Procedures for Completing an Amendment to Classification Plan

Transcription

1 Procedures for Completing an Amendment to Classification Plan The following procedures must be followed when submitting for class specification revisions or technical title changes. 1. Class Specification Purpose: An essential written tool for administering a classification plan and must satisfy certain objectives to be of significant value to human resources management. Those objectives are typically identified as 1) Defining boundaries of respective classes; differentiating them so as to distinguish each class from every other class, not only in terms of general character of the kind of work, but also in terms of difficulty and responsibility of work and qualifications; 2) Serves as a guide for all concerned in the allocation of an individual position; 3) Defines and standardizes the various class titles given to them by the class specification; and serves collectively as a dictionary of class titles; 4) Serves as a convenient, currently maintained, written record identifying the basic characteristics of any class for any purpose; and 5) Relates classes in convenient occupational groupings and logically progressive series. A class specification also has a variety of uses including, but not limited to, basis for allocating positions; identifying recruiting sources, resume review, examination (test) construction; identifying critical factors to be evaluated in oral interviews; establishing internal relationships for salary administration; employee transaction determination, such as transfer, demotion, and reinstatement; reference source of information for budget and administrative analysis, employees, and general public; aiding in performance appraisal and employee development programs. 2. Creating Class Specifications: A class specification should be clear and understandable. Results of the analysis of positions should be apparent and the differentiating factors among the classes should be so emphasized that the reader does not have to engage in a new analytical process to discover them or dig them out of a mess of purely descriptive phrases. Elements of a class specification should build upon each other. Once you give justification as to why the classification exists in the Class Concept, list examples of essential job duties that exemplify and support the statements made in the Class Concept. The Examples of Essential Duties section lists information that indicates how to obtain the necessary knowledge, skills, and abilities (KSAs) and the Recruiting Guidelines section tells what is needed to successfully perform the essential duties/tasks. Any additions or changes to the duties must be: Consistent with the concept of work; A significant contribution towards the accomplishment of the work; The reason why the position exists to perform that task; Reflected in the KSAs and supported by the minimum qualifications (MQs); and Able to answer all five of the following task statement questions: 1) Performs what action?; 2) For whom or for what purpose?; 3) Why is it necessary?; 4) What equipment, tools or aids are used?; and 5) With what direction?. Therefore, if you amend the KSAs, the change(s) must tie back to the essential duties and be reflected in the MQs AND/OR if you amend the MQs, the change must be consistent with the duties/ksas. In addition, when writing requirements for a class series, be sure that the requirements are consistent from class to class. New requirements for a higher-level class, not gained through experience in the lower level class, should not be added to the higher classes unless the class concept makes it necessary.

2 3. Class Specification Revisions: Per the 440 Salary Ordinance, the Human Resources Director may adopt and from time to time amend a classification plan which shall consist of a separate class specification containing the title, general statement of duties, typical tasks, and minimum qualifications, for each class of position other than County officers. Each new or revised class specification shall be approved by the Human Resources Director a. BEFORE proceeding, verify whether the classification is used within multiple departments and notify the appropriate HR Service Team of your intent to revise. The impact of the revision(s) must be considered for all departments affected. A Class Specification Revision should only be utilized when there is no change in title or salary. NOTE: When amending a class specification, please verify Recruiting Guidelines reflect the requirements in the proper order as follows: Education, Experience, Knowledge of, and Ability to. If a degree is determined to be job related, make sure it is stated in the following manner: Graduation from an accredited college or university with a degree in If not, please include in your revision. All class spec changes will become effective upon final date of approval, unless otherwise stated. b. Open the Amendment to Class Plan template within Word ( File New On My Computer Classification Amendment to Class Plan Template (Interactive).dot ). As this is a template, you will need to Save as within your own directory. NOTE: NEVER re-use a template you have previously saved. You MUST open a new template from the above directory each time you complete a new Amendment to Class Plan request, as this template is periodically updated. Submitted requests will only be accepted on the most current version of the template. Any request submitted on an outdated form will be returned to the originator. c. Create a draft document indicating the revisions by manually striking out words, punctuation, and/or sentences in RED. Type all additions in BLUE to identify the revision(s) being made (DO NOT use the Track Changes feature under Tools ). Place a copy of the strikeout version in G:\STF- CLAS\Job Spec Revisions (Strike Out) folder. d. Once revisions are completed, create a final (clean) version (removing ALL strikeouts and restoring the font color to BLACK). Place a copy of the final (clean) version in G:\STF-CLAS\Job Spec Revisions (Final Form) folder. e. Prepare an Amendment to Classification Plan request, completing all pertinent fields within Section 1 of the template, including justification as to the purpose for the revision(s). f. Submit the Amendment to Classification Plan request, with a copy of the strikeout and final (clean) versions of the class specification(s) attached, to your Human Resources Services Manager (HRSM) for review and approval. NOTE: Any Amendment to Classification Plan request submitted without a strikeout and final version of class specification(s) will be returned to the originator of the request. Submission of a strikeout version is crucial, as it is a quick and effective way of viewing the requested revisions. g. Once your HRSM signature is obtained, please forward all originals to the CAC, HR Administration, 7 th floor, front desk for logging and tracking purposes. NOTE: If you choose to scan and your request and supporting documentation, please make sure that your scanner has been set to scan in COLOR. The front desk will log it in and forward to the appropriate parties for signature. Once approved, the form will be forwarded on for processing. h. NeoGov will be updated accordingly and the Recruiting/Selection Team notified for Resumix purposes. i. The original, signed document(s) are scanned into Laserfiche for record keeping purposes. Copies can be obtained by contacting Kelly kcampbel@rc-hr.com 4. Class Specification Titles: A class title is a brief, basic, and descriptive designation of the kind and level of work performed. If a class includes two or more types of work, that work which occupies the majority part of the time or requires the highest skill should determine the title. Levels in a class series should be differentiated wither by adjective designations (e.g., Trainee, Assistant, Senior, etc.) or by Roman Numerals (e.g., I, II, III, etc.).

3 5. Technical Title Changes: Per the 440 Salary Ordinance, The Human Resources Director is authorized to change the title of a class as listed in the Class and Salary Listing, without changing the job code number or salary, when an occupational title change is warranted because of technical or programmatic developments a. BEFORE proceeding, verify whether the classification is used within multiple departments and, if so, notify the appropriate HR Service Team of your intent to change the class title. The impact of the title change must be considered for all departments affected. A Technical Title Change should only be utilized when there is no change in salary. Should you need to revise the class spec in conjunction with the title change, you must complete all pertinent fields within Section 1, utilizing the new class title, in addition to completing Section 2 of the template. Please be aware that all technical title changes, with the addition of class spec revisions or without, WILL be effective on the first day of a pay period following final approval, per 440 Salary Ordinance, Section 3.c.(iii). Attach both the strikeout and final versions of the class specification(s). b. Open the Amendment to Class Plan template within Word ( File New On My Computer Classification Amendment to Class Plan Template (Interactive).dot ). As this is a template, you will need to Save as within your own directory. NOTE: NEVER re-use a template you have previously saved. You MUST open a new template from the above directory each time you complete a new Amendment to Class Plan request, as this template is periodically updated. Submitted requests will only be accepted on the most current version of the template. Any request submitted on an outdated form will be returned to the originator. c. Create a draft document indicating the requested revision(s) to the title by manually striking out in RED and typing addition(s) in BLUE in order to identify the revision(s) being made (DO NOT use the Track Changes feature under Tools ). Place a copy of the strikeout version in G:\STF-CLAS\Job Spec Revisions (Strike Out) folder. d. Once the title change is completed, create a final (clean) version (removing ALL strikeouts and restoring the font color to BLACK). Place a copy of the final (clean) version in G:\STF-CLAS\Job Spec Revisions (Final Form) folder. e. Prepare an Amendment to Classification Plan request, completing all pertinent fields within Section 2 of the template, including justification as to the purpose for the title change. f. If revising the class spec language in addition to the title change, complete all pertinent fields within Section 1, utilizing the new class title, and including justification as to the purpose for the revision(s). g. Submit the Amendment to Classification Plan request, with a copy of the strikeout and final (clean) versions of the class specification(s) attached, to your Human Resources Services Manager (HRSM) for review and approval. NOTE: Any Amendment to Classification Plan request submitted without a strikeout and final version of class specification(s) will be returned to the originator of the request. Submission of a strikeout version is crucial, as it is a quick and effective way of viewing the requested revisions. h. Once your HRSM signature is obtained, please forward all originals to the CAC, HR Administration, 7 th floor, front desk for logging and tracking purposes. NOTE: If you choose to scan and your request and supporting documentation, please make sure that your scanner has been set to scan in COLOR. The front desk will log it in and forward to the appropriate parties for signature. Once approved, the form will be forwarded on for processing. i. PeopleSoft and NeoGov will be updated accordingly, a copy forwarded to the Employee Services Unit, and the Recruiting/Selection Team notified for Resumix purposes. j. The original, signed document(s) are scanned into Laserfiche for record keeping purposes. Copies can be obtained by contacting Kelly kcampbel@rc-hr.com Revised 03/23/2011

4 RIVERSIDE COUNTY HUMAN RESOURCES DEPARTMENT AMENDMENT TO CLASSIFICATION PLAN REQUEST FORM For Internal Human Resources Department Use Only FROM: DATE: TO: Barbara A. Olivier Assistant County Executive Officer/ Human Resources Director 1. CLASSIFICATION SPECIFICATION REVISION (If changing class title, MUST also complete Section 2 below) Pursuant to Section 3.a.(i) of Ordinance No. 440, the following specification has been revised and is proposed for addition to the County Classification Plan. JOB CODE CLASS TITLE DEPARTMENT EFFECTIVE DATE {Eff final date of approval if not specified.} JUSTIFICATION: 2. TECHNICAL TITLE CHANGE (For use when changing class title. If revising class spec, MUST also complete Section 1 above) Pursuant to Section 3.c.(iii) of Ordinance No. 440, amend the Class and Salary to reflect the following Technical Title Change. JOB CODE EXISTING CLASS TITLE NEW CLASS TITLE JUSTIFICATION: {Effective Pay Period following final date of approval} ******************************************************************************************************************************* HR Services Manager Approval: Comments: Date: Classification Review: Comments: Date: Asst. CEO/HR Director or Designee Approval: Date: Document11 Revised 02/02/2011

5 ACCOUNTING MANAGER - WRMD Class Code: COUNTY OF RIVERSIDE Established Date: Jun 1, 2001 Revision Date: Apr 11, 2008 Apr 10, 2008 SALARY RANGE $ $43.38 Hourly $5, $7, Monthly $65, $90, Annually CLASS CONCEPT: Under direction, to manage fiscal accounting and auditing systems for the Waste Management Department; to develop financial contract specifications and requests for proposals; to make budgetary and statistical evaluations and analyses; to supervise the preparation of a variety of complex records and reports; and to do other related work as required. The Accounting Manager WRMD class reports to the Administrative Manager and manages through subordinate supervisors, the accounting and auditing systems of the Waste Management Department. The Accounting Manager WRMD differs from the class Principal Accountant in that the latter manages a single accounting function, while the Accounting Manager WRMD is responsible for fiscal management and auditing of diverse programmatic functions and the combined complex multi-funding concepts of a multi-million dollar budget of the Department. REPRESENTATION UNIT: Waste Management EXAMPLES OF ESSENTIAL DUTIES: (Depending on the area of assignment, duties may include, but are not limited to, the following) Plans, organizes, directs, and coordinates a staff engaged in accounting, auditing, budgetary, purchasing and statistical work of the Department;. Trains staff and evaluates performance; provides consultation, advice and guidance on difficult technical accounting problems;. Prepares or assists in preparing the Department s budget by assembling and directing the compilation of financial data;. Reviews and presents monthly financial and statistical analyses on status of funds showing expenditures, balances, and relationship to allotments via Department intranet;. Studies and evaluates account-keeping procedures of the Department and develops and installs new and improved and/or automated systems designed in accordance with modern accounting principles and practices;. Evaluates adequacy of fiscal controls in accurately reflecting actual fiscal condition of operations and modifies controls to meet record keeping need;. Reviews laws, legislation, and policies to assure compliance and to determine impact on accounting procedures, and recommends changes where appropriate;. Prepares request for proposals; develops contract specifications in coordination with County Counsel;. Coordinates all purchasing transactions through subordinate staff; coordinates the work of subordinate staff with other sections, departments, or outside fiscal intermediaries; coordinates accounting practices with the County Auditor-Controller;.

6 Attends and participates in management staff meetings concerning programs related to fiscal and accounting functions; confers with county, state, and federal officials;. Reviews and dictates correspondence and reports. RECRUITING GUIDELINES: Education: Graduation from an accredited college or university with a Bachelor s degree in business or public administration, economics, finance, accounting, auditing or a closely related field with a specialization in accounting coursework. (A specialization in accounting is interpreted as the completion of 18 semester or 27 quarter units of accounting course work.) OR Possession of a certificate as a Certified Public Accountant. Experience: Three years of experience as a professional accountant which must have includinged one year in of governmental accounting experience and one year of experience in a supervisory or lead capacity over other professional accountants. Knowledge of: The theory principles, and practices of general and governmental accounting, budgeting; state and local codes, rules, and regulations, influencing county fiscal operations; methods of developing systems forms for various types of accounting records and reports; data processing systems and their application to accounting administration and purchasing; principles and practices of management and supervision. Ability to: Read and interpret federal, state, and county laws pertaining to accountability of assigned Department funds; analyze accounting data, draw sound conclusions, and recommend effective courses of action; effectively supervise and evaluate the work of subordinate staff; prepare and maintain control of the Department s budget; establish and maintain cooperative relations with those contacted in the workplace; prepare clear and concise statements and reports. OTHER REQUIREMENTS: License/Certificate: Possession of a valid California Driver s License. Working Conditions: Maximum amount of time spent working in the office on the computer studying and evaluating account-keeping procedures and coordinating staff. Tools, Aids, Equipment and Materials: As listed above and in Examples of Duties. PRE-EMPLOYMENT: All employment offers are contingent upon successful completion of both a pre-employment physical exam, including a drug/alcohol test, and a criminal background investigation, which involves fingerprinting. (A felony or misdemeanor conviction may disqualify the applicant from County employment). PROBATIONARY PERIOD: As an Approved Local Merit System, all County of Riverside employees, except those serving "At Will," are subject to the probationary period provisions as specified in the applicable Memorandum of Understanding, County Resolution, or Salary Ordinance. Temporary and Per Diem employees serve at the pleasure of the agency/department head.

7 A Guided Tour through the Creation of a Classification Specification CLASSIFICATION TITLE Class Code: (Assigned by Classification) COUNTY OF RIVERSIDE Established Date: (MMMM/DD/YYYY) Revision Date: (MMMM/DD/YYYY Remains the same as Established Date WHEN establishing new class) SALARY RANGE $ $00.00 Hourly $0, $0, Monthly $00, $00, Annually CLASS CONCEPT: (This section provides a brief description of the purpose, scope, and the relative level of difficulty of the work performed. It provides justification on why this classification exists or should exist. The opening sentence should indicate the degree of supervision received, which in turn gives an idea as to an incumbent s independence of action. Also include, type of position (clerical, technical, professional, etc), level of class in the series (entry, journey, lead, specialist, supervisory), supervisory reporting relationships, major activities and accountabilities which give some idea of the level of difficulty and responsibility, and aspects which distinguish the class from other classes in the same or closely related series.) REPRESENTATION UNIT: (This information is not necessary for you to fill in when revising class specifications. If you are creating a new classification, a Benchmark Assignment request must be attached to establish the representation unit.) EXAMPLES OF ESSENTIAL DUTIES: (Depending on the area of assignment, duties may include, but are not limited to, the following) (Required language for ALL County of Riverside class specifications. This language cannot be altered.) (This section is a listing of some of the duties common to many positions of the class. A good job duty or task statement will answer five questions: 1) Performs what action?; 2) For whom or for what purpose?; 3) Why is it necessary?; 4) What equipment, tools or aids are used?; and 5) With what direction? Duties should describe the work to be performed. For ADA purposes, duties should not focus on how the work is to be done but rather, what is to be accomplished. Do not attempt to list all of the duties performed by the class. A job description is intended to give examples of the most essential duties of the class. Job duties should usually begin with verbs, i.e., monitors, directs, selects, provides, etc., and should be listed beginning with the most essential. Job duties serve to support the reason why the classification exists and should be written clearly and specifically enough to help you in deriving the knowledge, skills and abilities (KSA s) necessary to perform these duties.) Example: Plans, organizes, directs, and coordinates through subordinate supervisors the establishment, review, revision, and daily operation of a departmental accounting function or a major division of the Auditor- Controller's Office. Determines how the departmental or division accounting management program should be structured and how accounting principles should be applied. RECRUITING GUIDELINES: (The education requirements should ALWAYS be listed first, with experience, knowledge and abilities requirements following. Experience requirements should relate back to the KSA s. It is through experience that KSA s are learned, developed and/or mastered. For example, with 5 years of experience as a Principal Accountant, an employee gains the ability to plan, organize and direct the daily operations of a departmental accounting division. High school graduation or college degrees should not be used unless it is shown to be job related or required by some lawful authority. If a degree or other level of education is determined to be job related,

8 other alternatives should also be listed (such as experience substitutions). Example: EITHER OPTION I Education: Graduation from an accredited college or university with a Bachelor's Degree in business or public administration, economics, finance, accounting, auditing, or a closely related field with a specialization in accounting. (A specialization is interpreted as the completion of 18 semester or 27 quarter units in accounting coursework.) OR OPTION II Possession of a certificate as a Certified Public Accountant or Certified Internal Auditor. AND Experience (Both Options): Three years of experience as a professional accountant, including one year in a supervisory or lead capacity over other professional accountants. (The knowledge and abilities should be derived from the listed job duties. Ask what KSA s are needed to perform the essential job duties listed. Consider to what extent or in what context the KSA s are used and how much they are required when preparing to write this section.) Example: Knowledge of: The principles and techniques of supervision; the theory, principles, and practices of general and governmental accounting, budgeting, and auditing; state and local codes, rules, and regulations influencing county fiscal operations; data processing systems and their application to accounting operations; the methods of developing systems forms for various types of accounting records and reports; the principles, methods, and techniques of public administration, personnel, and business office management. Ability to: Plan, organize, and direct a complex accounting or auditing program; evaluate and supervise the work of subordinate staff; apply legal and administrative accounting policies to general county accounting systems; analyze data, draw logical conclusions, and recommend effective courses of action; communicate effectively in oral and written form; establish and maintain effective working relationships. OTHER REQUIREMENTS: License/Certificate: (States all of the required and desirable licenses, certifications, and/or credentials necessary for appointment to the class and used in the performance of the job or is mandated by law. This type of requirement should not be made without alternatives unless required by law or a governmental agency such as the State Board of Equalization. If the license/certification must be maintained throughout employment, then so state.) PRE-EMPLOYMENT: (Required language for ALL County of Riverside class specifications. This language cannot be altered.) All employment offers are contingent upon successful completion of both a pre-employment physical exam, including a drug/alcohol test, and a criminal background investigation, which involves fingerprinting. (A felony or misdemeanor conviction may disqualify the applicant from County employment). PROBATIONARY PERIOD: (Required language for ALL County of Riverside class specifications. This language cannot be altered.) As an Approved Local Merit System, all County of Riverside employees, except those serving "At Will," are subject to the probationary period provisions as specified in the applicable Memorandum of Understanding, County Resolution, or Salary Ordinance. Temporary and Per Diem employees serve at the pleasure of the agency/department head. Revised 03/23/2011