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Frequently Asked Questions
Definition of Position- A position is a collection of tasks, or duties and responsibilities that constitute the total work assignment of a single worker. A position exits whether filled or vacant, full or part time, temporary or permanent. Definition of Classification- Classification of a position simply involves the assignment of a position to the most appropriate classification based upon the positions authorized duties and responsibilities. Definition of Reclassification- Reclassification is the change of a position from one classification to another classification due to a significant change in duties and responsibilities of the position. Q. What paperwork is needed to submit an acting pay request? A. The following information is required:
Q. What are qualifications for receiving acting pay? A. An appointing authority may designate an employee to perform temporary duties in a classification for which the rate of pay is higher than that of the employee’s classification for any of the following reason’s:
Q. Can any employee be in acting capacity? A. As long as the employee designated to perform temporary duties in a classification for which the rate of pay is higher than that of the employee’s classification if both the employee’s classification and the higher classification are within the same noncompetitive promotion classification series. Q. How do you determine the effective date of position reclassification and acting capacity pay designations? A. The effective date of a position reclassification or acting capacity pay designation shall be the date on which the duties and responsibilities warranting the reclassification or acting capacity pay designation are assigned to the position, but the effective date may not be earlier than 1 year before the date on which the reclassification or acting capacity pay designation is authorized or within 1 year of the date when the employee’s grievance concerning reclassification or acting capacity pay designations was filed. Employees cannot work out of classification without submitting reclasses/acting capacity paperwork. The reclass request should not be in effect for 1 year before HRS gets the reclass/acting capacity request. HRS should receive the reclass/acting capacity request as soon as the duties become effective. Q. Is there a waiting period for the acting capacity pay? A. Payment for acting in a higher classification shall be made as follows when the employee’s normal rate of compensation is:
Q. How long can an employee receive acting pay? A. The initial period of acting capacity pay is limited to 6 months or less and may be extended for periods of up to 6 months. Q. Why is a Job Analysis needed for a reclass? A. Job analysis is a process as opposed to a specific method or technique, and requires a logical approach and attention to certain criteria. The purpose it to determine what workers actually do, how they do it, and why they do it. This information is used to determine what knowledge, skills, and abilities are necessary to perform assigned duties. Job analysis is the process of studying jobs in order to gather, analyze, synthesize, and report information about job content. Q. How does the analyst collect the information needed to determine the Job requirements and what functions are actually being performed? A. Once the background information is collected (Organizational Charts, Updated MS-22, Old MS-22’s, MS-100.) and reviewed the next step is to collect data on the duties and responsibilities of the position. Usually this is done by a desk audit. Various methods are available; the analyst could use one or a combination of interviews, direct observation, questionnaires, and documented logs/work examples. Q. I have a desk audit coming up what is going to take place? A. A desk audit is performed in order for the analyst to get a VERY CLEAR idea of the position duties. We all know that the job description does not always match what we are actually doing. The analyst is not there to judge the employee; to make a decision as to if the employee is a doing a good or bad job. The analyst’s duty is to learn and clearly understand what the position’s functions are, why, how and when they are done. Please keep in mind the analyst cannot read minds and must go by what is presented on paper or in the interview. Sometimes the MS-22’s are not updated very clearly and this gives the position a chance to explain. After all the position is doing additional duties right? Job evaluation is based upon the premise of paying for the job, not the person in the job. Q. What type of information will the analyst be asking me to explain? A. The analyst will be asking questions to understand the position duties. The analyst evaluates concepts of skill, effort, responsibilities, and working conditions. As the conditions are more specifically defined, the definitions are called job evaluation factors. Q. What methods are used to determine which evaluation is used? A. There are four basic methods of systematizing job evaluation:
The Classification, Point factor & Modified factor are most frequently used in the State government. The job evaluation system is for rank ordering jobs for which the system was developed, all job evaluation systems do not apply to all jobs. These four methods offer different means of explaining the bases for pay differentials among a group of jobs, but all rely upon job evaluations factors, which are at the heart of all job evaluation. Q. How are minimum qualifications determined? A. Minimum qualification criteria are expressed in terms of the nature and amount of formal education and training, prior work experience, degrees, licenses, or certificates. Minimum qualifications must be job-related. Q. Why does a reclass take so long? A. The first step is to review the study materials, Is anything missing? Is there any special priority attached to the request? What is the requested effective date? Once the study materials have been reviewed, the analyst should evaluate information needs and approach. What is the job? Is the position description form complete? Is an onsite interview necessary? What job evaluation standard will be applied? After the analyst has initially evaluated information needs, the next step is to plan activities. The analyst might schedule interviews, conduct file research at the agency and DBM, hold necessary discussions with other analysts, supervisors, and program staff to clarify understanding of the position and relevant standards. Once all data has been evaluated the analyst must make a decision. Once a classification determination has been made, the analyst must then fully document the decision. In documenting the classification determination, the analyst states the issues, includes any pertinent information. The final step of the process is to take care of administrative needs. Q. What should be the effective date of the reclassification? A. The effective date of reclassification shall be the date on which the new duties and responsibilities are assigned. The effective date may not be earlier than one year before the date on which the reclassification is authorized. The appointing authority will submit reclassification requests in a timely manner to ensure that employees receive compensation effective as of the date that higher level duties and responsibilities are assigned.
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Human Resource Service DNR InTRAnet Home DNR Employees DNR Internet Home General Public Check out the Payroll Unit Pages November 30, 2007 | ||||||
