HomeMy Public PortalAbout808.7 - Human Resources - Personnel Management - Classification PlanGeneral Administration Department
Human Resources Division Section 808.7
808.7 SUBJECT: CLASSIFICATION PLAN
:1 OBJECTIVE:
To provide a systematic method for the evaluation of positions, to outline procedures to
follow, in classifying/reclassifying City positions, and to furnish a list of classification
titles covered by this policy.
:2 AUTHORITY:
This procedure amended by City Council September 15, 2003.
:3 DIRECTION:
Human Resources Division Manager, as an appointed official, serves at the pleasure of
the Mayor, and receives direction through the General Administration Department
Director.
:4 METHOD OF OPERATION:
A. Definitions
The following words or phrases, for the purpose of this procedure, shall be defined
as:
1. Audit - A study conducted for the purpose of identifying/verifying the duties,
responsibilities and other requirements of a position.
2. Class - A group of positions that are similar enough in their required duties,
responsibilities, qualifications, and effort to warrant their classification under
the same job title and pay grade.
3. Class Specification - A general description of the most important features of a
class including the nature of work performed, task statements, and the
knowledge, skills, abilities, education, and experience required.
4. Classify - To evaluate a position and assign a class, title, and pay grade in the
City Classification Plan.
5. Position - A set of assigned duties and responsibilities. Similar positions are
incorporated into a class.
6. Position Questionnaire - A form completed by employees and their
supervisors which details the nature, duties, impact, relationships, supervisory
responsibility, working conditions, and qualifications required for a position.
7. Reclassify -Changing a title/position based on a position audit to determine
appropriateness of assigned title and pay grade, and make changes when
warranted.
B. Policy
The Classification Plan provides a foundation for internally equitable
compensation. The plan prescribes that positions be evaluated in a uniform and
equitable manner.
C. Description of Plan
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The City Classification Plan is a system used to analyze positions and determine
their proper grade and title. The classification/reclassification process consists of
evaluating the duties and responsibilities, as well as other critical job-related
factors of a position using the point factor job evaluation method and may be
supplemented by an on-site audit and salary survey if appropriate. Two groups are
covered by this plan. Within each group, positions are ranked in hierarchical order
based on their evaluation results and value to the City. The two groups are:
Exempt
Non-Exempt
These groups are defined as follows:
1. Exempt
a) Administrative Management - Personnel who customarily serve as second
in command to Office Heads/Directors or Division Managers or serve as
principal assistant to the CAO/DCAOs or a Department Director,
performing exempt administrative functions. They are responsible for
managing a major program, analyzing the assigned program objectives,
determining various work operations needed to achieve them, estimating
the financial and staff resources required, allocating the available funds
and staff among various work operations, and reporting periodically on the
achievements made, and the current status of program objectives.
b) Middle Management - Personnel whose primary duties consist of
responsible office or non-manual work directly related to management
policies or general operations. They are responsible for the
accomplishment of an assigned body of work which includes planning,
selecting, or devising the methods and procedures to be used by a group of
subordinates. They supervise the activities of these subordinates and
assure in some instances through subordinate supervisors, performance of
the required quantity and quality of work with effectiveness and
efficiency. They work under general supervision, and customarily and
regularly exercise discretion and independent judgment in making
important decisions. They spend at least 80% of their time performing
these functions.
c) Administrative - Personnel whose primary duties consist of responsible
office or non-manual work directly related to management policies or
general operations. They perform functionally diverse activities. Work is
governed by general instructions consisting primarily of objectives,
priorities, and deadlines and requires the analysis of broad problems, the
planning of interrelated activities, and involves gaining cooperation of and
persuading others outside the immediate department. They plan the details
of work and methods to attain objectives and make recommendations
based on designated standards accepted within occupational category and
City philosophy. They work under general supervision, assist an
administrative management or executive employee and customarily and
regularly exercise discretion and independent judgment in making
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Human Resources Division Section 808.7
important decisions. They spend at least 80% of their time performing
these functions.
d) Professional - Personnel whose primary duties consist of work requiring
knowledge of an advanced type in a specific field of science or learning,
customarily obtained by prolonged courses, specialized instructions and
study, or work which is creative and requires invention, imagination or
talent. They –spend at least 80% of their time performing these types of
functions. Examples of professions which meet the "prolonged courses in
specialized instruction and study" include - accounting- and engineering.
2. Non-Exempt
a) Supervisory - Personnel whose primary duties consist of ensuring the
accomplishment of assigned work by a group of employees. They are
responsible for assigning and distributing work, instructing employees,
ensuring that needed materials, supplies, and equipment are available or
obtained, maintaining the flow and quality of work in assigned unit,
reviewing completed work, evaluating employees, and making
recommendations concerning personnel actions.
b) Secretarial/Clerical - Personnel whose primary duties consist of sorting
and filing correspondence, records, and other data; taking and transcribing
shorthand notes; operating office machines; preparing payroll; performing
routine computing, calculating, and posting of numerical data to maintain
accounting records; eliciting and recording information; and/or receiving,
storing, issuing, and accounting for materials and goods.
c) Technical - Personnel whose duties require a combination of basic
scientific or technical knowledge and manual skill which can be obtained
through specialized post-secondary education or through equivalent on-
the-job training.
d) Paraprofessional - Personnel who perform some of the duties of a
professional in a supportive role, which usually requires less formal
training, proficiency, and/or experience normally required for professional
status.
e) Lead Worker - Personnel whose duties consist of leading a group of
workers in accomplishing the assigned work and also personally
performing non-supervisory work, often of the same kind and level as that
done by the group that is led.
f) Bargaining Unit (Non-Civil Service) - These positions are defined as:
Certified as belonging to a bargaining unit certified by the Public
Employees Relations Commission (PERC).
NOTE: Non-civil service positions covered by bargaining agreements may
be reviewed and evaluated by the Human Resources Division with
recommendations forwarded to the Labor Relations Section and the -
Management, Budget, and Accounting for approval.
D. Administration
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The Human Resources Division is responsible for the administration and
maintenance of the Classification Plan. Position reviews may be conducted at any
time the Human Resources Division determines that such reviews are necessary to
ensure the City maintains current Classification Plans. Classification specifications
are maintained by the Human Resources Division.
E. Types of Evaluation Requests
1. Classification of New Positions - Creation of new positions is normally
associated with increased workload, new programs/services and/or
organizational restructuring. A proposal to establish new positions is made
when a department determines that additional personnel, or a different set of
skills, are needed in order to maintain or improve the effectiveness and
efficiency of operations. Such proposals must be reviewed and approved by the
Chief Administrative Officer or General Administration Department Director
before submitting position evaluation requests to the Human Resources
Division.
2. Reclassifications - Reclassification of existing positions is justified based on
significant changes in the position's duties and responsibilities. These job
changes are normally the direct result of changes in department, office, bureau,
or program operations. A reclassification request may also be submitted if the
department considers the position's title and/or grade is inappropriate within
the structure of the department. The reclassification process will not be used in
lieu of a merit increase for an incumbent.
3. Reclassification requests must be submitted as part of the annual budget
planning process. The Human Resources Division will schedule job
evaluation studies once the need for review has been established. The Human
Resources Division Manager may authorize consideration of special requests
when deemed appropriate.
4. All reclassification requests will be processed in accordance with the City
Classification Plan. The Human Resources Division will submit
recommendations and costs of implementation to the Office of Management
and Budget for review and presentation to the Budget Review Committee or
for inclusion in the annual budget.
F. Processing of Position Evaluation Requests
1. The Position Evaluation Request form will be used to request evaluation of
new and existing positions. The form must be completed by the requesting
bureau/office for each position, signed by the Office Head/Division Manager
and Department Director and submitted to - - Management -, Budget and
Accounting.
2. The Human Resources Division and - Management -, Budget and Accounting
will assess the justification for reclassification and determine if re-evaluation is
warranted.
3. Once the need for further review has been established, a completed position
questionnaire must be forwarded to the Human Resources Division for review.
Other supporting documents may also be attached.
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4. The Human Resources Division will schedule audits (if applicable), evaluate
the position and submit recommendations to - Management -, Budget and
Accounting for review, management-funding recommendations, and
presentation to the Budget Review Committee.
5. The Human Resources Division will make the necessary adjustments to the
employee's salary, position control and any other pertinent documents. All
changes will be made effective the beginning of the first pay period following
final approval.
When a position is reclassified to a higher grade, the incumbent will receive a
promotional increase (see Section 808.5).
If a position is reclassified to a lower grade, the incumbent's salary will be
maintained if it is within the new salary range.
If an employee’s base salary exceeds the maximum of the assigned salary
range, a lump sum payment will be granted. Payment equals the hourly increase
above the maximum, multiplied by 2,080 hours for full time employees (1,040
for permanent part-time employees), paid in one lump sum. This payment will
be pensionable.
:5 FORMS:
Position Evaluation Request, Form 808.7.1; Position Questionnaire, Form 808.7.2.
:6 COMMITTEE RESPONSIBILITIES:
None.
:7 REFERENCE:
Procedure approved by City Council November 3, 1980, item 7; procedure renumbered
from 708.7 and amended by City Council August 13, 1984, Item 12A-10; amended by
City Council September 8, 1986, Item 28A-22; amended by City Council February 11,
1991, Item 2-7; amended by City Council June 21, 1993, Item 2 P; amended by City
Council October 21, 1996, Item 8YY; amended by City Council March 23, 1998, Item
3KKK. Amended by City Council June 3, 2002, Item B24; amended September 15,
2003; re-formatted only April 2004.
:8 EFFECTIVE DATE:
This procedure effective September 15, 2003.
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