Certification Coordinator

ABOUT CWEA

The California Water Environment Association (CWEA) empowers, educates, and connects water professionals to protect California’s most critical resource : water.

The association’s community of over 10,000 professionals represents all facets of wastewater management and resource recovery, from operators to lab technicians to engineers.

Founded in 1928, CWEA proudly unites wastewater professionals across California to address real-time issues, develop and deliver cutting-edge training, raise awareness of the profession, and shape the future of wastewater.

In support of CWEA’s vision of a sustainable California water environment, the organization pursues its mission of empowering, educating, and connecting water professionals to protect public health and the environment.

CWEA is a nonprofit organization with an annual budget of approximately $5M and a dedicated staff of 19 employees.

POSITION SUMMARY

The Certification Coordinator is responsible for supporting candidates throughout the certification process. This role is responsible for application screening, test administration, and results reporting with the computer-based testing provider.

The individual must possess a blend of professionalism, efficiency, and organization skills, coupled with excellent judgement and communication skills, both verbal and written.

Critical thinking skills are essential to navigate the complexities of data management and to ensure a high-quality certification experience for all candidates.

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES

Certification Candidate Application Screening, Test Process, Results Reporting

• Screen certification applications, making judgements to approve, reject, request more information from candidates / employers, or send to subject matter expert for further evaluation
• Coordinate overall flow of candidates through the deadline-driven certification application cycle using the association management system (AMS)
• Resolve certificate candidate customer service requests such as test site changes, test window changes, exam changes, ADA accommodations, and cancellations
• Coordinate standard candidate communications such as application notifications, test results, and new certificant materials using AMS communication tools
• Develop customized individual written communications to candidates as needed
• Follow all quality control SOPs regarding the candidate application process and always maintain general vigilance regarding quality control

Test Results Entry and Reporting

• Generate candidate data files using AMS queries and upload to Computer-Based Testing (CBT) provider
• Access and download online candidate test data files from CBT vendor.
• Accurately enter test results data in AMS
• Work with CBT provider to resolve technical issues and candidate scheduling issues
• Follow all quality control SOPs regarding test results data entry and maintain general vigilance regarding quality control at all times
• Create queries to generate certification test reports
• Screen test appeals to resolve or flag for further review

Certification Renewals and Recertification

• Screen Continuing Education (CE) documentation, making judgements to approve, reject, request more information from candidates / employers, or send to subject matter expert for further evaluation
• Process recertifications and renewals in AMS, including follow-up required of renewals and recertification initiated in myCWEA.org
• Generate and mail renewals, and specially requested certificates of competence, wallet cards and other materials using AMS queries and reports
• Screen with assistance from subject matter experts, approve / deny CE for training events, notification, and assist trainers and educators
• Prepare and mail form letters for renewals / recertification including CE due notices, invoicing fees due, refunds, etc.
• Run regular and special communications to renewing and recertifying certificants using the AMS communications tools as directed
• Drop lapsed certificate holders on a monthly basis

General

• Follow all data quality control procedures, keeping a heightened vigilance and curiosity regarding data integrity
• Respond courteously and efficiently to all questions and comments from customers
• Handle certification related requests and issues elevated from the customer service staff
• Maintain confidentiality of sensitive information, including physical security of confidential documents, at all times
• Follow Standard Operating Procedures (SOPs) and modify and develop SOPs as directed
• Maintain detailed files and records in accordance with Records Retention Policy
• Other duties as assigned by the Director, Manager, and / or Executive Director

This position requires punctuality and regular and reliable attendance, including at CWEA events and functions. This position will also be required to perform other duties as directed, developed, or assigned.

KNOWLEDGE, SKILLS, ABILITIES, EDUCATION, AND EXPERIENCE REQUIRED

The requirements listed below are representative of the knowledge, skills, and abilities required to perform the job successfully.

The education and experience listed below are representative of typical methods of achieving the knowledge, skills, and abilities necessary for the job but are not required, unless specifically noted.

KNOWLEDGE, SKILLS, AND ABILITIES

• Excellent English grammar, composition, and proofreading skills
• Non-technical writing and editing skills
• Ability to develop new queries and modify existing queries using AMS query builder
• Ability to use AMS communications tools
• Critical reasoning skills
• Ability to meet deadlines

EDUCATION, CERTIFICATIONS, AND LICENSES

A two-year associate or higher level degree preferred

EXPERIENCE

At least two years of experience working in a professional setting with responsibilities reflecting the knowledge, skills and abilities shown above.

SOFTWARE AND TECHNOLOGY

• Basic MS Excel skills such as SUM, AVERAGE, MIN, MAX, and COUNT functions, mail merge, formatting worksheets, creating charts and trend lines
• Intermediate MS Word skills such as formatting tables, mail merge, inserting images, spell check, drawing and editing shapes

PHYSICAL DEMANDS, WORK ENVIRONMENT, AND TRAVEL

The physical demands of the position are :

• Stand and walk or sit alternatively depending on specific needs of day. Estimate 20% of time is spent on feet and 80% sitting at desk
• Have occasional need to perform the following physical activities : bending / stooping / squatting, climbing stairs, pushing, pulling, twisting, lifting and reaching above shoulders
• Have occasional need to perform standing and walking activities
• Constant need to perform the following physical activities : writing / typing, grasping / turning, finger dexterity
• Lifting / carrying up to 10 pounds frequently and up to 50 pounds occasionally
• Vision requirements : constant need to complete forms, read reports, view computer screen. Frequent need to see small details.

Frequent need to see things clearly beyond arm's reach

Hearing requirements : constant need to communicate over telephone and in person

This position will require occasional travel, including overnight travel for up to 4-5 nights at a time. CWEA expects this position to travel approximately 1-2 times per year for work purposes.

CWEA is dedicated to providing reasonable accommodations to meet the physical demands of this role as required under the Americans with Disabilities Act (ADA).

COMPENSATION

To ensure equity, compensates employees according to a staff compensation policy. Per this policy, the pay for this position is $29.

93 per hour ($62,254 annualized). Please note that CWEA is not able to negotiate a change in the pay rate.

BENEFITS

The following benefits are available to all full-time, permanent employees. This list is representative and not necessarily exhaustive of the full suite of benefits CWEA offers.

For full details consult CWEA’s Human Resources team and / or the employee handbook.

• Medical, dental, and vision covered at 100% for employee and 60% for dependents
• 5% gross regular pay retirement contribution; eligible after six months
• Access to company-sponsored 403b pre-tax and 403b Roth retirement plans
• Employer-sponsored and covered Group Term Life and AD&D insurance
• 20 days PTO per year in years 0 5 of service (increasing to 23 days in years 6 10 and 27 days in years 11+)
• 12 paid holidays
• An alternative Friday off work schedule in which employees work eight 9-hour days and one 8-hour day every two weeks, with alternating Fridays off

CWEA is an Equal Opportunity Employer. We do not discriminate in hiring or employment practices on the basis of race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, or any other characteristic protected by law.