PERSONNEL COMMISSION MINUTES...2019/07/17 · PERSONNEL COMMISSION MINUTES Regular Meeting July 17, 2019 9 a.m. Room 508 at 6401 Linda Vista Road, San Diego, CA 92111 I. CALL TO ORDER

PERSONNEL COMMISSION

MINUTES

Regular Meeting

July 17, 2019

9 a.m.

Room 508 at 6401 Linda Vista Road, San Diego, CA 92111

I. CALL TO ORDER

The meeting was called to order at 9 a.m. by Commissioner Huskey.

II. ROLL CALL

Members Present:

Jim Esterbrooks, Commissioner

Chuck Huskey, Commissioner, Chair

Miriam Rothman, Commissioner, Vice-Chair

Members Absent:

None

Present:

HR Staff: Bill Dowler, Jessica Glover, Corey Nabonne

COMET: Stacy Brandt

CSEA: Kim Garcia, Lorraine Hamann, Keith Hildreth

Executive Secretary: Chris Reising (Interim)

Recording Secretary: Maritess Pantaleon

III. APPROVAL OF PROPOSED AGENDA

MSC (Esterbrooks/Rothman) to approve the agenda for July 17, 2019 as presented.

IV. APPROVAL OF MINUTES

A. Regular Meeting – June 19, 2019, 9 a.m., room 508

MSC (Rothman/Esterbrooks) to approve the June 19, 2019 minutes as presented.

V. PUBLIC COMENT

A. None

Personnel Commission Minutes July 17, 2019 Page 2

VI. RATIFICATION OF ACTIONS BY DIRECTOR

A. Reclassification of Existing Positions

1. Research Analyst

Human Resources staff recommends that the Personnel Commission approve the

following, effective September 1, 2019:

1. Reclassify position number 10998081 from Research Analyst to Legal Analyst,

allocated to Grade 060 of the Classified Support Salary Schedule.

2. Approve the Legal Analyst job description updates as presented.

3. Abolish the Research Analyst job classification.

MSC (Esterbrooks/Rothman) to approve the recommendation as presented.

VII. CLASSIFICATIONS

A. New Classifications

1. Coordinator, Data Reporting (Grade 45, Management)

Human Resources staff recommends that the Personnel Commission approve the

following, effective July 17, 2019:

1. Establish the new classification of Coordinator, Data Reporting, allocated to

Grade 045 on the Classified Management Salary Schedule.

2. Classify one position as Coordinator, Data Reporting, in the Services and

Solutions Unit of the Integrated Technology Services Division.


B. Classifications of New Positions

1. None

C. Reclassification of Existing Position

1. None

D. Class Description Update

1. Commercial Warrants and Accounts Payable Analyst

Human Resource staff recommends that the Personnel Commission approve the

following, effective July 17, 2019:

1. Approve the changes to the classification description from Commercial

Warrants and Accounts Payable Systems Analyst to Commercial Warrants

Systems Analyst, as presented.

MSC (Rothman/Esterbrooks) to approve the recommendation as presented.

Personnel Commission Minutes July 17, 2019 Page 3

2. Website Development Assistant

Human Resource staff recommends that the Personnel Commission approve the

following, effective August 1, 2019:

1. Approve the changes to the classification description from Website

Development Assistant to Communications Media Assistant, as presented.

There was brief discussion on the website and content responsibilities.


VIII. OTHER ACTION ITEMS

A. None

IX. POSITION ANNOUCEMENTS – NO ACTION

Job bulletins are presented as information only.

1. Buyer - Open

2. Food Services Field Assistant - Open

3. Legal Analyst - Open

4. Program Secretary - Open

5. Project Manager, Integrated Technology Services - Promotional

6. School Office Assistant – Open

X. APPROVAL OF ELIGIBILITY LISTS

All eligibility lists shall be certified by the Commission at the first reasonable opportunity.

The Personnel Director-Personnel Commission may submit eligibility lists for approval by the

Commission subsequent to certification from the list. Appointments may be made from

available eligibles pending final decision on the protest and/or appeal and shall not be

changed even though the outcome is in the appellant's favor, unless the Commission has

ordered it otherwise.

Personnel Commission staff recommends that the Personnel Commission ratify and approve the promulgation of the following eligibility lists for the periods indicated below as outlined in the Merit Systems Rules and Regulations, Chapter V, Section 2 and 3. Classification/Established Date: 1. Account Clerk II, 7/2/2019

2. Behavior Specialist, Special Education, 7/10/2019

3. Business Advisor, 7/10/2019

4. Educational Interpreter - Deaf and Hard of Hearing, 7/9/2019

5. Food Services Field Assistant, 7/9/2019

6. ServiceNow Developer, 6/27/2019

MSC (Esterbrooks/Rothman) to approve the eligibility lists as presented.

CLASSIFICATION ANALYSIS

Position: Legal Analyst

Grade: Classified Support Grade 060

Prepared By: Bill Dowler

Report Date: 07/11/2019

Meeting Date: 07/17/2019

Effective Date: 09/01/2019

INFORMATION SOURCES: Job Description Review Meeting with Legal Analyst

Meeting with Consulting General Counsel

BACKGROUND & ANALYSIS: Following the recent notification of an upcoming resignation by the Research Analyst, the Consulting General Counsel contacted Human Resources to discuss the needs of the Legal Services unit. In June of 2018, SDCOE created a new job classification of Legal Analyst. This job class was created with a broader scope to cover a wide range of legal issues pertaining to educational institutions, whereas the Research Analyst job classification was traditionally more focused on Board of Education governance issues and some legal research. In analyzing the job duties, scope of work, functions of the job, and level of responsibility from the information gathered, the job duties to be assigned are consistent with the classification of Legal Analyst. In the analysis, Human Resources also determined that two small job description updates need to be made: 1. Indicate that knowledge is required to handle Public Records Act requests 2. The minimum experience requirement is increased from two (2) to three (3) years of

substantial work experience, with a preference for direct experience in a Merit System setting

These updates are consistent with the current salary allocation for the job classification. This item is brought forth as a ratification at the July 17, 2019 Personnel Commission meeting because SDCOE has begun the recruitment under the new job class title in an effort to minimize the time of transition between the resigning employee and the future incumbent.

DEFINITION:

The Legal Analyst independently performs a variety of legal research-based duties related to ensuring that the County Superintendent of Schools as well as school district and charter school governing boards are in compliance with local, state, and federal legal requirements.

ESSENTIAL FUNCTIONS:

• Researches, interprets, and explains legal requirements, makes recommendations, and suggests problem-solving strategies to district administration on complex recurring and non-recurring issues related to governing board meetings and operations.

• Analyzes complex legal resources to make recommendations to SDCOE and district administrators.

• Explains to school district administration the processes and procedures required to comply with laws applicable to governing board operations in compliance with applicable law and policies; provides resources and timelines, and makes recommendations as requested.

• Performs legal administrative functions related to SDCOE and district governing boards countywide, including providing legal resources and research support to districts and SDCOE, to ensure compliance with public records act requests, personnel issues, other assigned responsibilities, and generally coordinating legal services.

• Plans, coordinates, and organizes activities in collaboration with SDCOE subject matter experts and administrators for the preparation and adoption of policies and administrative regulations to ensure compliance with state and federal laws and regulations.

• Interprets and explains to members of the public complex requirements of law related to school district organization; responds to inquiries and complaints.

• Prepares documents such as correspondence, resolutions, and board issue papers.

• Organizes and ensures retention of required records.

• Serves as a liaison to multiple county and state agencies, including the County Board of Supervisors and the California Department of Education, for school district organization processes.

• Participates in reviews of charter school petitions and appeals, special education plans, and services and due process proceedings, evaluating legal compliance in specialized areas of the law; composes related correspondence and board issue papers.

• Ensures compliance of the office of the County Superintendent of Schools with legal requirements related to charter schools, special education, instruction, camp and community schools, including providing notifications to districts and maintaining historical records; creates and maintains a database of legal memoranda and policies and archives.

• Completes special projects as assigned.

• Prioritizes and organizes workload; completes large numbers of work assignments within strict guidelines.

CRITICAL EVALUATION FACTORS: Job Duties Scope Knowledge Complexity

RECOMMENDATION: Human Resources staff recommends that the Personnel Commission approve the following, effective September 1, 2019:

1. Reclassify position number 10998081 from Research Analyst to Legal Analyst,

allocated to Grade 060 of the Classified Support Salary Schedule. 2. Approve the Legal Analyst job description updates as presented. 3. Abolish the Research Analyst job classification.

Page 1 of 3

SAN DIEGO COUNTY OFFICE OF EDUCATION

Personnel Commission

CLASS TITLE: RESEARCH ANALYST, Grade 60

DEFINITION:

Under general direction, independently performs a wide variety of research-based duties related to ensuring the County Superintendent of Schools as well as school district governing boards are in compliance with local, state, and federal legal requirements.

REPRESENTATIVE DUTIES

This position description is intended to describe the general nature and level of work being performed by the employee assigned to the position. This description is not an exhaustive list of all duties, responsibilities, knowledge, skills, abilities, and working conditions associated with the position. Incumbents may be required to perform any combination of these duties. All requirements are subject to possible modification to reasonably accommodate individuals with a disability. ESSENTIAL FUNCTIONS:

Researches, interprets, and explains legal requirements, makes recommendations, and suggests problem-solving strategies to district administration on complex recurring and non-recurring issues related to governing board meetings and operations.

Analyzes complex legal resources to make recommendations to SDCOE and district administrators.

Explains to school district administration the processes and procedures required to fill governing board vacancies in compliance with applicable law; provides resources and timelines; makes recommendations as requested.

Performs administrative functions related to district governing boards countywide including: tracking membership, calling primary and general elections, providing support to districts to ensure compliance with election deadlines and responsibilities, coordinating election activities with the Registrar of Voters.

Plans, coordinates, and organizes activities in collaboration with SDCOE subject matter experts and administrators for the preparation and adoption of policies and administrative regulations to ensure compliance with state and federal laws and regulations.

Interprets and explains to members of the public complex requirements of law related to school district organization; responds to inquiries and complaints.

Prepares documents such as correspondence, resolutions, and board issue papers.

Organizes and ensures retention of required records.

Serves as a liaison to multiple county and state agencies, including the County Board of Supervisors and the California Department, for school district organization processes.

Participates in review of charter school petitions and appeals, evaluating legal compliance in specialized area of the law; composes related correspondence and board issue papers.

Page 2 of 3

Ensures compliance of the office of the County Superintendent of Schools with legal requirements related to district governing boards, including providing notifications to districts and maintaining historical records; creates and maintains database of governing board membership to record required data.

Completes special projects as assigned by SDCOE administration. NON-ESSENTIAL FUNCTIONS:

Performs related duties as assigned.

CREDENTIALS, CERTIFICATES, LICENSES OR OTHER REQUIREMENTS:

Possession of a Paralegal certificate from an ABA approved paralegal program preferred.

EDUCATION AND EXPERIENCE:

College level coursework in business administration, pre-law, or paralegal studies, and two years of substantial work experience with a school district or other governmental agency researching and providing guidance regarding legal policies and regulations, including preparation of complex documents and publications. Experience working with educational agencies preferred. Possession of a paralegal certificate may substitute for one year of required work experience.

KNOWLEDGE AND ABILITIES:

THOROUGH KNOWLEDGE OF: State and local laws and regulations pertaining to governing board policies and procedures

Governing board elections

School district organization KNOWLEDGE OF:

The use of common office computer systems and software

Legal research sources and methods Research techniques

Record keeping practices and procedures

ABILITY TO:

Conduct legal research utilizing online tools such as Westlaw or LexisNexis.

Interpret, explain and apply complex statutes and legislation pertaining to school district governing boards and elections.

Clearly explain laws, rules and regulations to all levels of district personnel and the general public.

Research complex information and draw valid conclusions and recommendations.

Accurately maintain complex files and records.

Prepare, edit and proofread a variety of documents and correspondence.

Type forms, reports and correspondence with speed and accuracy.

Follow complex oral and written instructions.

Communicate effectively orally and in writing.

Page 3 of 3

Establish and maintain cooperative relationships with all levels of staff and the public.

Exercise tact and independent judgment.

Work under pressure and handle multiple assignments.

Work effectively independently and as part of a team with minimum supervision.

Exercise appropriate judgment in making decisions.

Maintain confidentiality of information.

WORKING CONDITIONS & PHYSICAL ABILITIES:

ENVIRONMENT: Office environment. PHYSICAL ABILITIES: Must be able to hear and speak to exchange information; see to perform assigned duties; sit or stand for extended periods of time; possess dexterity of hands and fingers to operate computer and other office equipment; kneel, bend at the waist, and reach overhead, above the shoulders and horizontally, to retrieve and store files; lift light objects.

Abolished: 07/2019

Established Approved by Personnel Commission

Revised FLSA Status

Salary Grade

06/2015 June 10, 2015 10/2017 Non-Exempt Classified Support Grade 60

Legal Analyst Page 1 of 1

JOB DESCRIPTION San Diego County Office of Education


Legal Analyst

Purpose Statement

The Legal Analyst independently performs a variety of legal research-based duties related to ensuring that the County Superintendent of Schools as well as school district and charter school governing boards are in compliance with local, state, and federal legal requirements.

This position description is intended to describe the general nature and level of work being performed by the employee assigned to the position. This description is not an exhaustive list of all duties, responsibilities, knowledge, skills, abilities, and working conditions associated with the position. Incumbents may be required to perform any combination of these duties. All requirements are subject to possible modification to reasonably accommodate individuals with a disability.

Essential Functions

• Researches, interprets, and explains legal requirements, makes recommendations, and suggests problem-solving strategies to district administration on complex recurring and non-recurring issues related to governing board meetings and operations.

• Analyzes complex legal resources to make recommendations to SDCOE and district administrators.

• Explains to school district administration the processes and procedures required to comply with laws applicable to governing board operations in compliance with applicable law and policies; provides resources and timelines, and makes recommendations as requested.

• Performs legal administrative functions related to SDCOE and district governing boards countywide, including providing legal resources and research support to districts and SDCOE, to ensure compliance with public records act requests, personnel issues, other assigned responsibilities, and generally coordinating legal services.

• Plans, coordinates, and organizes activities in collaboration with SDCOE subject matter experts and administrators for the preparation and adoption of policies and administrative regulations to ensure compliance with state and federal laws and regulations.

• Interprets and explains to members of the public complex requirements of law related to school district organization; responds to inquiries and complaints.

• Prepares documents such as correspondence, resolutions, and board issue papers.

• Organizes and ensures retention of required records.

• Serves as a liaison to multiple county and state agencies, including the County Board of Supervisors and the California Department of Education, for school district organization processes.

• Participates in reviews of charter school petitions and appeals, special education plans, and services and due process proceedings, evaluating legal compliance in specialized areas of the law; composes related correspondence and board issue papers.


• Ensures compliance of the office of the County Superintendent of Schools with legal requirements related to charter schools, special education, instruction, camp and community schools, including providing notifications to districts and maintaining historical records; creates and maintains a database of legal memoranda and policies and archives.

• Completes special projects as assigned.

• Prioritizes and organizes workload; completes large numbers of work assignments within strict guidelines.

Other Functions

• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Job Requirements: Minimum Qualifications

Skills, Knowledge and Abilities

SKILLS are required to operate standard office equipment, including utilizing pertinent software; plan and manage projects; respond to Public Records Acts requests appropriately; resolve conflicts and diffuse hostile interchanges; prepare and maintain accurate records; and classify data and/or information.

KNOWLEDGE of: legal research sources and methods; laws applicable to public entity responsibilities and claims; educational, medical, and legal terminology; special education laws; charter school laws; collective bargaining agreements, both federal and state administrative procedures; professional business telephone etiquette; codes/laws/rules/regulations/policies; concepts of grammar and punctuation; office application software; practicing cultural competency while working collaboratively with diverse groups and individuals; SDCOE customer service objectives and strategies.

ABILITY to: gather and interpret data; read and comprehend complex legal and procedural text; work with a significant diversity of individuals and/or groups; analyze issues and create action plans; identify issues presented in claims; conduct effective interviews; analyze and project consequences of the release of information, decisions, and recommendations; conduct contacts with representatives of member district/charter schools, outside agencies, and members of the public with courtesy and respect; communicate effectively, both oral and written; work with frequent interruptions; maintain confidentiality; establish effective relationships; adapt to changing work priorities; maintain accuracy and attention to detail; meet deadlines and schedules; work as part of a team.

Responsibility

Responsibilities include: working under limited supervision and/or working, leading, guiding and/or coordinating work with others. Using resources from other work units may be required. Maintain knowledge of changes to existing applicable federal and state law.

Working Environment

The work primarily takes place in an office setting with exposure to computer screens. The usual and customary methods of performing the job’s functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine-finger dexterity. The job generally requires 50% sitting, 25% walking, and 25% standing. This job is performed in a generally clean and healthy environment.


Experience: Three (3) Two (2) years of substantial work experience with a school district, county office, other governmental agency, or law firm researching and providing guidance regarding legal policies and regulations and preparing complex documents and publications. Experience working with educational agencies is preferred. Possession of a Juris Doctorate or paralegal certificate may substitute for one year of required work experience. Experience with Merit System principles and procedures preferred.

Education: A Bachelor’s degree with substantial coursework in labor and employment law, public administration, paralegal studies, legal assistance, or a closely related field. Graduation from an American Bar Association-accredited law school is desirable.

Equivalency: A combination of education and experience equivalent to a bachelor’s degree with substantial coursework in labor and employment law, public administration, paralegal studies, legal assistance, or a closely related field, and three (3) two (2) years of substantial work experience with a school district, county office, other governmental agency, or law firm researching and providing guidance regarding legal policies and regulations and preparing complex documents and publications.

Required Testing Certificates

N/A Valid CA Driver’s License

Continuing Educ./Training Clearances

N/A Criminal Justice Fingerprint/Background Clearance

Proof of physical examination including TB Clearance

FLSA State: Non-Exempt

Salary Range: Classified Support Grade 060

Established: 06/2018

Revised: 7/2019

Approved by Personnel Commission:

CLASSIFICATION ANALYSIS

Position: Coordinator, Data Reporting

Grade: Classified Management Grade 045

Prepared By: Jessica Glover


PC Meeting Date: 07/17/2019

Effective Date: 07/17/2019 INFORMATION SOURCES: Job Description Review Meeting with Assistant Superintendent, Integrated Technology Services BACKGROUND & ANALYSIS: The California Longitudinal Pupil Achievement Data System (CALPADS) was created by the California Department of Education (CDE) to enable California to meet federal reporting requirements and has been operational since 2009. CALPADS data comprises student demographics, program participation, grade level, enrollment, course enrollment and completion, discipline, teacher assignments, and statewide assessment data. The data submitted from local educational agencies is used in a wide variety of ways, and impacts student funding, official enrollment/graduation/dropout rates, and program evaluation, to name a few. Participation in CALPADS reporting is mandatory in order to comply with federal law. The Assistant Superintendent, ITS has identified a need to provide support to the school districts and charter schools in San Diego County in reporting data. The CDE has a very small staff dedicated to CALPADS assistance and relies primarily on training videos and manuals to communicate information on a complex technical process. The new Coordinator would focus on serving as a technical resource for the reporting process, as well as disseminating the latest information on CALPADS from the CDE. This would include developing and delivering face-to-face trainings and troubleshooting problems as needed to improve the quality of the reporting process and ensure compliance with state and federal guidelines. The job duties to be performed do not align with any existing classifications within SDCOE. Therefore, Human Resources is recommending the establishment of a new classification, Coordinator, Data Reporting. DEFINITION:

Under administrative direction, the Coordinator, Data Reporting, is responsible for planning, coordinating, and implementing local policies and procedures related to the California Longitudinal Pupil Achievement Data System (CALPADS) and other assigned state and federal reporting systems to ensure compliance with mandated timelines for data reporting, and serves as a technical resource and provides assistance to San Diego County Office of Education (SDCOE) programs, school districts, and charter schools regarding CALPADS requirements and reporting.


• Responds to inquiries and provides assistance to San Diego County Office of Education (SDCOE) programs, school districts, and charter schools regarding CALPADS requirements and reporting.

• Represents SDCOE as the primary contact for the California Department of Education (CDE) on issues related to CALPADS and other mandated student information electronic reporting systems as assigned.

• Ensures that assigned student information systems meet legal data confidentiality, audit, and archiving requirements.

• Develops procedures and best practices resources related to CALPADS, and other

assigned state and federal reporting systems, to assist users with meeting local, state, and federal compliance guidelines.

• Develops and delivers trainings to SDCOE staff, district, and charter school

stakeholders on the operation and maintenance of CALPADS data and data

corrections, and other electronic state and federal reporting systems.

• Develops and supports the student information system data user community,

documenting and sharing successes, and engaging data partners, organizations and

key field experts.

• Works with internal and external stakeholders to design, develop, and submit data reports and coordinates the review of data and data corrections to ensure compliance with reporting guidelines.

• Researches and analyzes the data reporting needs of school districts and charter schools to make recommendations for process and system improvements.

• Researches, designs, and implements policies and procedures related to assigned electronic data reporting systems to audit, certify, and potentially publish student and staff data to CALPADS and other local, regional, state and federal agencies.

• Participates in assigned data reporting systems testing, including developing test plans, data, and procedures, to validate the accuracy of system output.

• Maintains current knowledge of relevant legal and legislative mandated reporting requirements, and reviews and revises reporting policies and procedures to ensure compliance with local, state and federal guidelines.

• Monitors CDE and other sources for changing and emerging technical and data requirements related to the CALPADS and other assigned data reporting systems, and revises policies and procedures accordingly to maintain compliance.

• Advises senior management of operational processes necessary for accuracy and recommends policies, procedures, and/or actions on issues that relate to in assigned data reporting systems.

• Communicates regularly with stakeholders regarding all assigned mandated

reporting timelines and requirements.

• Prepares a wide variety of written materials for documenting activities, providing reference, conveying information, and complying with established reporting requirements.

CRITICAL EVALUATION FACTORS:

Job Duties Scope Knowledge Complexity Impact of Error RECOMMENDATION: Human Resources staff recommends that the Personnel Commission approve the following, effective July 17, 2019:

1. Establish the new classification of Coordinator, Data Reporting, allocated to Grade 045 on the Classified Management Salary Schedule.

2. Classify one position as Coordinator, Data Reporting, in the Services and Solutions Unit of the Integrated Technology Services Division.

JOB DESCRIPTION San Diego County Office of Education

Coordinator, Data Reporting

Purpose Statement

Under administrative direction, the Coordinator, Data Reporting, is responsible for planning,

coordinating, and implementing local policies and procedures related to the California Longitudinal

Pupil Achievement Data System (CALPADS) and other assigned state and federal reporting systems

to ensure compliance with mandated timelines for data reporting, and serves as a technical resource

and provides assistance to San Diego County Office of Education (SDCOE) programs, school districts,

and charter schools regarding CALPADS requirements and reporting.

Essential Functions

• Responds to inquiries and provides assistance to San Diego County Office of Education (SDCOE)

programs, school districts, and charter schools regarding CALPADS requirements and reporting.

• Represents SDCOE as the primary contact for the California Department of Education (CDE) on

issues related to CALPADS and other mandated student information electronic reporting systems as

assigned.

• Ensures that assigned student information systems meet legal data confidentiality, audit, and

archiving requirements.

• Develops procedures and best practices resources related to CALPADS, and other assigned state and

federal reporting systems, to assist users with meeting local, state, and federal compliance guidelines.

• Develops and delivers trainings to SDCOE staff, district, and charter school stakeholders on the

operation and maintenance of CALPADS data and data corrections, and other electronic state and

federal reporting systems.

• Develops and supports the student information system data user community, documenting and

sharing successes, and engaging data partners, organizations and key field experts.

• Works with internal and external stakeholders to design, develop, and submit data reports and

coordinates the review of data and data corrections to ensure compliance with reporting guidelines.

• Researches and analyzes the data reporting needs of school districts and charter schools to make

recommendations for process and system improvements.

• Researches, designs, and implements policies and procedures related to assigned electronic data

reporting systems to audit, certify, and potentially publish student and staff data to CALPADS and

other local, regional, state and federal agencies.

• Participates in assigned data reporting systems testing, including developing test plans, data, and

procedures, to validate the accuracy of system output.

• Maintains current knowledge of relevant legal and legislative mandated reporting requirements, and

reviews and revises reporting policies and procedures to ensure compliance with local, state and

federal guidelines.

• Monitors CDE and other sources for changing and emerging technical and data requirements

related to the CALPADS and other assigned data reporting systems, and revises policies and

procedures accordingly to maintain compliance.

Coordinator, Data Reporting Page 2 of 3

• Advises senior management of operational processes necessary for accuracy and recommends policies,

procedures, and/or actions on issues that relate to in assigned data reporting systems.

• Communicates regularly with stakeholders regarding all assigned mandated reporting timelines

and requirements.

• Prepares a wide variety of written materials for documenting activities, providing reference,

conveying information, and complying with established reporting requirements.

Other Functions

• Performs other related duties as assigned for the purpose of ensuring the efficient and effective

functioning of the work unit.

Job Requirements: Minimum Qualifications

Knowledge and Abilities:

KNOWLEDGE of:

Project management concepts, techniques, and methodologies;

Principles and practices of database management;

K-12 student information system operations;

Federal and state student records requirements and applicable codes;

CALPADS reporting requirements and objectives;

State Test Operations Management System (TOMS);

State and Federal Reporting requirements, timelines and updates;

Student information systems used by SDCOE, including CALPADS, Aeries, Synergy, and

PowerSchool.

ABILITY to:

Identify and analyze user or system problems and recommend alternative procedures or solutions;

Analyze functional requirements, apply governing rules and regulations, and translate into best proactive

solutions;

Plan, analyze, design, test, and implement software application solutions;

Demonstrate effective use of student information systems used by SDCOE, including CALPADS,

Aeries, Synergy, and PowerSchool.

Make effective technical presentations to individuals and groups;

Maintain confidentiality of information;

Work effectively independently and as part of a team with minimum supervision;

Establish and maintain effective working relationships with staff and clients contacted during work;

Demonstrate effective interpersonal skills, including tact, patience, and courtesy;

Communicate effectively and professionally orally and in writing.

Responsibility

Responsibilities include: working under limited supervision using standardized practices and/or methods;

directing other persons within a small work unit; monitoring budget expenditures. Utilization of some

resources from other work units is often required to perform the job's functions. There is some opportunity

to impact the organization’s services.

Coordinator, Data Reporting Page 3 of 3

Working Environment:

On occasion, this position will require evening and weekend work hours to accommodate training needs for

school districts and other stakeholders in locations across San Diego County.

The usual and customary methods of performing the job's functions require the following physical

demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or

crawling and significant fine finger dexterity. Generally, the job requires 90% sitting, 5% walking, and

5% standing. This job is performed in a generally clean and healthy environment.

Experience: Four (4) years of work experience managing data in student information systems in a K-

12 educational agency.

Education: Bachelor’s degree with major coursework in information systems, data management,

computer science, or a related field from an accredited college or university.

Equivalency: A combination of education and experience equivalent to a bachelor’s degree with major

coursework in information systems, data management, computer science, or a related field

from an accredited college or university, and four (4) years of work experience managing

data in student information systems in a K-12 educational agency.

Required Testing

N/A

Certificates

N/A Valid CA Driver’s License

Continuing Educ./Training Clearances

N/A Criminal Justice fingerprint/Background Clearance

Drug Test

Physical examination including TB Screen

FLSA State: Non-Exempt

Salary Range: Classified Management, Grade 45

Personnel Commission Approved:

CLASSIFICATION DESCRIPTION UPDATE

Position: Commercial Warrants and Accounts Payable

Systems Analyst





Effective Date: 07/17/2019

BACKGROUND & ANALYSIS: Due to a recent reorganization in the Business Services Division, the Commercial Warrants and Accounts Payable Unit has been divided into two separate units, with the Commercial Warrants Unit remaining in District Financial Services department, and the Accounts Payable Unit moving to the Internal Business department. The Analyst position will remain with the Commercial Warrants Unit, so Human Resources is updating the job description to remove the Accounts Payable reference from the classification title and definition from the classification description. There are no changes to the scope and complexity of the duties being performed. INFORMATION SOURCES: Job Description Review Meeting with Manager, Commercial Warrants CLASS DESCRIPTION SECTIONS IMPACTED BY THESE CHANGES: Title Definition INCUMBENTS IMPACTED BY THESE CHANGES: There is currently one position classified as Commercial Warrants and Accounts Payable Systems Analyst with the following position number:

• Position 10998554 – Theresa Marti, incumbent RECOMMENDATION: Human Resource staff recommends that the Personnel Commission approve the following:

1. Effective July 17, 2019, approve the changes to the classification description from Commercial Warrants and Accounts Payable Systems Analyst to Commercial Warrants Systems Analyst, as presented.



CLASS TITLE: COMMERICAL WARRANTS & Accounts Payable SYSTEMS ANALYST, Grade 58

DEFINITION:

Under general supervision, collects, compiles, and verifies data in the areas of commercial warrants, accounts payable, and attendance accounting; provides support to the San Diego County Office of Education (SDCOE), school districts, and charter schools for assigned areas; and prepares a variety of complex and comprehensive attendance and fiscal reports for compliance with local and state regulations.

REPRESENTATIVE DUTIES:

ESSENTIAL FUNCTIONS: Research, develop, implement, and maintain processes and procedures designed to improve accounting and accounts receivable support for SDCOE programs and departments.

Audits school district and charter school attendance reports and school calendars for accuracy and compliance with established regulations.

Prepares, verifies, and submits statistical reports of attendance, enrollment, and CBEDS data for school districts, charter schools, SDCOE, state, and federal agencies as needed.

Acts as a liaison between SDCOE, school districts, and state agencies regarding Mandated Cost Reporting and attendance report filing.

Serves as a resource for school district and charter school personnel on attendance accounting, student enrollment, school boundaries, school calendars, and related software.

Communicates with school district and charter school personnel regarding state-sponsored attendance accounting workshops and professional development opportunities throughout the year.

Maintains the information on the Pupil Accounting web pages for the SDCOE website to ensure the accuracy of information.

Processes emergency waivers for school closures and material decreases.

Attends meetings as the SDCOE representative on matters pertaining to attendance.

Troubleshoot and resolve end-user questions for assigned areas, and work with unit leadership and/or ITS to identify and implement process and/or systems changes as needed.

Manipulate large amounts of data to compare and analyze changes.

Plan, develop, write, revise, and maintain program outlines, bulletins, memoranda, handbooks and manuals.

NON-ESSENTIAL FUNCTIONS: Perform other duties as assigned.

Commercial Warrants Systems Analyst Page 2 of 3


KNOWLEDGE OF: Commercial warrants and accounts payable principles and procedures

Local, state, and federal rules and regulations related to attendance accounting, enrollment, and school calendars

California State Accounting Manual, and California Education Code sections related to commercial warrants, accounts payable, audit, school business and financial reporting functions

Accounting clerical methods, forms and techniques

Office practices and procedures related to processing and recording transactions of accounting information

Computer hardware and software programs, including automated accounting systems

Advanced Excel and Access skills to handle complex data and analyses

ABILITY TO: Apply commercial warrants, accounts payable, and attendance accounting best practices, and coach others in proper processes and protocols

Interpret and analyze transactions related to accounting codes and classifications

Evaluate large amounts of data to draw coherent conclusions and recommendations

Accurately organize fiscal and statistical data records and reports

Operate standard office equipment, including computers, software programs and automated accounting systems

Identify and reconcile differences within data sets and records

Communicate effectively, both orally and in writing

Establish and maintain effective working relationships with others


A combination of education and experience equivalent to: two (2) years of experience involving computerized accounting systems performing comparable duties and responsibilities -OR- completion of college-level course work in accounting, business administration, finance or a closely related field and experience involving familiarity with the business/financial/budgetary operation of an agency. School district and PeopleSoft experience preferred.

WORKING CONDITIONS AND PHYSICAL ABILITIES:

WORKING CONDITIONS: Duties are typically performed in an office setting.

PHYSICAL ABILITIES: Must be able to hear and speak to exchange information; see to perform assigned duties; sit and/or stand for extended periods of time; possess dexterity of hands and fingers to operate a computer and other office equipment; kneel, bend at the waist, and reach overhead, above the shoulders and horizontally, to retrieve and store files and supplies; lift light objects.

Commercial Warrants Systems Analyst Page 3 of 3

Established Approved by the Personnel Commission

Revised FLSA Status Salary Grade

07/2014 July 16, 2014 11/18; 7/19 Non-Exempt Classified Support Grade 58

CLASSIFICATION DESCRIPTION UPDATE

Position: Website Development Assistant





Effective Date: 08/01/2019 BACKGROUND & ANALYSIS: The Website Development Assistant classification in the Communications Office has been previously tasked with assisting staff in the design and maintenance of the San Diego County Office of Education (SDCOE) website and online newsletters. Due to new hires in the Integrated Technology Services (ITS) division, the duties related to the SDCOE website will be reassigned to the appropriate ITS staff members. Senior management has taken this opportunity to review the work assigned to the Website Development Assistant and refocus the classification on the digital and social media needs of the organization. The title of the classification will change to Communications Media Assistant to reflect the new duties being assigned. The duties being performed are similar in scope and complexity to the duties previously assigned, including serving as a resource to the Communications Team and SDCOE staff in the assigned areas of expertise. The classification is recommended to remain allocated on the Classified Support Salary Schedule, Grade 52. INFORMATION SOURCES: Job Description Review Meeting with Incumbent Meeting with Chief of Staff CLASS DESCRIPTION SECTIONS IMPACTED BY THESE CHANGES: Title Definition Essential Functions Education and Experience INCUMBENTS IMPACTED BY THESE CHANGES: There is currently one position classified as Website Development Assistant with the following position number:

• Position 10998469 – Cyndi Hawkes, incumbent RECOMMENDATION: Human Resource staff recommends that the Personnel Commission approve the following:

1. Effective August 1, 2019, approve the changes to the classification description from Website Development Assistant to Communications Media Assistant, as presented.

Communications Media Assistant Page 1 of 3



CLASS TITLE: COMMUNICATIONS MEDIA ASSISTANT WEBSITE DEVELOPMENT ASSISTANT , Grade 52

DEFINITION:

Under general direction, the Communications Media Assistant supports the San Diego County Office of Education (SDCOE) communication and marketing efforts by preparing graphic designs, photography, written materials, and social media; assists the Communications Team with email marketing, website presence, content management, art direction, and branding, and helps to measure and grow SDCOE social media following through the development of quality creative content for use in a variety of digital platforms.

REPRESENTATIVE DUTIES: This position description is intended to describe the general nature and level of work being performed by the employee assigned to the position. This description is not an exhaustive list of all duties, responsibilities, knowledge, skills, abilities, and working conditions associated with the position. Incumbents may be required to perform any combination of these duties. All requirements are subject to possible modification to reasonably accommodate individuals with a disability.


Assists in the research, planning, development, and maintenance of communications products, websites, and social media, to support SDCOE’s digital media needs. Collaborates to create organization-wide guidelines for the usage and content of web-based communications, social media, and the SDCOE website, and advises on best practices and guidelines for visual communications. Provides support on the use of electronic communications tools to facilitate the use of social media for information communication purposes, including preparing social media photos, art, images, video, links, and text.

Tracks and reports statistics on the usage of products supported by the Communications Services team to evaluate the effectiveness of communication strategies. Works with Communications staff to ensure currency and efficacy of web content for revisions, improvements to functionality, and user appeal, including proofreading and editing web content, intranet content, advertisements, and special projects to ensure quality communication.

Assists in development and marketing of the SDCOE brand and online reputation


Designs email campaigns, implements regular newsletter publishing schedules, as appropriate, and plans for and increases email newsletter engagement through tracking analytics and metrics as assigned.

Captures and edits short video segments, photographs, and slide presentations for use with social media, and digital communication such as email and newsletters

Designs special project communication pieces as needed, such as advertisements for events and community partners

Advises and assists in the selection of the media to be used for visual presentations, including video, photography, graphics, type style, size, color, and paper stock where applicable

Provides training to SDCOE staff on social media, branding, and email marketing topics.

Acts as liaison with other creative departments at SDCOE

NON-ESSENTIAL FUNCTIONS:

Performs related duties as assigned.

CREDENTIALS, CERTIFICATES, LICENSES OR OTHER REQUIREMENTS:

None


A combination of education and experience equivalent to three (3) years of experience in the development, design, and implementation of multi-media communications projects, including one year of experience working with online communications media, preferably for an educational organization.


KNOWLEDGE OF:

Assigned web publishing software applications and social media applications, including Adobe Creative Suite

Principles and practices of staff training

Basic website development

Marketing concepts and strategies

Research, analysis, and evaluations methods

Public relations techniques, principles, and practices

Online communications media, television, and radio production processes

Laws, rule, and regulations related to the use of social media

ABILITY TO:

Demonstrate proficiency with current technology required for performance of duties.

Meet assigned deadlines with speed and accuracy

Communicate effectively and professionally both orally and in writing

Set up and operate related audiovisual and multimedia equipment


Learn the principles and practices of staff training

Assess client needs and make appropriate training and technology-based recommendations

Make decisions on procedural matters using good judgment within the scope of established policy

Resolve sensitive issues and conflicts using tact and diplomacy

Establish cooperative working relationships with those contacted during work

Work effectively independently and as part of a team with minimum supervision

Organize and prioritize work

Maintain confidentiality of information

Demonstrate attendance sufficient to complete the duties of the position as required

Complete routine tasks thoroughly, accurately and with attention to detail

WORKING CONDITIONS & PHYSICAL ABILITIES:

Office and meeting room environment. Must be able to hear and speak to exchange information; see to perform assigned duties; sit or stand for extended periods of time; possess dexterity of hands and fingers to operate a computer keyboard and other related equipment.

Established Approved by Personnel Commission

Revised FLSA Status Salary Grade

09/2011 September 14, 2011 10/13, 07/19

Non-Exempt Classified Support Grade 52

1

Maritess Pantaleon

From: [email protected] on behalf of Lauren Brookshire <[email protected]>Sent: Monday, June 17, 2019 2:06 PMTo: [email protected]: [HR2SDCOE] Classified Management Employment OpportunityAttachments: ATT00001.txt

The following San Diego County Office of Education classified management employment opportunity has been posted to establish an eligibility list to fill any current and future vacancies that may occur within the next six (6) months:

Position: Buyer (PAF 2464)

Exam Type: Open

Department: Internal Business Services, Business Services Division

Location: 6401 Linda Vista Road, San Diego, CA, 92111

Salary Range: Classified Management Grade 24: $67,160 ‐ $81,638 annually, 12 months

Application Deadline: 1:00 PM on Thursday, June 27, 2019

Link to posting: https://www.edjoin.org/Home/DistrictJobPosting/1191333

‐

For a complete listing of all current job opportunities and application information, please go to: https://www.edjoin.org/Home/Jobs?keywords=sandiegocountyofficeofeducation&searchType=all Best Regards,

Lauren Brookshire Empathy ‐ Individualization ‐ Relator ‐ Developer ‐ Includer

Human Resources Technician I San Diego County Office of Education 6401 Linda Vista Rd. Room 404 San Diego, CA 92111‐7319 Phone: 858‐292‐3763 Email: [email protected] Web: www.sdcoe.net

1

Maritess Pantaleon

From: [email protected] on behalf of Corey Nabonne <[email protected]>Sent: Monday, June 17, 2019 3:17 PMTo: [email protected]: [HR2SDCOE] SDCOE Classified Employment OpportunityAttachments: ATT00001.txt

The following San Diego County Office of Education classified employment opportunity has been posted to establish an eligibility list to fill any current and future vacancies that may occur within the next six (6) months:

Position: Food Services Field Assistant (PAF 2455)

Exam Type: Open

Department: Juvenile Court and Community Schools (JCCS)

Location: San Diego, CA

Salary Range: Classified Support Grade 33: $16.69 ‐ $21.30 per hour / Full‐Time / 8 hours a Day

Application Deadline: 1:00 PM on Tuesday, June 26, 2019


Lateral Transfer Opportunity:

SDCOE employees who qualify for a lateral transfer to the above posting should complete an on‐line lateral transfer form: https://teams.sdcoe.net/ess/hrforms/lateraltransfer.asp Please make sure to include class title of the position for which you would like to be considered. You will be contacted by HR staff to confirm whether your transfer request has been approved. The deadline to submit the lateral transfer request is the same as the posting close date above. Thank you! For a complete listing of all current job opportunities and application information, please go to: https://www.edjoin.org/Home/Jobs?keywords=san%20diego%20county%20office%20of%20education&searchType=all Corey Nabonne Individualization – Learner – Responsibility – Arranger – Input Human Resources Project Specialist San Diego County Office of Education Phone: 858‐292‐3762 Email: [email protected]

1

Maritess Pantaleon

From: [email protected] on behalf of Jessica Glover <[email protected]>Sent: Monday, June 24, 2019 4:28 PMTo: [email protected]: [HR2SDCOE] SDCOE Classified Employment OpportunityAttachments: ATT00001.txt


Position: Legal Analyst (PAF 2532)

Exam Type: Open

Department: Legal Services


Salary Range: Classified Support Grade 60: $ $67,543 ‐ $86,205 annually, 12 months

Application Deadline: 1:00 PM on Friday, July 5, 2019



SDCOE employees who qualify for a lateral transfer to the above posting should complete an on‐line lateral transfer form: https://teams.sdcoe.net/ess/hrforms/lateraltransfer.asp Please make sure to include class title of the position for which you would like to be considered. You will be contacted by HR staff to confirm whether your transfer request has been approved. The deadline to submit the lateral transfer request is the same as the posting close date above. Thank you! For a complete listing of all current job opportunities and application information, please go to:

1

Maritess Pantaleon

From: [email protected] on behalf of Heatherlyn Lopez <[email protected]>Sent: Friday, July 12, 2019 8:26 AMTo: [email protected]: [HR2SDCOE] SDCOE Classified Employment OpportunityAttachments: ATT00001.txt

Follow Up Flag: Follow upFlag Status: Completed


Position: Program Secretary (PAF 2546)

Exam Type: Open

Department: Early Education, HOPE

Location: South County Regional Education Center, National City

Salary Range: Classified Support Grade 41: $20.33 ‐ $25.94 per hour / 8 hours per day / 205 days per year

Application Deadline: 1:00 PM on July 22, 2019



SDCOE employees who qualify for a lateral transfer to the above posting should complete an on‐line lateral transfer form: https://teams.sdcoe.net/ess/hrforms/lateraltransfer.asp Please make sure to include class title of the position for which you would like to be considered. You will be contacted by HR staff to confirm whether your transfer request has been approved. The deadline to submit the lateral transfer request is the same as the posting close date above. Thank you! For a complete listing of all current job opportunities and application information, please go to: https://www.edjoin.org/Home/Jobs?keywords=san%20diego%20county%20office%20of%20education&searchType=all Heatherlyn Lopez, M.A. Individualization|Restorative|Strategic|Achiever|Connectedness

1

Maritess Pantaleon

From: [email protected] on behalf of Jessica Glover <[email protected]>Sent: Monday, July 1, 2019 2:54 PMTo: [email protected]: [HR2SDCOE] SDCOE Classified Management Employment OpportunityAttachments: ATT00001.txt

The following San Diego County Office of Education classified management employment opportunity has been posted to establish an eligibility list to fill any current and future vacancies that may occur within the next six (6) months:

Position: Project Manager, Integrated Technology Services (PAF 2563) PROMOTIONAL ONLY

Exam Type: Promotional

Department: Software Application Services, ITS


Salary Range: Classified Management Grade 44: $110,051 ‐ $133,771 annually, 12 months

Application Deadline: 1:00 PM on Thursday, July 11, 2019


Password to apply: change

For a complete listing of all current job opportunities and application information, please go to: https://www.edjoin.org/Home/Jobs?keywords=san%20diego%20county%20office%20of%20education&searchType=all Jessica Glover Individualization – Relator – Developer – Input ‐ Ideation Human Resources Project Specialist San Diego County Office of Education Phone: (858) 292‐3865 Fax: (858) 292‐5648 [email protected] www.sdcoe.net

1

Maritess Pantaleon

From: [email protected] on behalf of Lauren Brookshire <[email protected]>Sent: Monday, June 24, 2019 4:52 PMTo: [email protected]: [HR2SDCOE] SDCOE Classified Employment OpportunityAttachments: ATT00001.txt


Position: School Office Assistant (2520)

Exam Type: Open

Department: Special Education, Student Services and Programs Division

Location: Friendship School, Imperial Beach, San Diego, CA

Salary Range: Classified Support Grade 40: $19.83 ‐ $25.31 per hour, 202 days, 7 hours per day

Application Deadline: 1:00 PM on Monday, July 8, 2019



SDCOE employees who qualify for a lateral transfer to the above posting should complete an on‐line lateral transfer form: https://teams.sdcoe.net/ess/hrforms/lateraltransfer.asp Please make sure to include class title of the position for which you would like to be considered. You will be contacted by HR staff to confirm whether your transfer request has been approved. The deadline to submit the lateral transfer request is the same as the posting close date above. Thank you! For a complete listing of all current job opportunities and application information, please go to: https://www.edjoin.org/Home/Jobs?keywords=sandiegocountyofficeofeducation&searchType=all

E L I G I B I L I T Y L I S T

U N R A N K E D L I S T

CLASSIFICATION: EXAM: Open

Account Clerk II ESTABLISHED: 7/2/2019

Last Name, First Name

Hasey, Julia

Kiam, Raizun

Kupetsky, Blake

Lu, Tiffany

Masis, Barbara

Phonharath, Kerry

Approved by Personnel Commission

Name: ______________________________________________________ Date:____________




Behavior Specialist, Special Education ESTABLISHED: 7/10/2019


Chocha, Puja

Kim, WonMi

Lako, Diana


Name: ______________________________________________________ Date:____________




Business Advisor ESTABLISHED: 7/10/2019


Kuykendall, Stephanie


Name: ______________________________________________________ Date:____________




Educational Interpreter - DHH ESTABLISHED: 7/9/2019


Korfin, Jaclyn

Lanting, Sarah

McIntee, Ty

Sandow, Gabrielle


Name: ______________________________________________________ Date:____________




Food Services Field Assistant ESTABLISHED: 7/9/2019


Agbebi, Elizabeth

Contreras, Rosalba

Herrera, Karla

Knight, January


Name: ______________________________________________________ Date:____________




ServiceNow Developer ESTABLISHED: 6/27/2019


Chilakamarri, Phaneendra

Donthula, Naresh


Name: ______________________________________________________ Date:____________

San Diego County Office of Education


Separation Actions for June 2019

LN,FN Eff Date Action Descr Position Position Title Dept Descr Location Descr FTECLASSIFIED MANAGEMENTNone

CLASSIFIED SUPPORTGonzalez, Claire 6/1/2019 Hire 30000636 English Language Dev Assistant Student Services & Programs SOAR Academy at Kearny Mesa 0.6635

San Diego County Office of Education


Separation Actions for June 2019

LN,FN Eff Date Action Descr Position Position Title Dept Descr Location Descr FTECLASSIFIED MANAGEMENTJohnston, Christy 6/26/2019 Resignation 10995215 ITS Project Manager Integrated Technology Services Software Application Services 1.0000

CLASSIFIED SUPPORTDarcy, Michael 6/1/2019 Resignation 10998553 Account Clerk II Business Services Commercial Warrants 1.0000

Maryn, Neika 6/1/2019 Resignation 10998356 Occupational Therapist Student Services & Programs SELPA ‐ NCCSE 0.8559

Sandoval, Ruben 6/1/2019 Promotion 10998452 Cybersecurity Analyst Integrated Technology Services Computer Support Services 1.0000

Evans, Cheyanne 6/2/2019 Resignation 30000948 Instructional Aide ‐ DHH Student Services & Programs Davila Day 0.5625

Aure, Cathryn 6/8/2019 Resignation 10998365 FY/Homeless Ed Liaison Student Services & Programs Foster Youth Services 1.0000

Milanesi, Nadia 6/13/2019 Resignation 10997772 Occupational Therapist Student Services & Programs SELPA ‐ South County 0.7846

Norris, Trisha 6/15/2019 Resignation 30000607 Classroom Assistant‐Alt Ed Student Services & Programs Monarch School 0.6635

Reynoso, Eva 6/22/2019 Resignation 10997922 School Office Assistant Student Services & Programs Friendship School 0.7303

Documents

PERSONNEL COMMISSION MINUTES...2019/07/17 · PERSONNEL COMMISSION MINUTES Regular Meeting July 17, 2019 9 a.m. Room 508 at 6401 Linda Vista Road, San Diego, CA 92111 I. CALL TO ORDER