaching. The employee must be able to lift, push, and pull objects up to 30 pounds. Visual and auditory abilities are required to perform essential job functions. Must be able to operate computer and other office equipment.

Other Requirements

• Must be fingerprinted and a satisfactory Department of Justice records check must be received by HCOE prior to employment.
• TB testing and/or risk assessment will be required upon employment.
• Other requirements as appropriate for the job responsibilities.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

Range 15
Reclassified from Range 12
Updated 04/07/2026