All reclassification shall be done without favoritism, undue influence or consideration of the qualifications of an incumbent in a position.

Transcription

1 ADMINISTRATIVE POLICY LAST MODIFICATION: May 22, 2012 Policy # ORIGINATING DEPARTMENT: City Administration SUBJECT: Classification and Reclassification of positions PURPOSE: To maintain a uniform system of position descriptions and a consistent basis for position classifications and reclassifications. STATEMENT OF POLICY: It is the policy of the City of Ashland that all positions shall be classified according to job specifications and identified by title and that positions will be reclassified only when a permanent change in the duties assigned to and the job specifications of a position justifies such reclassification. Classification shall be developed and maintained so that all substantially similar jobs (with respect to duties, responsibilities, authority, educational requirements and character of work) are included in the same position description and pay grade. All reclassification shall be done without favoritism, undue influence or consideration of the qualifications of an incumbent in a position. The City will maintain a uniform system of position descriptions. Each position description shall contain a descriptive title for the job class and a general written description of the duties and responsibilities of the job class. Position descriptions will take into consideration the general requirements of the job and list essential functions of the positions. Position descriptions do not necessarily include all duties of the position or all work that may be assigned by the employee s supervisor or department head. Position descriptions will be maintained in the Human Resources Office. Department heads are responsible for ensuring that the Human Resources Office has current and accurate information and may be asked to provide draft position descriptions for their respective departments, using a form prescribed by the Human Resources Office. This policy applies to all city employees. Definitions The City may, at its discretion or per the terms of a collective bargaining agreement, review classifications for the purpose of: Determining whether the position description(s) accurately reflects actual job conditions; and/or 20 East Main Street Fax:

2 2 Assuring that positions are properly classified; and/or Recommending amendments and adjustments to the classification plan. New Positions A department head who wishes to create a new position description must make a request to create the position in writing to the City Administrator. The City Administrator will then direct the Human Resources Manager to study the request in accordance with this policy and make a recommendation for approval or denial of the request. No person shall be hired to fill a new position until the City Administrator approves the new position description and pay grade. Creation of a new position outside of the regular budget review and adoption process that increases the FTE in the department s adopted budget must be approved by the City Council. Reclassification of Positions A department head may request a review of an individual position or the classification of a group of positions within a department. Such requests shall be submitted in writing to the Human Resources Manager. In consultation with the department head, the Human Resources Manager shall review the duties of the position as well as the experience and training required for the position. Positions may be reclassified whenever the duties of the position change materially and the changes are expected to be permanent. Reclassification shall not be used as a means of rewarding long-tenured employees who are topped out in their pay range or as a means to reward an employee for taking on an increased workload or a when such work is consistent with the employee s existing classification or a short-term change in duties. Reclassification shall also not be used as a means of providing higher pay to an employee who is overqualified for the position they hold and who is therefore capable of doing higherlevel work. Reclassification requests should address the following factors: Scope and complexity the breadth and difficulty of the assigned function, the complexity of problems to be solved and the variety and nature of the work performed. For management positions, this includes span of control. Decision making/authority the decision-making responsibility and degree of authority, independence of latitude that is inherent in the position.. Impact the impact of the position on the organization, the budgetary resources controlled accountability for error and consequences of error. Independent judgment the extent to which performance of work is controlled by supervision received from others or by rules, regulations, manuals, procedures, prescribed practices or other written instructions or methods. Contact with others required by the job the extent of required interaction with members of the public; the level of and nature of supervision provided to others; and the degree of cooperation and collaboration with others necessary for success in this position.

3 3 Knowledge, skills and abilities required the minimum required training, education, experience, licenses, certificates, physical demands, mental exertion and other factors necessary to perform the assigned responsibilities. Working Conditions the nature of the work environment, including any potentially hazardous, dangerous or otherwise adverse conditions. Pay grade adjustment All reclassifications shall be contingent on the availability of funds within the then-current budget. When a reclassification of salary review results in a position being moved to a new pay grade, the pay for incumbent employees in the position(s) shall be moved to the step in the new grade that is closest to but not lower than their step in the old pay grade. When a reclassification or salary review results in a position be moved to a lower pay grade and the pay of incumbent employees in the position(s) is higher than the top step of the new grade, the pay of the incumbents shall be frozen until cost of living increases bring the new pay grade up to the frozen level. Pay grade adjustments shall be effective on the first of the month following the date they are approved by the City Administrator. There shall be no retroactive pay. Decision of the City Administrator shall be final and binding.

4 4 POSITION RECLASSIFICATION REQUEST FORM DATE: TO: City of Ashland Human Resource Manager FROM: Current Job Class and/or Job Title: Employee or employees impacted by this request: NARRATIVE: Use this space to explain what is materially different about the job be sure to review the current job description and explain and justify your recommendation. Address the fiscal impact and how you will cover the additional costs in your budget if the request is approved. Use as much space as you need to support your request. COMPARISON: Complete the matrix below. Job Classification Factors Describe How The New Job Responsibilities Relate to each of the (8) Job Classification Factors (include % of time if applicable) Scope and complexity defines the breadth and difficulty of the assigned function, the complexity of problems to be solved and the variety and nature of the work performed. For management positions, this includes span of control. Decision making/authority consists of: 1. The decision-making responsibility and degree of authority, independence of latitude that is inherent in the position; and 2. The impact of the decisions. Impact defines the impact on the organization, the budgetary resources controlled, accountability for error and consequences of error.

5 5 Independent judgment relates to the extent to which performance of work is controlled by rules, regulations, manuals, procedures, prescribed practices or other written instructions or methods. Contact with others required by the job describes the level of supervision received from others and the nature of supervision provided to others, as well as the degree of independent action inherent in the position. Knowledge, skills and abilities required defines the minimum training, education, experience, licenses, certificates, physical demands, mental exertion and other factors necessary to perform the assigned responsibilities. Working Conditions identifies hazardous, dangerous or unpleasant work environment and notes any adverse conditions. REQUEST APPROVED REQUEST DENIED COMMENTS: Human Resource Manager City Administrator Date Date