Position Summary

Under the supervision of the Credential Services Manager, the employee will perform support for the Credential Analyst, including receiving, reviewing and processing credential applications.  They will provide basic guidance on questions that are related to credentialing for district leaders, certificated personnel within the county and community members.

Distinguishing Characteristics

The Credentials Analyst is at the mid-range level within the Human Resources career ladder. To qualify for this position, prospective incumbents will comply with the qualifications and demonstrate the ability to facilitate credential processing and credential compliance, as well as perform formal reviews for many districts and individuals. Excellent communication, presentation and customer service skills are required throughout the range of potential tasks, as is coordination of a large and complex array of related tasks and responsibilities.

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 and guides potential credential holders in application procedures for various credentials.
• 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 the point of contact for the HCOE Countywide Substitute Consortium including, but not limited to, hosting the orientations, sub evaluations, discipline, removal of subs from the Countywide Sub Consortium and onboarding the substitutes.
• Conducts credential audits in Escape and addresses pay holds.
• 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).
• Provides credential updates for all districts each month in regard to expirations and pay holds.
• 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.
• Attends conferences and workshops to stay current with CCTC requirements.
• Serves as the custodian of the HCOE Live Scan Consortium database in accordance with DOJ/FBI regulations
• 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.
• Collaborates with the Human Resource Department to ensure 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;
• 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 under general supervision;
• 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 inquires;
• 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, Experience and Requirements:

• High School Diploma or Equivalent.
• Demonstrated completion of at least two (2) years of college – Bachelor’s degree preferred. Additional equivalent experience may be substituted for college education year for year.
• At least three (3) years of progressively responsible experience in personnel and technical data maintenance and administrative support. Experience preferably in an educational setting.
• Training experience highly desirable.

Working Conditions (Work Environment)

Work is in a fast-paced office environment, sitting and standing for extensive periods of time.

Environmental Elements

Work is performed in an office environment with minimal exposure to health and safety considerations.

Physical Demands:

• Work indoors and sit for long periods of time;
• Speaking and hearing ability to sufficiently hear over the phone and carry on routine conversations;
• Operating a computer, calculator, copier and other equipment that involves repetitive arm and hand movements;
• Hand-eye-arm and finger dexterity;
• Visual acuity sufficient to recognize people, words and numbers;
• Reaching and lifting up to forty (40) pounds.

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.
• May be required to obtain first aid and CPR certificates within the first 6-12 months of employment
• May be required to drive and travel for work, requiring a current California drivers license, proof of insurance and possible participation in the DMV Pull Notice Program once employed.

Range 12 (Reclassified from Range 42)
Personnel Commission Approved:12/11/18
Updated 12/28/23 | PC Approved 1/30/24