PERSONNEL PRACTICES FOR SUPERVISORSMANAGERS OSPMA 11504 Class Handouts

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PERSONNEL PRACTICES FOR SUPERVISORS/MANAGERSOSPMA
1-15-04 Class Handouts

• WRITING EXCEPTIONAL POSITION DESCRIPTIONS
• Developed By Marilyn Williams
• Presented By Marilyn Williams Glenda Surdam
• SENIOR CLASSIFICATION ANALYSTS
• ODOT HUMAN RESOURCES

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TOPICS

• I. Introduction
• II. Why do we write position descriptions
• III. How are position descriptions used
• IV. Classification specifications and how
• they relate to position descriptions
• V. Tools and guidelines for writing position
  descriptions
• VI. Writing a position description with the
  employee
• VII. Wrap-up

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OBJECTIVESAt the end of this section, you will
be able to

• I. Describe why position descriptions are
  necessary.
• 2. Describe the appropriate use of
  classification specifications when writing
  position descriptions.
• 3. Identify the tools and guidelines for
  preparing position descriptions.
• 4. Write descriptive duty statements that clearly
  identify the tasks the employee needs to do.

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POSITION DESCRIPTION PURPOSE

• The fundamental purpose of the position
• description (PD) is to describe the specific
• work assigned to a position. It clearly states
• the tasks, authority, and responsibilities that
• go together to make up a job and eliminates
• the question but what does this person
• actually do?

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What is a PD used for?

• Designing a job
• Allocating it to a classification
• Identifying the type of service
• Recruiting to fill a vacancy
• Identifying essential job functions per ADA
• Communicating job duties to the employee
• Establishing performance standards
• Completing a performance appraisal

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• SERVICE TYPES
• Per Oregon Revised Statutes (ORS 240.195), there
  are four categories of positions in state
  service
• Classified
• Unclassified (Executive Service)
• Management (Supervisory, Managerial,
  Confidential)
• Exempt

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Classified ServiceThose positions that are not
management service or executive service.

• Classified Represented (SEIU, AEE)
• Classified Unrepresented

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Unclassified Service - Executive
ServicePositions in state service which are
listed in ORS 240.205.

• One executive officer secretary for a board,
  commission, elected officials, etc.
• Directors of departments
• Administrators of divisions within a department
• Principal assistants deputies
• Private secretary for each executive or
  administrative officer specified per ORS 240.200

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What are all of these management service
subcategories?
Management Service

• Management Service Supervisory typically
  supervises 2 or more FTEs - full time equivalents
  (full time positions)
• Management Service Managerial performs work
  directly related to management policies or
  general business operations, and regularly makes
  decisions that require independent judgement
• Management Service Confidential must
  participate in collective bargaining. This is
  not the dictionary definition of confidential

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Exempt Service (ORS 240.200) shall comprise of

• Officers elected by popular vote
• Members of boards and commissions
• Judges, referees, jurors . . .
• Officers and employees of the Legislative
  Assembly
• Persons employed in a professional or scientific
  capacity to make or conduct temporary and special
  inquiry, investigation, etc.
• Any other position designated by law as exempt

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• List of class numbers and titles in numeric or
  alphabetic order
• Test Plan/Minimum Qualifications
• Class Specification

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What is a class spec?
Per DAS State Policy 10.000.01 Classification
specification a document that specifies a class
title, a general description, distinguishing
features, characteristic duties, and a statement
of minimum qualifications for a classification of
state work.
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Classification Specifications and the
Relationship to Position Descriptions For
correct classification to occur, there should be
commonality between the classification
specification and the work assigned to a
position. Most often, this shows up in the
pds position purpose in Section 2b. and the
duties assigned in Section 3. A class
specification is used as a tool to determine if
the position has the appropriate commonality to
the general description, distinguishing features,
and characteristic duties of the class spec.
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• Position Status (Types)
• Permanent Full-time or part-time position that
  is normally expected to last indefinitely.
• Seasonal Position in which the employee occurs,
  terminates, and recurs periodically and regularly
  regardless of its duration.
• Limited Duration Short-term to address work
  related to a study, project or workload which may
  be related to legislative directive,
  reorganizations or unanticipated workload needs.
• Academic Year ODOT doesnt have any of
  theseFull Time Work schedule of normally 40
  hours during the workweek or any average of 40
  hours per week over the course of a monthly pay
  period.
• Part Time Work schedule less than full time.
• Intermittent Work schedule based upon assigned
  work being available only on an irregular basis.
• Job Share Full-time position identified as one
  that may be held by two or more employees working
  part time.

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• FLSA - Fair Labor Standards Act
• Federal and state laws require the payment of
  overtime to nonexempt personnel. Federal laws
  are enforced by the US Dept of Labor, Wage Hour
  Division. State laws are enforced by the Bureau
  of Labor Industries Wage Hour Division.
  Both agencies have adopted rules to interpret
  various wage and hour statutes including the
  payment of overtime. While most employees are
  covered by the rules governing wages overtime,
  some employees qualify as exempt. These
  employees are exempt from minimum wage or
  overtime.
• Wrong FLSA decisions can result in wage claims,
  penalties and financial liability against the
  agency.
• Exempt an executive, administrative or
  professional employee, as defined by the Fair
  Labor Standards Act (FLSA), who is not covered by
  that Act.
• Non-Exempt employee covered by the Fair Labor
  Standards Act (FLSA).FLSA is complex. It is
  determined by HR - contact the Classification
  Unit if you have questions.

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• Section 2a. Program Information
• Positions contribution to agency purpose
• General information about program size
• Budget, scope and who program affects

Section 2b. Position Information Summarize why
the position exists and its role in reaching
program objectives.
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Section 3. Description of DutiesAccurately
describe the duties assigned to this position.
Generally, start with the largest percentage. Be
sure the description gives a clear picture of
what the employee must do in the
position.Indicate if the duty is N new R
revised NC no change in duties E
essential function NE non-essential
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• Essential Functions
• What are they?
• those basic duties that are central to a job and
  cannot normally be transferred to another
  position without disruption in the flow or
  process of work
• The position exists to perform the function.
• A limited number of employees are available to
  perform the function.
• A high degree of expertise or skill is required
  to perform the function.
• Essential functions are the fundamental job
  duties of the position that the employee must be
  able to perform with or without reasonable
  accommodation.

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• Why are essential functions important?
• They support the Americans With Disabilities Act
  (ADA)
• ADA guarantees equal opportunity in employment,
  public accommodations, transportation, state and
  local government services and telecommunications.
  
• It was enacted into law to protect people with
  disabilities against discrimination in terms,
  conditions or privileges of employment.
• Essential Functions When completing a PD
  identify those duties which are Essential
  Functions of the position. These are used for
  ? Determining if an accommodation is required
  under ADA ? Performance Appraisals? Allocating
  Work ? As evidence for grievances and
  arbitrations

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Developing Duty Statements Three elements should
be included in each duty statement 1. What the
position does 2. To whom or what the position
does it 3. What the output or result
isExamples Prepares documents for imaging by
unfolding, sorting, and removing staples. Poor
Statements Assists in handling
correspondence Manages the Office
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Working Conditions - Section 4? Describe
specific working conditions? How often such
conditions are present
Include danger of injury, other risks out of the
ordinary, noise, temperature extremes,
potentially harmful chemicals, poor air quality,
etc.
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Guidelines - Section 5List any established
guidelines used to do this job and how the
employee uses them.
Work Contacts - Section 6Identify individuals
or groups with whom the employee has contact.
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Decision Making - Section 7 ? Illustrate the
positions level of responsibility and
authority? Consequence of error Review of
Work - Section 8? Who reviews the work? How
do they review the work? How often do they
review the work? Why do they review the work
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Supervisory Duties - Section 9? Used only for
positions that are in management service? Check
appropriate boxes that show activities done by
this position Additional Job Related
Information - Section 10List Special
Requirements List any special license,
certification, registration or permit
required.List Budget Authority If the
position has authority to spend or encumber money
for staff, supplies, capital outlay, give the
total biennial budget amount.
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Organizational Chart-Section 11The
organizational chart is part of Section 11 of the
PD. Always attach an expanded accurate,
up-to-date organization chart. 1. Clearly
designate the subject position (highlighting is
good)2. Identify at least two levels of
supervision above the subject position.3.
Identify all other positions directly reporting
to the same supervisor.4. If position is
supervisory, identify positions directly
supervised by this position. 5. Identify all
positions by classification number,
classification title and position number
include incumbent name.Dept. of Administrative
Services rules require position numbers and
salary ranges for budget and reorganization
reviews (e.g., BAM, E-Board packages).
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Section 12. SignaturesSignatures certify that
the pd is the official statement of the work
assigned to the designated position? Employee
signature shows they have received the work
assignment ? Supervisor signature certifies the
pd contains correct information of the
work assignment ? Appointing Authority
certifies that the information is correct
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• Writing a position description with the employee
• PDs should always be reviewed during the
  performance evaluation period.
• It is a good time to have the employee review it
  and provide input on changes to the work.
• Management makes the final determination on
  whether to add any revisions/changes proposed by
  the employee.
• PD Guidelines
• Management has the responsibility to define
  and assign the work.
• Revisions to the pd should support the business
  needs.
• Major revisions to the pd should be sent to
  HR classification to be reviewed for correct
  classification, FLSA and/or Service Type

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Tools Guidelines ForWriting Position
Descriptions

• ODOT HR PD Form Instructions
• Classification Specifications MQs
• HR Staff

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REFERENCE WEBSITESODOT HR
Website intranet.odot.state.or.us/hrOregon
On-Line www.state.or.usOregon Revised
Statutes www.leg.state.or.us/ors/home.htmlDAS
Policies www.hr.das.state.or.us/hrsd/policy/rule
s.htmODOT Policies intranet.odot.state.or.us/h
rDAS Administrative Study www.hr.das.state.or.
us/hrsd/class/classification.htmDAS
Classification Specifications
www.hr.das.state.or.us/hrsd/classODOT Managers
Handbook intranet.odot.state.or.us/hrSEIU and
AEE Contracts www.hr.das.state.or.us/lru/colbarg
agree.htm