HomeMy Public PortalAbout10) 7G city classification & compCity Council
August 7, 2012
Page 2
5. On June 26, 2012 , the City issued a Request for Proposals (RFP) for the
Classification and Compensation Study (Attachment "A").
6. By the July 13, 2012 deadline for proposals, the City received three proposals.
7 . During the week of July 23, 2012, the proposals were reviewed by City staff.
ANALYSIS:
The City of Temple City has not completed a compensation study since 1995. There is no
other record found of the City adopting a fonnal classification study or plan.
Furthennore, that last compensation study was not conducted by an outside consultant but
rather completed by in-house staff. In addition, staff has determined that the list of survey
cities currently used for salary comparison is 12 years old. Current classification
specifications (i.e., job descriptions) have not been reviewed or updated for a number of
years. The objective of a Job Classification and Compensation Study is to ensure
employees are working within their classification, compensated in accordance with City
Council's policies and direction, and have an understanding of the City's expectations for
performance as outlined in their respective job descriptions.
Staff is also in the process of reviewing all the City's Personnel Rules and Regulations,
and will be bringing forward for City Council consideration revised Personnel Rules and
Regulations in December 2012. A current Study will be an integral part of those revised
Personnel Rules and Regulations, and as a result, staff is recommending to the City
Council this Study be complete prior to the adoption of the revised Personnel Rules and
Regulations. In the RFP, the City had requested the Study be completed by September
30, 2012, however all three finns indicated that they could not complete the study within
the proposed timeframe. Since staff will not be asking for approval of the revised
Personnel Rules and Regulations until December 2012, the amount of time to complete
the study by each of the proposers is acceptable.
The review process of the proposals included an independent review by the Economic
Development Manager/Assistant to the City Manager, the Director of Parks and
Recreation and the Administrative Services Director. A numerical scoring sheet was
utilized to assess the proposals which included sections for general comments. The
information utilized to make a recommendation for the consultant to complete the study
is summarized below:
Proposer Cost Timeframe for Average Scores
Completion 100 Possible
Public Sector Personnel Consultants $3 1,500 11 Weeks 82
Ralph Anderson & Associates $33,700 12 Weeks 90
RSG l Re ward Strategy Group) $40,700 14 Weeks 70
Since the amount budgeted in the FY 2012-13 City Budget is $30,000 and staff is not
recommending this contract exceed this amount, the consultants were contacted
City Council
August 7, 2012
Page 3
informally to discuss how their scope of services could be reduced to fall within the not-
to-exceed amount of $30,000. All were willing to consider a reduction in scope to
ensure the project would not exceed $30,000. Based upon the evaluation of the
proposals, all three reviewers scored Ralph Anderson and Associates the highest
primarily for their company reputation, past clients, organization of proposal and method
of completing the project. A copy of the proposal from Ralph Anderson & Associates is
attached (Attachment "8").
Since a budget amendment is not required, staff is recommending that the City Council
accept the proposal from Ralph Anderson & Associates and authorize the City Manager to
enter into a professional services agreement in an amount not-to-exceed $30,000 and
ensure that the scope of services as outlined in the proposal, is not compromised.
CONCLUSION:
In order to ensure the City of Temple City is moving toward best practices in the area of
personnel management, staff will be revising current policies, procedures and practices
between now and the end of the calendar year. An updated Classification and
Compensation Plan, completed by an outside consultant to ensure objectivity, is essential
for moving forward and ensuring employees are working within their classification,
compensated in accordance with City Council's policies and direction, and have an
understanding of the City's expectations for performance as outlined in their respective job
descriptions.
FISCAL IMPACT:
Funds for this project in the amount of $30,000 have been budgeted in the FY 2012-13
City Budget.
ATTACHMENTS:
A. Request for Proposals (RFP) for City Classification and Compensation Study
8. Proposal from Ralph Anderson & Associates to Conduct a Classification and
Compensation Study
CITY OF TEMPLE CITY
NOTICE INVITING REQUEST FOR PROPOSALS (RFP)
FOR
CITY CLASSIFICATION AND COMPENSATION STUDY
SUBMIT PROPOSALS TO:
CITY OF TEMPLE CITY
Attachment "A"
ATTN : TRACEY HAUSE , ADMINISTRATIVE SERVICES DIRECTOR
9701 LAS TUNAS DR.
TEMPLE CITY, CA 91780
DEADLINE TO SUBMIT:
FRIDAY , JULY 13, 2012
BY 6 P .M .
TABLE OF CONTENTS
INTRODUCTION ................................................................................... 3
BACKGROUND ..................................................................................... 4
OBJECTIVES ....................................................................................... 4
SCOPE OF SERVICES ........................................................................... 5
• Classification Study
• Compensation Study
PROPOSED TIMELINE .......................................................................... 7
NECESSARY QUALIFICATIONS .............................................................. 8
• Prior Experience
• Staff Qualifications
• Contact Person
• Organization and Staffing
PROPOSAL FORMAT ........................................................................... 9
EVALUATION AND SELECTION PROCESS ............................................. 11
• Proposal Review
• Interview
• Professional Services Agreement
GENERAL CONDITIONS ...................................................................... 12
CITY OF TEMPLE CITY
REQUEST FOR PROPOSALS (RFP)
CITY CLASSIFICATION AND COMPENSATION STUDY
INTRODUCTION:
The City of Temple City is centrally located in the west of San Gabriel Valley
approximately five miles southeast of Pasadena and 13 miles east of downtown
Los Angeles. The City is approximately 3.85 square miles and is surrounded by
the cities of Arcadia, San Gabriel, El Monte, Rosemead, and unincorporated
portions of Los Angeles County. The 2011 State estimate indicates a total
population of 35,673.
The City of Temple City has a Manager-Council form of government, and is a
contract city with 92 employees (36 full-time, 56 part-time) that provide the basic
government services of public works, public safety, planning and community
development, and recreational programs.
BACKGOUND :
The City is comprised of the following departments: Management Services
Department (City Manager, City Clerk, Communications Office), Community
Development Department (Planning Division, Public Safety Division and
Community Preservation Division Housing), Administrative Services
Department (Finance, Risk Management and Human Resources), and Parks
& Recreation (Recreational Classes and Citywide Programs and Events). The
City has a contract City Attorney.
The City has not conducted a Classification and Compensation Study in a
number of years and the scope and level of work performed by City staff
members has changed significantly.
OBJECTIVE :
The City of Temple City seeks to have an updated Classification &
Compensation Plan that recognizes the changes in service performance levels
by City staff. The new Classification & Compensation Plan should ensure proper
grouped classifications with positions requ1nng similar responsibilities,
knowledge , skills and abilities , provide salaries that commensurate with assigned
duties, outline promotional opportunities with recognizable compensation growth,
provide justifiable pay differential between individual classes and maintains parity
with relevant labor markets .
SCOPE OF SERVICES
1. Classification Study
The study shall include, but is not limited for the Consultant to:
• Review background materials including organizational charts, budgets,
existing personnel rules, proposed revised personnel rules, and related
information.
• Review City's current classification specifications and analysis for
knowledge, skill, ability, education and experience relevance and
hierarchical consistence, conformity with ADA language relative to
essential job functions (including physical requirements); position
definitions, purpose, distinguishing characteristics, supervision received
and exercised, position duties and special requirements including
licensing and certification requirements.
• Meet with Department Heads and mid-management staff to explain
philosophy and components of study and processes used.
• Conduct orientation and briefing sessions for all employees covered within
scope of study.
• Develop and distribute a job analysis questionnaire to each employee.
• Review and analyze the completed job-related questionnaires.
• Conduct interviews with all employees within scope of study.
• Draft up-to-date class specifications as needed to uniformly reflect
distinguishing characteristics, essential job functions, minimum
qualifications, working conditions, license requirements, regulatory
requirements and standby/call-out responsibilities for all classifications .
• Develop new classes as appropriate.
• Recommend deletion of outdated or unnecessary classes.
• Allocate all employees to an appropriate job class.
• Review various job series in terms of appropriateness.
• Develop and identify viable career progressions within the classification
plan.
• Submit final draft of proposed class specifications for the City's review.
• Prepare final version of all class specifications and recommend
appropriate classification for each employee after the City's review.
• If required, meet with City Council or Ad Hoc Committee appointed by the
City Council to review proposed Classification plan. Format presentation
to the City Council may also be necessary.
• Provide a manual and an electronic version of final copy of class
specifications . Final version should also include an introductory section
that describes class concepts, and provides information about the
distinction of various levels within a class series and other pertinent
information.
" D o c u m e n t p r o c e d u r e s f o r a p p r o p r i a t e i m p l e m e n t a t i o n a n d m a i n t e n a n c e
m a n u a l s .
" P r o v i d e p e r i o d i c s t a t u s r e p o r t s o n p r o g r e s s , a s r e q u e s t e d .
2 . C o m p e n s a t i o n S t u d y
T h e s t u d y s h a l l i n c l u d e , b u t i s n o t l i m i t e d f o r t h e C o n s u l t a n t t o :
" R e v i e w c u r r e n t c o m p e n s a t i o n ( i n c l u d i n g a l l b e n e f i t s ) p r a c t i c e s a n d r e l a t e d
i s s u e s .
" R e v i e w c u r r e n t l i s t i n g o f c o m p a r a b l e c i t i e s a n d r e c o m m e n d a p p r o p r i a t e
c h a n g e s t o C i t y ' s c u r r e n t l i s t i n g , a s n e c e s s a r y .
" R e c o m m e n d s a l a r y s u r v e y b e n c h m a r k s i n c o n j u n c t i o n w i t h r e l e v a n t
b e n c h m a r k c l a s s i f i c a t i o n s .
" C o m p l e t e i n t e r n a l s a l a r y r e l a t i o n s h i p a n a l y s i s i n c l u d i n g t h e d e v e l o p m e n t
o f a p p r o p r i a t e i n t e r n a l r e l a t i o n s h i p g u i d e l i n e s ( i n t e r n a l e q u i t y ) .
" A s s e s s e a c h c l a s s i f i c a t i o n s y s t e m a t i c a l l y i n r e l a t i o n t o c o m p a r a b l e C i t i e s ,
a s a p p r o p r i a t e .
" P r o v i d e w r i t t e n r e p o r t o f m e t h o d s , t e c h n i q u e s a n d d a t a f o r t h e
a s s e s s m e n t o f e a c h p o s i t i o n .
" D e v e l o p e x t e r n a l l y c o m p e t i t i v e a n d i n t e r n a l l y e q u i t a b l e s a l a r y
r e c o m m e n d a t i o n s f o r e a c h j o b c l a s s i n c l u d e d i n t h e s t u d y .
" T r a i n C i t y s t a f f i n t h e m e t h o d o l o g y u s e d t o s y s t e m a t i c a l l y a s s e s s j o b
c l a s s i f i c a t i o n s i n o r d e r t o m a i n t a i n i n t e r n a l c o m p e n s a t i o n e q u i t y i n t h e
f u t u r e w h e n a d d i n g , c h a n g i n g o r d e l e t i n g c l a s s i f i c a t i o n s .
PROPOSED TIMELIINE
Day/Date Action
Tuesday, June Availability of Request for Proposal-Classification and
26,2012 Compensation Study on City website
Friday, RFP responses must be received by the City of
July 13, 2012 Temple City at 9701 Las Tunas Dr., Temple City, CA
by 6 :00p.m. 91780 .
Friday, Review of RFPs by City staff. July 20, 2012
Week of July Top selected Contractors will be contacted by the City
23,2012 for an interview.
Friday, Selected Contractor will meet with the City to discuss
July 27, 2012 the negotiation of terms and conditions , and to receive
the expectations and guidelines for the process.
Tuesday, Recommendation to City Council for contract approval. August 7, 2012
NECESSARY QUALIFICATIONS
1. Prior Experience
The selected firm must have demonstrated experience in providing the
services described under the Scope of Services. Substantiation must be
provided regarding the nature of services provided to the client cities or
agencies. At least three references of cities served within the past five (5)
years.
2. Staff Qualifications
Staff assigned to complete the Scope of Services must have previous
experience in providing the necessary services as described under the
Scope of Services.
3. Contact Person
The selected firm will be required to identify the person who will be the
primary contact person who is charged of the City's Classification and
Compensation Study . This individual must, within reasonable limitations,
be accessible to City staff during business hours (currently Monday
through Friday, 7:30a.m . to 6 p.m.)
4. Organization and Staffing
Proposing contractors shall prov ide a description of key staff and sub-
Contractors, if any, and their relationship with City operations. Specifically
show how the proposed organization and staffing will provide the City with
the quantity and quality of service needed to meet the City's needs.
PROPOSAL FORMAT
Selection will follow these steps :
1 . The submittal should be typed and as brief as possible while adequately
describing the qualifications of the firm.
2. Proposals are to be submitted in the same envelope, clearly marked with
the firm's name, address and phone number. Only one proposal per firm
will be considered.
3. The proposing firm shall submit the following information with the package,
including the same information on sub-Contractors, in the following format:
a. Cover Letter
Include brief introduction with no more than two {2) pages,
describing the firm's organization and services. Include the name,
address, phone number and email address of the primary contact.
Address any qualifying statements or comments regarding the
proposal. The signed letter should also include a paragraph stating
that the firm is unaware of any conflict of interest in performing the
proposed work.
b. Scope of Services
Describe your understanding of the scope of services to be
performed with a detailed breakdown and description of the specific
steps, services and study products to be provided as a result of the
Scope of Services .
c. Qualifications
Provide a description of the company's firm qualifications and
relevant experience. Include the number of years the firm has been
conducting classification and compensations studies for
municipalities. Provide five similar studies conducted for cities of
similar size during the past five years.
d. Methods and Techniques
Describe the study objectives, end products, processes, steps and
procedures for the Classification and Compensation Study. The
work plan must include step-by-step process, tsk list, estimated
number of hours, and timeline for each step. Include plan for
communications and the employee appeal process .
e. Information Requirements
List the necessary information required from City staff and any
other City staff assistance that may be needed. Consultant needs
to be aware that City staff availability is limited. No clerical support
will be provided .
f. Schedule
Provide a timeline identifying projected beginning and end dates for
each phase of work. It is expected the work will commence as
possible after August 7. 2012, and be completed on or before
September 30, 2012.
g. References
Provide a list of references where similar work of similar size and
nature is current in process or recently completed . Include firm's
name, address , telephone number, and contact person 's name .
The City of Temple City reserves the right to contact any of the
organizations or individuals listed or any others that may stem from
the inquiry
h. Fee Proposal
Provide a feel schedule for each phase of the study of proposed
services. The fee schedule shall include the hourly rate for each
personnel category and any other additional charges to complete
the services required of this contact. The City will use the fee
proposal in the selection process and reserves the right to
negotiate the final fee with the consultant.
i. Reimbursable Expenses
Provide a list of any reimbursable expenses that may apply suchas
travel, per diem , mileage, etc. If air travel is requested, only coach
class will be considered . The City will not consider any additional
expenses not identified in the proposal. The City will use these
expenses in the selection process and reserves the right to
negotiate the final fees with the consultant.
j. Acceptance of Conditions
This section will be a statement offering the firm's acceptance of all
conditions listed in the Request for Proposal document. Any
exceptions or suggested changes to the RFP or any contractual
obligations, including the suggested change, the reasons therefore
and the impact it may have on cost or other considerations on the
firm's behalf must be stated in the proposal. Unless specifically
noted by the firm, the City will assume that the proposal is in
compliance with all aspects of the RFP .
EVALUATION AND SELECTION PROCESS
Selection will follow these steps:
1. Proposal Review
Each proposal will be reviewed to determine if it meets the RFP
requirements. Failure to meet the requirements of the RFP will be cause
for rejection. The City will consider the following in selecting a Contractor:
• Response to requested Scope of Services and this RFP
• Professional reputation
• Experience of Contractor
• Qualifications
• Type and amount of services provided
• Number and experience of personnel
• References provided
• Fees
2. Interview
Contractors will be interviewed by the City Manager and Administrative
Services Director.
3. Professional Services Agreement
The City Manager will request a professional services agreement subject
to negotiation of precise work program, terms of payment and other City
requirements from the firm found most qualified. Nothing in this RFP
should imply a contractual obligation for employment.
4. Contract Approval and Execution
The agreement will be presented to the City Council for approval and
executed by the Mayor or City Manager.
Please submit five (5) copies of the proposal no later than 6 p.m. on July 13.
2012.
City of Temple City
9701 Las Tunas Drive
Temple City, CA 91780
Attn: Tracey Hause, Administrative Services Director
Late postmarks will not be accepted.
GENERAL CONDITIONS:
1. The City of Temple City shall not be liable for any pre-contractual
expenses incurred by any Contractor, nor shall any firm include such
expenses as part of the proposed cost. Pre-contractual expenses include
any expense incurred by a proposal and negotiating any terms with the
City.
2. The City reserves the right to withdraw this RFP at any time without prior
notice and to reject any and all proposals submitted without indicating any
reasons. Any award of contract for services will be made to the firm best
qualified and responsive in the opinion of the City.
3. Proposals may, at the City's option, be rejected if they contain any
alterations, additions, conditional or alternatives, are incomplete, or
contain erasures or irregularities of any kind. The City reserves the right to
reject any and all proposals. The City expressively reserves the right to
postpone submittal opening for its own convenience and to reject any and
all submittals responding to this Request for Proposals.
4. The selected firm must agree to indemnify, hold harmless and defend the
City, its officers, agents and assigns from any and all liability or loss
resulting from any suits, claims or actions brought against the City which
result directly or indirectly from the wrongful or negligent actions of the
consultant in the performance of the contract.
5. The selected firm, shall at its own cost and expense, procure and maintain
general liability insurance in an amount not less than one million dollars
($1,000,000) per occurrence and annual aggregate, one million dollars
($1,000,000) per person and two hundred thousand dollars ($200,000)
property damage. Consultants shall also obtain professional liability
insurance in the amount of one million dollars ($1 ,000,000) per occurrence
and annual aggregate. Such insurance shall be procured from an insurer
authorized to do business in California and approved in writing by the City.
The City shall be named as an additional insured. In addition, the
consultant and sub-Contractors, if any, shall obtain workers' compensation
insurance covering all its employees as required by law. Throughout the
term of the contract, the consultant shall deliver to the City satisfactory
evidence that the insurance has been renewed and that the required
premiums have been paid. Insurance covering liability arising from any
error, omission or negligent act of the consultant, its officers, or employees
with a limit of liability of not less than One Million Dollars ($1,000,000) per
occurrence, and Two Million Dollars ($2,000,000) in aggregate.
6 . The selected firm will be required to comply with all existing State and
Federal laws including the applicable to equal opportunity employment
provisions.
7. The City reserves the right to negotiate special requirements and
proposed service levels using the selected proposal as a basis.
Compensation for services will be negotiated with the selected firm.
8 . The selected firm shall not sublet any portion of the agreement with the
City without express written permission of the City Manager or his
designated representative.
9 . No discrimination shall be made in the employment of persons because of
the race, color or religion of such persons, and every bidder in violation of
this section is subject to all penalties imposed for a violation of Chapter 1
of Part VII, Division 2 of the Labor Code, in accordance with the provisions
of Section 1753 thereof.
10. The City reserves the right to review and approve the qualifications of
subcontracting contractors or persons. Substitutions, which are not
approved, are considered sufficient grounds for termination of contact.
11 . The City or any of its duly authorized representatives, shall have access to
and the right to examine, audit, excerpt, copy or transcribe any pertinent
transaction, activity, time and work records, employment records or other
records relating to employment. Such material, including all pertinent cost
accounting, financial records and proprietary data, will be kept and
maintained by the firm for a period of at least four years after completion
of a firm's performance unless the City's written permission is given to
dispose of same prior to that time .
12. All responses to this Request for Proposals (RFP) shall become the
property of the City of Temple City, and will be retained or disposed of
accordingly.
13. No amendments, additions or alternates shall be accepted after the
submission date and time.
14. All documents, records, designs, and specifications developed by the
selected firm in the course of providing services for the City of Temple City
shall be the property of the City . Anything considered to be proprietary
should be so designated by the firm .
15. Acceptance by the City of any proposal submitted pursuant to this
Request for Proposal shall not constitute any implied intent to enter into a
contract for services.
16. The City reserves the right to issue written notice to all participating firms
of any change in the proposal submission schedule should the City
determine, in its sole discretion , that such changes are necessary
Proposal to Conduct a
Classification and
Compensation Study
Attachment .. JS ••
July 12, 2012
,(~
-Ralph Andersen & Associates
AlrarnllonorExcellancaSmce 1972
July 12, 2012
Ms. Tracey Hause
Administrative Services Director
City of Temple City
9701 Las Tunas Drive
Temple City, California 91780
Dear Ms. Hause:
58oo Stanford Ranch Road
Suite 410
Rocklin, California 95765
916.630·4900
We are pleased to submit five bound copies of our proposal to conduct a Classification and
Compensation Study involving the City's full-time job classifications. To facilitate your review,
the proposal includes the following:
1. Scope of Services -A summary of the scope of the study.
2. Qualifications -A summary of the finn's background and the services we provide.
3. Methods and Techniques -A description of methodologies and a detailed work plan
that has proven to be successful in completing similar projects.
4· Information Requirements -A list of the information and City staff resources required
for the project.
5. Schedule-A proposed timeline for the project.
6. References-A list of clients for whom we have recently completed similar projects.
7. Fee Proposal-A fee schedule for each phase of work in the study.
8. Reimbursable Expenses -Reimbursable expenses that may be required.
9. Acceptance of Conditions -The firm's acceptance of all conditions listed in the RFP.
I am certain that you will find our work plan is responsive to each of your study objectives, and
our reputation and experience are unmatched in successfully completing consulting engage-
ments of this nature. We are not aware of any conflicts of interest in performing the proposed
work.
Ralph Andersen & Associates has a national consulting practice that includes human resources
consulting, executive search, and management/financial consulting. While we are a national
firm, our human resources practice primarily focuses in California. The primary contact for this
proposal will be:
Doug Johnson, Vice President
Ralph Andersen & Associates
58oo Stanford Ranch Road, Suite 410
Rocklin, California 95765
916.630·4900
doug@ralphandersen.com
www.ralphandersen.com
City ofTemple City
Page2
I will serve as the Project Manager and chief analyst and the full resources of the firm will be
available to perform consulting services for the duration of the project. If you have any questions
or need additional information, please do not hesitate to contact me at (916) 630-4900. We look
forward to the opportunity to work with you on this important assignment.
Sincerely,
( ~ Ralph Andersen t1 &Associates
JOB ANALYSIS QUESTIONNAIRE
DUE DATES INTERVIEW REQUEST
Would you like to be interviewed regarding your classification?
Return to Supervisor:----------Yes D NoD Ifyes, Individual Interview D Group Interview D
Return to Human Resources: ______ _ If yes, indicate reason and preference:
A.
B.
c.
D.
E.
F.
G.
Title Change D
Salary Issue D
OtherD
I -IDENTIFYING INFORMATION
Name
(Last) (First)
Department Division ----------------
Current Classification Title
Length of Time in Current Position
(Years)
Previous Title with Organization
Total Length ofTime with Organization
(Years)
Assigned Hours/Week from
(Middle Initial)
(Months)
Length of Time (Years/Months)
(Months)
am/pm to am/pm
H. Assigned Days/Week from to
Work Address ------------------Telephone Number ......l...-----')-----=--
Ext.
J. Name oflmmediate Supervisor ------------Telephone Number _(,____..L_ ____ ---=_
Ext.
K. Classification of Immediate Supervisor
II -PURPOSE OF YOUR POSITION
Describing your job as you would to someone not familiar with your work, briefly summarize the overall purpose(s) of your
position, as you understand it, and the key result that the job is expected to achieve.
@2011 Ralph Andersen & Associates
All Rig!Jts Reserved 1
III-IMPORTANT AND ESSENTIAL DUTIES
Listing the most important duties first, describe the major duties perfonned by the position. A duty is an activity performed to
achieve the purpose or objectives of the job. A duty is a significant part of a functional area and consists ofthe perfonnance of one
or more tasks. Start each duty statement with a verb such as prepare, maintain, calculate, collect, compile, clean, repair, or other
similar action word.
Respond based on actual job duties and responsibilities. Describe the job responsibilities/duties as they exist now. In other
words, tell us what you are actually doing in the job -this may or may not differ from what your current job description states .
NOTE: This is NOT an evaluation of your personal background or performance in the job.
Be objective and accurate. Try not to understate or inflate the job. Base your responses on the typical duties and responsibilities
of the job under nonnal conditions, not under unusual circumstances or temporary assignments.
Frequency Code: D (Daily), W (Weekly), M (Monthly), Q (Quarterly), S (Semi-Annually), Y (Yearly)
%of Total Job: Assuming all duties listed encompass 100% ofthe total job, give a best estimate of the approximate percentage of
total job that each duty (or group of related duties) represents. The total of all duty statements must equallOO%.
IMPORT ANT AND ESSENTIAL DUTIES
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
@2011 Ralpll Andersen & Associates
All Rights Reserved 2
Frequency Percent of
Code Total Job
IMPORTANT AND ESSENTIAL DUTIES Frequency Percent of
Code Total Job
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
IV-DUTIES ADDED TO YOUR JOB IN THE LAST YEAR
Identify each duty (by number) in Section III that has been added to your job in the last year and provide a brief ex planation as to
wh y this du ty was added to your iob.
Duty# Brief Explanation
@2011 Ralplt Andersen & Associates
All Rigllts Reserved 3
V-JOB RELATED QUALIFICATIONS
JOB RELATED QUALIFICATIONS: Please list the knowledge, skills and abilities that are:
1. Necessary for the successful performance .
2. Cannot be learned in a brief training or orientation session (I week or less).
3. Required by the job, not ones you have acquired on the job.
DEFINITIONS
KNOWLEDGE is a body of information that applies directly to the performance of a function or duty (e.g ., Knowledge of
accounting principles and practices.)
SKILL is a developed ability to use knowledge effectively or dexterity/coordination in the performance of physical tasks (e.g.,
Operate word processing equipment).
ABILITY is the competence or capability to perform an observable duty and usually results in an observable product (e.g .,
Prepare clear and concise reports).
Please list the knowledge, skills and abilities that are essential for the position being described . The knowledge, skills and
abilities listed under this section should be linked with the essential duty statements.
ESSENTIAL KNOWLEDGE, SKILLS, AND ABILITIES STATEMENTS
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
@2011 Ralph Andersen & Associates
All Rights Reserved 4
Duties from
Section III
(Please identify the
duties from Section
IDbyNumber)
Duties from
Section Dl
ESSENTIAL KNOWLEDGE, SKILLS, AND ABILITIES STATEMENTS (Please identify lhe
duties from Section
III by Number)
12.
13.
14.
15 .
16.
17.
18.
19.
20.
21.
22.
VI-COMPUTER SKILLS
What computer skills are required to perform your job? Remember tllis is not necessarily tlte level of skills you possess, but tlte
level required in tlte normal performance of your job. Check as many boxes that apply.
D Work requires typical office computing software including the use of e-mail, spreadsheet, word processing, presentation, and
intern et applications.
D Work involves developing, maintaining, and enhancing applications . Applications may include special purpose software
sys tems, databases, interactive-spreadsheets, data entry forms, report writers, and web-based systems.
0 Work requires the maintenance, installation, and administration of operating systems including desktop computers, servers,
and other hardware. Duties typically also include trouble shooting and installing computer hardware components and software
applications.
0 Work involves the installation, maintenance, and administration of network servers, server-based applications,
network/communication hardware, and special purpose servers such as e-mail, security, intemetlintranet, and related systems.
Work involves both local and wide-area networks (if applicable).
@2011 Ra/plt Andersen & Associates
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VII-EDUCATION & EXPERIENCE
A. Education --What minimum level of education is needed to satisfactorily perform your job?
(Not necessarily your background.)
0 Read and write; no specific requirements
0 Supplemental training -vocational or college level
course
D Bachelor's or higher degree Field of Study:
0 High school diploma or equivalent (G.E.D.)
D Formal specialized training - 2 year college program;
apprenticeship/technician
Please list any licenses, registrations, or certificates required for your position and the agency responsible for issuing it.
License, Certificate, Registration Issuing Agency
B. Experience--In addition to education and training, what is the minimum required experience? __ years.
VIII-EQUIPMENT OPERATING REQUIREMENTS
List equipment or machines you use in the regular course of your assigned duties that require training and skill to operate
proficiently. For each item, please assign a frequency code (D, W, M, Q, S, Y) and estimate the total amount of time spent
operating that piece of machinery/equipment.
MACHINE/EQUIPMENT
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
@201 I Ralph Andersen & Associates
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REQUIRED DOCUMENTATION
Relative Frequency Percent of Time
6
IX-SUPERVISION EXERCISED
A. Do you exercise supervision over any employees? DYes 0No
B. If yes, please check the defin ition that best describes the type of supervision you exercise and the names and class ification/job
t itles of the employees whom y ou supervise. Please attach additional pages if necessary.
0 Technical and Functional (Lead Worker) -You are responsible for prescribing procedures, methods, materials
and formats used in recurring projects of particular area(s) of work including training other employees. In addition,
you are also responsible for recurring work projects or activities involving other employees to whom you give
direction and guidance including lead supervision for a project or set of work activities. You may also have
responsibility for assigning, scheduling, coordinating, organizing, and directing work activities.
D Regular Lead D Project Lead
Employee Name Class/Job Title
0 Direct Supervision -In addition to fun ctional and technical supervision, you are responsible for the administration
of line personnel functions including employee selection, discipline, grievances, and formal performance
evaluations.
Employee Name Class/Job Title
C. If you checked either of the above, please indicate the nature of group supervised and the number supervised.
Full-time Part-time Seasonalffemp Volunteer
D . Please clarify your responsibility for the following supervisory responsibilities and decisions . Check the appropriate
description that relates to each applicable function you perform in your position.
Function
Hi ri ng
Termination
Promotion
Performa nce A ppraisal
Empl oyee Disci pline
Emp loyee Counseling
Setti ng Goals an d Obj ectives
Rev isin g Procedures
Changing Poli cy
Training
@2011 Ralph Andersen & Associates
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RESPONSIBILITY
Responsible for Make Formal
Function Recommendations Provide Input N/A
7
X-CONTACTS
A. With what individuals inside your organization do you have regular and frequent job related contact other than your
supervisor and those you supervise? Check the type of contact, indicate the purpose(s) of the contact (a, b, c, d, e, f, g) using
the codes noted below, and the relative frequency (D, W, M, Q, S, Y). You may indicate more than one "purpose of contact"
as appropriate.
D
D
D
D
D
D
D
D
D
D
Purpose of Contact Code
Provide information a
Collect information b
Coordinate projects, activities, etc. c
Solve problems d
Type of Internal Contact
ClericaVmaintenance staff, other departments
ProfessionaVtechnical staff, same department
Professional/technical staff, other departments
Managers, other departments
Council(s) (Type: _)
Board(s) (Type: ___)
Commission(s) (Type: _)
Committee(s) (Type: _)
(Specify)
(Specify)
Purpose of Contact Code
Negotiate solutions within policy guidelines e
Negotiate solutions involving policy changes f
Other -specify below g
Purpose of Contact Relative Frequency
B. With what individuals outside your organization do you have regular and frequent contact required by the major
responsibilities of your job? Check the type of contact, indicate the purpose(s) of the contact (a, b, c, d, e, f, g) using the codes
noted above, and the relative frequency (D, W, M, Q, S, Y). You may indicate more than one "purpose of contact" as
appropriate.
Type of External Contact
D General Public
D Contractors, engineers and/or developers
D Vendors
0 Public Agencies
D Consultants
0 Committee(s) (Type: _)
0 (Specify)
D (Specify)
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Purpose of Contact Relative Frequency
8
XI-ENVIRONMENTAL FACTORS
Please identify the environmental factors that you are exposed to in the course of your job and indicate the relative frequency
code (see below) for each of the applicable conditions. Also, indicate from Section III the number(s) of the Duties (i.e., #3, #6) that
are related to these working conditions. Please leave line blank if environmental factor is not applicable.
Frequency Codes:
I "' Infrequent (less than 10%)
S =Seldom, Minimal (10%-25%)
Condition
Relative Frequency
I s M
Outside environment; travel from site to site
Inside environment
Heat
Cold
Dampness or Chilling
D_ry atmosphere condition
Working in confined spaces
Working closely
Work alone
Irregular work hours
Working with machinery
Working with or in water
Working below ground
Work on ladders/scaffolds
Vibration
Noise
Slippel)'/uneven surfaces
Moving objects/vehicles
Grease and Oils
Radiant energy
Electrical energy
Explosives
Silica, asbestos, etc.
Dust (specify):
Toxic Chemicals Qist):
Fumes, smoke, gases (list):
Solvents (list):
Exposure to poisonous animals/insects
Stress, emergency (specify):
Other factors not listed:
Check the box that best describes your overall environmental working conditions:
0 General-Standard office/indoor setting.
M = Moderate, Average (25% • 50%)
A = Almost Always (more than 50%)
A
Duties
0 Variable-Moderate exposure to conditions that may be unpleasant such as inclement weather, machine noise, or strong
odors; occas ional exposure to risks controlled by safety precautions.
0 Hazardous • Infrequent or moderate exposure to risks or discomforts that are partially controlled by special safety
precautions, e.g., working around machines with moving parts, with contagious diseases or irritant chemicals.
0 Significant Risk -Continuous high risks with exposure to potentially dangerous situations requiring a range of safety or
other precautions , e.g., working at great heights, under extreme conditions, subject to possible physical attack, working
around high voltage.
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XII-PHYSICAL FACTORS
Please identify each appropriate physical activity required in the performance of your job and indicate the relative frequency code
(see below) for each activity. Also indicate from Section III the number(s) of the Duties (i.e., #3, #6) that are related to these
physical factors. Please leave line blank if physical activity is not applicable.
I = Infrequent (less than 1 0%)
Frequency Codes:
S = Seldom, Minimal (I 0% -25%)
M =Moderate, Average (25%-50%)
A= Almost Always (more than 50%)
Condition
Relative Frequency
Duties
I s M A
Heavy lifting, 45 lbs. & over
Moderate lifting, 15-45 lbs.
Light lifting, under 15 lbs.
Heavy carrying, 45 lbs. & over
Moderate carrying, 15-45 lbs.
Light carrying, under 15 lbs.
Pulling
Pushing
Reaching
Use offmgers
Both hands required
Walking
Standing
Sitting
Crawling
Kneeling
Repeated bending
Climbing
Operating of motorized equipment
Ability to discharge frrearms
Speech
Visual requirements
*Near vision, i.e., 20 inches or less
* Mid-range, i.e., more than 20 inches and less than 20 feet.
* Distance, i.e., 20 feet or more
* Color, i.e., ability to identify and distinguish colors
* Depth Perception
Repetitive motions
Hearing requirements
Special factors not listed:
Check the box that best describes the overall amount of physical effort typically required by your job:
D Standard-Normally seated, standing or walking at will; normal physical ability to do some bending and light carrying.
D Restricted/Mobile -Confined to immediate work area; can only leave work station during assigned breaks.
D Exertive -Extensive walking, recurring bending, crouching, stooping, stretching, reaching or similar activities; recurring
lifting of light or moderately heavy items.
D Strenuous -Considerable and rapid physical exertion or demands on the body such as frequent climbing of tall ladders,
continuous lifting of heavy objects, crouching or crawling in restricted areas; exertion requires highly intense muscular action
leading to substantial muscular exhaustion.
@2011 Ralpll Andersen & Associates
All Rights Reserved 10
XIII-MISCELLANEOUS COMMENTS
Please provide any Miscellaneous Comments that may help clarify the duties and responsibilities of your position. Please include
any specific issues associated with your job duties that you do not feel were adequately captured on this form.
XIV-ORGANIZATION CHART
Please attach an organization chart(s) for your work unit or division.
Please sign and date the completed questionnaire, make a copy for your files, and forward to your immediate supervisor.
Employee Signature:
Type or Print Name:
@2011 Ralph Andersen & Associates
All Riglrts Reserved
Date:
11
(This page is available as a separate online template)
IMMEDIATE SUPERVISOR REVIEW
Did the employee describe the duties and responsibilities of the position accurately and fully? Are there duties missing? Are there
any duties listed that are not requirements of this position? Please comment. Do not make comments regarding employee
performance.
Signature: Date: ------
Type or Print Name:
Classification Title:
MANAGEMENT REVIEW
Do the preceding descriptions and comments by the employee and immediate supervisor(s) describe the position accurately and
fully? Please comment.
Signature:
Type or Print Name:
Classification Title:
@2011 Ralph Andersen & Associates
All Rights Reserved
Date: ------
12
( ~ Ralph Andersen . 1-t &Associates
JOB ANALYSIS QUESTIONNAIRE
DUE DATES
INTERVIEW REQUEST
Would you like to be interviewed regarding your classification?
Return to Supervisor:-----------Yes 0 No 0 If yes, Individual Interview 0 Group Interview 0
Return to Human Resources:--------
If yes , indicate reason:
Title Change D
Salary Issue 0
OtherO
I-IDENTIFYING INFORMATION
A. Name
(Last) (First) (Middle Initial)
B. Department -----------------Division
C. Current Classification Title
D. Length ofTime in Current Position
(Years)
E. Previous Title with Organization
Length ofTime (Years/Months)
F. Total Length of Time with Organization
(Years)
G. Assigned Hours/Week from ----.,....----
H. Assigned Days/Week from -------
I. Work Address Telephone Number
J. Name oflmmediate Supervisor Telephone Number
K. Classification of Immediate Supervisor
II-CURRENT CLASS SPECIFICATION REVIEW
(Months)
(Months)
to
to
This questionnaire is to be used in conjunction with a copy of your current class specification Gob description). Please review each
section of the class specification to see if any information needs to be added, modified, or deleted, and attach to this questionnaire.
You may either write directly on the class specification or complete the following sub-sections of this questionnaire.
@201 1 Ralplt Andersen & Associates
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II A -IMPORT ANT AND ESSENTIAL DUTIES
Please list any significant functions/responsibilities/duties performed by your position that are not reflected in your class
specification. Please keep in mind that the intent of a class specification is not to describe all duties performed by all
incumbents; rather this section serves to illustrate the types and level of work performed. An incumbent may not perform all of
the listed duties and/or may be required to perform additional or different duties from those set forth in the class specification to
address business needs and changing business practices.
1.
2.
3.
4.
5.
6.
7.
II B-JOB RELATED QUALIFICATIONS-
KNOWLEDGE OF AND ABILITY TO STATE:MENTS
Please list any "Knowledge or• or "Ability to" statements that you believe should be added to your current class specification.
Please list only that knowledge or those abilities that are: 1) necessary for successful performance; 2) cannot be learned in a
brief training or orientation session (l week or less); and 3) are required by the job, not ones you have acquired on the job.
1.
2.
3.
4.
5.
6.
7.
@2011 Ralplr Andersen & Associates
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DC-JOB RELATED QUALIFICATIONS-
EDUCATIONffRAINING AND EXPERIENCE GUIDELINES
Please use the space provided below to describe any changes you believe need to be made to the Educationffraining and
Experience Guidelines section of your class specification. Also provide your rationale for this change. Please note that the
intent of this section is to describe the minimum level of education/training and experience necessary to satisfactorily perform
your job (not necessarily your background).
Change Educationffraining to:
Rationale:
Change Experience to:
Rationale:
II D-JOB RELATED QUALIFICATIONS-
LICENSES OR CERTIFICATES
If not already included in your current class specification, please list any licenses, registrations, or certificates required for
your position and the agency responsible for issuing it. Also describe any modifications that should to be made to the existing
information (e.g., changing the name of the issuing agency.)
License, Certificate, Registration Issuing Agency
III-EQUIPMENT OPERATING REQUIREMENTS
List equipment or machines you use in the regular course of your assigned duties that require training and skill to operate
proficiently. For each item, please assign a frequency code (D (Daily), W (Weekly), M (Monthly), Q (Quarterly), S (Semi-
Annually), Y (Yearly)] and estimate the total amount oftime spent operating that piece of machinery/equipment.
MACHINE/EQUIPMENT
1.
2.
3.
4.
5.
6.
7.
@20 11 Ra/plt Andersen & Associates
All Rights Reserved 3
REQUIRED DOCUMENTATION
Relative Total Percent of
Frequency Time Spent
IV-ENVIRONMENTAL FACTORS
Please identify the working conditions that you are exposed to in the course of your job and indicate the relative frequency
code (see below) for each of the applicable conditions.
Frequency Codes:
I = Infrequent (less than 100/o) M =Moderate, Average (25%-50%)
S =Seldom, Minimal {10%-25%) A= Almost Always (more than 50%)
Relative Frequency
Condition I s M A
Outside environment; travel from site to site
Inside environment
Heat
Cold
Dampness or Chilling
Dry atmosphere condition
Working in confined spaces
Workif!g_ closely~
Work alone
Irregular work hours
Working with machinery
Working with or in water
Working below ground
Work on ladders/scaffolds
Vibration
Noise
Slippery/uneven surfaces
Moving objects/vehicles
Grease and Oils
Radiant energy
Electrical energy
Explosives
Silica, asbestos, etc.
Dust (specify):
Toxic Chemicals (list):
Fumes, smoke, gases (list):
Solvents (list):
Ex]>9sure to_poisonous animals/insects
Stress, emergency (specify):
Other factors not listed:
Check the box that best describes your overall environmental working conditions:
D General-Standard office/indoor setting.
D Variable-Moderate exposure to conditions that may be unpleasant such as inclement weather, machine noise, or strong
odors; occasional exposure to risks controlled by safety precautions.
D Hazardous -Infrequent or moderate exposure to risks or discomforts that are partially controlled by special safety
precautions, e.g., working around machines with moving parts, with contagious diseases or irritant chemicals.
D Significant Risk -Continuous high risks with exposure to potentially dangerous situations requiring a range of safety or
other precautions, e.g., working at great heights, under extreme conditions, subject to possible physical attack, working
around high voltage.
@2011 Ralph Andersen & Associates
All Rigltts Reserved 4
V-PHYSICAL FACTORS
Please identify each appropriate physical activity required in the performance of your job and indicate the relative frequency code
{see below) for each activity.
Frequency Codes:
I= Infrequent (less than 10%) M =Moderate, Average (25% ~50%)
S =Seldom, Minimal (100/o ~ 25%) A= Almost Always (more than 50%)
Relative Frequency
Condition I s M A
Heavy lifting, 45 lbs. & over
Moderate lifting, 15~45 lbs.
Light lifting, under 15 lbs.
Heavy carrying, 45 lbs. & over
Moderate carrying, 15-45 lbs.
Light carrying, under 15 lbs.
Pulling
Pushing
Reaching
Use of fingers
Both hands required
Walking
Standing
Sitting
Crawling
Kneeling
Repeated bending
Climbing
Operating of motorized equipment
Ability to discharge firearms
Speech
Visual requirements * Near vision, i.e., 20 inches or less * Mid~range, i.e., more than 20
inches and less than 20 feet. * Distance, i.e., 20 feet or more * Color, i.e., ability to identifY and
distinguish colors * Depth Perception
Repetitive motions
Hearing requirements
Special factors not listed:
Check the box that best describes the overall amount of physical effort typically required by your job:
0 Standard -Normally seated, standing or walking at will; normal physical ability to do some bending and light carrying.
0 Restricted/Mobile-Confined to immediate work area; can only leave work station during assigned breaks.
0 Exertive -Extensive walking, recurring bending, crouching, stooping, stretching, reaching or similar activities; recurring
lifting of light or moderately heavy items.
0 Strenuous -Considerable and rapid physical exertion or demands on the body such as frequent climbing of tall ladders,
continuous lifting of heavy objects, crouching or crawling in restricted areas; exertion requires highly intense muscular
action leading to substantial muscular exhaustion.
@2011 Ralplt Andersen & Associates
All Rig/Its Reserved 5
VI -SUPERVISION EXERCISED
A. Do you exercise supervision over any employees? DYes 0No
B. If yes, please check the definition that best describes the type of supervision you exercise and the names and
classification/job titles of the employees whom you supervise:
D Technical and Functional (Lead Worker)-You are responsible for prescribing procedures, methods, materials,
and formats used in recurring projects of particular area(s) of work including training other employees. In
addition, you are also responsible for recurring work projects or activities involving other employees to whom you
give direction and guidance including lead supervision for a project or set of work activities. You may also have
responsibility for assigning, scheduling, coordinating, organizing, and directing work activities. Typically, you are
(check the appropriate box):
0 Regular Lead D Project Lead
0 Direct Supervision -In addition to functional and technical supervision, you are responsible for the
administration of line personnel functions including employee selection, discipline, grievances, and formal
performance evaluations.
Employee Name Class/Job Title
VII-NUSCELLANEOUSCON.UdENTS
Please provide any Miscellaneous Comments that may help clarify the duties and responsibilities of your position. Please
include any specific issues associated with your job duties that you do not feel were adequately captured on this form.
Employee Signature:
Type or Print Name:
@2011 Ralplt Andersen & Associates
All Rigltts Reserved
Date:
6
IMMEDIATE SUPERVISOR REVIEW
Did the employee describe the duties and responsibilities of this position accurately and fully? Are there duties missing? Are
there any duties listed that are not requirements of this position? Please comment. Do not make comments regarding
employee performance.
Signature: Date: ---------------------------------------------------------------
Classification Title:
MANAGEMENT REVIEW
Do the preceding descriptions and comments by the employee and immediate supervisor(s) describe the position accurately
and fully? Please comment.
Signature: Date:
Classification Title: ---------------------------------------------------------------------------
@20 I I Ralplr Andersen & Associates
All Riglrts Reserved 7