Job Audit Manual Fourth Edition, February 2011
D.1 MERIT SYSTEM PRINCIPLES
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- D.2 M.S. 43A.07 – CLASSIFIED SERVICE
- D.3 M.S. 43A.08 – UNCLASSIFIED SERVICE
- D.4 ADMINISTRATIVE PROCEDURE 7 – Maintenance of the Classification Plan
D.1 MERIT SYSTEM PRINCIPLESCode of Federal Regulations (CFR), 5CFR900.603, applies to “State and local governments that are required to operate merit personnel systems as a condition of eligibility for Federal assistance or participation in an intergovernmental program…*a reasonable number of positions, however, may be exempted from merit personnel system coverage.” (*The State of Minnesota’s merit system applies to the hiring of unlimited classified employees.
“The quality of public service can be improved by the development of systems of personnel administration consistent with such merit principles as… Recruiting, selecting and advancing employees on the basis of their relative ability, knowledge and skills, including open consideration of qualified applicants for initial appointment. Providing equitable and adequate compensation. Training employees, as needed, to assure high quality performance. Retaining employees on the basis of adequacy of their performance, correcting inadequate performance and separating employees whose inadequate performance cannot be corrected. Assuring fair treatment of applicants and employees in all aspects of personnel administration without regard to political affiliation, race, color, national origin, gender, religious creed, age or disability, and with proper regard for their privacy and constitutional rights as citizens. This ‘fair treatment’ principle includes compliance with the Federal equal employment opportunity and nondiscrimination laws Assuring that employees are protected against coercion for partisan political purposes and are prohibited from using their official authority for the purpose of interfering with or affecting the result of an election or a nomination for office.” D.2 M.S. 43A.07 – CLASSIFIED SERVICE43A.07 CLASSIFIED SERVICE. Subdivision 1. Classification plan. The commissioner shall maintain, revise and administer a classification plan. Subd. 2. Job classes and titles. An appointing authority shall notify the commissioner when a new position is to be established in the classified service. The commissioner shall allocate the position to an appropriate class in the classification plan or if the position cannot be allocated to an existing class, establish a new class. The commissioner shall assign an appropriate salary rate or range to the class. If the class is in a bargaining unit under the provisions of section 179A.10, and there is an applicable provision in the collective bargaining agreement the commissioner shall establish the salary rate or range pursuant to the agreement. The commissioner may independently conduct classification studies or, upon request of a permanent employee, may investigate the duties of a classified position. If a request is denied, the employee must be given a written explanation. The commissioner shall investigate the duties of a classified position upon request of an appointing authority. The commissioner may reclassify the position, change the title of the position or establish a new class. The commissioner shall assign an appropriate salary rate or range to the class. If the class is in a collective bargaining unit under the provisions of section 179A.10, and there is an applicable provision in the collective bargaining agreement, the commissioner shall establish the salary rate or range pursuant to the agreement. Subd. 3. Protested allocation or reclassification. An appointing authority who is affected by a position allocation or reclassification or an employee who is affected by a position reclassification may protest the allocation or reclassification in writing to the commissioner. The commissioner shall review the allocation or reclassification and may change the allocation or reclassification decision. This procedure shall not be subject to contested case provisions of the administrative procedure act. Subd. 4. Effect of reclassification. Except as provided in section 43A.17, subdivision 5, the incumbent of a position which has been reclassified shall continue in the position only if the employee is eligible for and is appointed to the position of the new class in accordance with the provisions of this chapter and the rules, administrative procedures or a collective bargaining agreement entered into under sections 179A.01 to 179A.25 governing reallocation or change in allocation of positions, promotion, transfer, and demotion. If the incumbent is ineligible to continue in the position and is not transferred, promoted or demoted, the layoff provisions of this chapter and plans pursuant to section 43A.18 or a collective bargaining agreement entered into under sections 179A.01 to 179A.25 shall apply. Personnel changes required by the reclassification of positions shall be completed within a reasonable period of time, as prescribed by the commissioner, following the reclassification notice to an appointing authority. Any employee with permanent or probationary status whose position is reallocated shall be considered eligible to compete in any examination held to fill the reallocation position, as provided in the rules or administrative procedures. Subd. 5. Leaves to accept unclassified appointments. An employee who is granted a leave of absence from a position in the classified service to accept a position in the unclassified service shall retain an inactive classified service status. Upon request, during the unclassified appointment or within 60 days of the end of the unclassified appointment, the employee shall be reappointed in the agency from which the employee was granted the leave, to a classified position comparable to that held immediately prior to being appointed to the unclassified position. Subd. 6. Rights of incumbents of declassified positions. Except for just cause, an employee with permanent status shall not be removed from a position which is declassified for a period of one year following the declassification. An appointing authority may remove an incumbent of a declassified position after one year with 30 days prior notice. At any time after the declassification, and prior to the end of the 30-day notice period, if so requested, the employee shall be appointed within the same agency to a classified position comparable to the position that was declassified or, if a comparable position is unavailable, to a position in that agency comparable to that held immediately prior to being appointed to the declassified position. D.3 M.S. 43A.08 – UNCLASSIFIED SERVICE43A.08 UNCLASSIFIED SERVICE. Subdivision 1. Unclassified positions . Unclassified positions are held by employees who are: (1) chosen by election or appointed to fill an elective office; (2) heads of agencies required by law to be appointed by the governor or other elective officers, and the executive or administrative heads of departments, bureaus, divisions, and institutions specifically established by law in the unclassified service; (3) deputy and assistant agency heads and one confidential secretary in the agencies listed in subdivision 1a and in the Office of Strategic and Long-Range Planning; (4) the confidential secretary to each of the elective officers of this state and, for the secretary of state and state auditor, an additional deputy, clerk, or employee; (5) intermittent help employed by the commissioner of public safety to assist in the issuance of vehicle licenses; (6) employees in the offices of the governor and of the lieutenant governor and one confidential employee for the governor in the Office of the Adjutant General; (7) employees of the Washington, D.C., office of the state of Minnesota; (8) employees of the legislature and of legislative committees or commissions; provided that employees of the Legislative Audit Commission, except for the legislative auditor, the deputy legislative auditors, and their confidential secretaries, shall be employees in the classified service; (9) presidents, vice-presidents, deans, other managers and professionals in academic and academic support programs, administrative or service faculty, teachers, research assistants, and student employees eligible under terms of the federal Economic Opportunity Act work study program in the Perpich Center for Arts Education and the Minnesota State Colleges and Universities, but not the custodial, clerical, or maintenance employees, or any professional or managerial employee performing duties in connection with the business administration of these institutions; (10) officers and enlisted persons in the National Guard; (11) attorneys, legal assistants, and three confidential employees appointed by the attorney general or employed with the attorney general's authorization; (12) judges and all employees of the judicial branch, referees, receivers, jurors, and notaries public, except referees and adjusters employed by the Department of Labor and Industry; (13) members of the State Patrol; provided that selection and appointment of State Patrol troopers must be made in accordance with applicable laws governing the classified service; (14) examination monitors and intermittent training instructors employed by the Departments of Management and Budget and Commerce and by professional examining boards and intermittent staff employed by the technical colleges for the administration of practical skills tests and for the staging of instructional demonstrations; (15) student workers; (16) executive directors or executive secretaries appointed by and reporting to any policy-making board or commission established by statute; (17) employees unclassified pursuant to other statutory authority; (18) intermittent help employed by the commissioner of agriculture to perform duties relating to pesticides, fertilizer, and seed regulation; 19) the administrators and the deputy administrators at the State Academies for the Deaf and the Blind; and (20) chief executive officers in the Department of Human Services. Subd. 1a. Additional unclassified positions. Appointing authorities for the following agencies may designate additional unclassified positions according to this subdivision: the Departments of Administration; Agriculture; Commerce; Corrections; Education; Employment and Economic Development; Explore Minnesota Tourism; Management and Budget; Health; Human Rights; Labor and Industry; Natural Resources; Public Safety; Human Services; Revenue; Transportation; and Veterans Affairs; the Housing Finance and Pollution Control Agencies; the State Lottery; the state Board of Investment; the Office of Administrative Hearings; the Office of Environmental Assistance; the Offices of the Attorney General, Secretary of State, and State Auditor; the Minnesota State Colleges and Universities; the Higher Education Services Office; the Perpich Center for Arts Education; and the Minnesota Zoological Board. A position designated by an appointing authority according to this subdivision must meet the following standards and criteria: (1) the designation of the position would not be contrary to other law relating specifically to that agency; (2) the person occupying the position would report directly to the agency head or deputy agency head and would be designated as part of the agency head's management team; (3) the duties of the position would involve significant discretion and substantial involvement in the development, interpretation, and implementation of agency policy; (4) the duties of the position would not require primarily personnel, accounting, or other technical expertise where continuity in the position would be important; (5) there would be a need for the person occupying the position to be accountable to, loyal to, and compatible with, the governor and the agency head, the employing statutory board or commission, or the employing constitutional officer; (6) the position would be at the level of division or bureau director or assistant to the agency head; and (7) the commissioner has approved the designation as being consistent with the standards and criteria in this subdivision. D.4 ADMINISTRATIVE PROCEDURE 7 – Maintenance of the Classification PlanPAGE NO 1 OF 3 DEPARTMENT OF EMPLOYEE RELATIONS STATUTORY EFF. DATE 12-06-82 ADMINISTRATIVE PROCEDURE 7 REFERENCE 43A.07 REV. DATE _______
MAINTENANCE OF THE CLASSIFICATION PLAN Description and Scope - The Classification Plan is an official listing of classes established by DOER which are currently in the classified service. The Commissioner of DOER may establish, abolish, merge or change the title of classes and shall assign individual positions in the classified service to classes based upon the duties, responsibilities and qualifications required. Objective - To ensure that positions are classified in an objective manner so that other personnel and administrative functions are based upon accurate information about the positions. Definitions - Key Terms - "Class merger" means the combining of two or more classes into a single class under the title of one of the classes or under a new title. "Class title change" means a change in the official title of a class to more clearly identify a position or group of positions allocated to that class where the purpose, major functions and required qualifications remain essentially unchanged.
A. Appointing Authorities: Design individual positions. Report changes in organizational structure or job duties which might affect the classification of positions to the DOER Staffing Division. Recommend changes in classification to DOER when significant changes in duties and responsibilities have occurred. Maintain an individual position description for each employee that reflects the nature, purpose, duties and responsibilities of his/her position. Preparing position descriptions is prescribed in Administrative Procedure 20. Notify appropriate supervisor and incumbent of classification decisions. B. Department of Employee Relations: At the request of agencies, employees, or on its own initiative review positions to determine the proper classifications. ADMINISTRATIVE PROCEDURE 7 Page 2 of 3 Provide written notice of the final determination to the requesting party. Advise agencies on classification matters. Establish, modify, abolish or merge classes to meet changing needs. Provide classification and job evaluation training to agencies. Maintain official roster of classes. C. Employees: Inform their immediate supervisor, manager and/or personnel director when they think their duties or positions have significantly changed. Provisions - A. Requests from appointing authorities to DOER for initial allocation or reclassification of positions shall include: 1. A completed position description signed by the appropriate party/parties. 2. A current organization chart or description of the unit identifying the positions above, below, and the position to be studied. 3. For existing positions, a cover memo which states the changes in the position and how those changes occurred. 4. For non-managerial positions which provide supervision or lead work direction to employees, a completed "Supervisory Status Questionnaire." B. Employees may submit requests to have their positions evaluated directly to DOER. An employee may include the documentation listed in A 1 thru 4 above if the employee has such information available. If not, DOER will request the documentation from the agency. Eligibility for back pay upon reallocation does not begin until a properly documented request is received in DOER. C. The date of the request and subsequent date for eligibility for back pay is the date the properly documented request is received in DOER, or in the case of delegated authority, the date received in the personnel office of that agency. D. When classes are merged, incumbents are automatically placed into the new class with no probationary period, and incumbents maintain or continue classification seniority. E. When a class title is changed, the incumbents maintain classification seniority. ADMINISTRATIVE PROCEDURE 7 Page 3 of 3 Appeals - An appointing authority who is affected by a position allocation or reclassification or an employee who is affected by a position reclassification may appeal the decision to the commissioner. An appeal by the appointing authority must be submitted in writing within 30 calendar days of the date of receipt of the notice of allocation. An employee may appeal within 30 calendar days from the date the employee is notified of the decision by the appointing authority. To warrant reconsideration, an appeal must include material and exhibits relevant to the allocation of the position. Other Relevant Laws, Personnel Rules, Contracts and Administrative Procedures The following items have an impact on material contained in this procedure. Review of these items is essential for a total understanding of the subject. A. Administrative Procedure 8 - Designation of unclassified positions and establishment of salary rates and ranges for such positions. B. Administrative Procedure 20 - Job clarification/performance appraisal. C. Collective bargaining agreements. INDEX
A Abrupt Changes in Duties 68 Analysis 10 24 Audit Process: In Person/Field Audit 21 Audit Process: In Person/Meeting 21 Audit Process: Phone Requests 21 Audit Process: Preparation 21 Audit Process: Written Requests 21 B Back Pay: Date used in Calculation 28 C Clarification 9 21 Clarification Should Include 23 Classification Recommendations to DOER 25 Communicating the Determination 25 Consequence of Error 23 D
27 Desk Audit 21 Determination 14 24 Documentation 15 27 E Evaluation of Job Content 5 F Field Audit 21 G Guidelines Provided 23 I In Person/Field Audit 21 In Person/Meeting 21 J Job Audit 9 Job Audit Process 21 Job Audit:Job Audit Report 27 Job Classification System 6 Job Content 5 L Level of Work 13 Level of Work Allocation Factors 13 N
28 Notification 14 25
Phone Requests 21 Position Purpose 11 Preparation 21 Private Data 28 Properly Documented Audit Request 28 Public Information 27 R Retention 27 S Supervision Received 23 W Web Links: Writing Position Descriptions [https://extranet.mmb.state.mn.us/hr-labor/hr/pdf/Writing%20Position%20Descriptions.pdf] 23 Web Links:Hay Evaluation Method [http://www.mmb.state.mn.us/doc/comp/hay/hay-method.pdf] 14 Web Links:Position Description Template [http://www.mmb.state.mn.us/staff-hr] 28 Web Links:Writing Class Specificatons [https://extranet.mmb.state.mn.us/hr-labor/hr/pdf/WRTGSPEC.pdf] 15 Work Difficulty 23 Written Requests 21 29
A Accountability 43 H
43 Hay Evaluation 42 Hay Guide Chart – Profile Method™ 42 J Job Audit Request Memo 30 K Know-How 43 P Problem Solving 43 S Supervisory Status Questionnaire 33 W Web Links: Job Class Specifications [http://www.mmb.state.mn.us/staff-hr/class-specs] 30 Web Links:Job Audit Cover Sheet [http://www.mmb.state.mn.us/doc/hr/audit-job.pdf] 28 38
8 28 31 35 46 A Allocation Factors 9 13 61 B Back Pay: Eligibility 64 Bargaining Unit 56 Bargaining Unit Changes 64 Benchmark Position 56 C
64 Confidential Employee 57 D
57 E Exempt status 46 F FLSA Definitions:Artistic Professions 49 FLSA Definitions:Department or Subdivision 48 FLSA Definitions:Directly related to management policies or general business operations 49 FLSA Definitions:Discretionary Powers and Independent Judgement 48 FLSA Definitions:Exempt or Non-exempt work 48 FLSA Definitions:Independent establishment 49 FLSA Definitions:Learned Professions 49 FLSA Definitions:Managment 47 FLSA Definitions:Non-manual Work 49 FLSA Definitions:Primary Duty 47 FLSA Definitions:Sole Charge 49 FLSA Definitions:Two or more other employees 48 FLSA:Exempt status 46 FLSA:Exemption checklist 46 L
64 Limited appointment 58 R
58 S Selection/Retention Effects 62 Statutory Unclassified 58 Supervisor 59 T Temporary Classified Appointment 59 Temporary Unclassified Appointment 59 U
58 Unclassified Appointments:Temporary Unclassified 59 W
46 Web Links: MN Dept of Labor [www.doli.state.mn.us/laborlaw.asp] 46 Web Links: Salary Plans [http://www.mmb.state.mn.us/comp-salary-plans] 47 Web Links: US Dept of Labor [www.dol.gov/elaws/flsa.htm] 46 Web Links:Administrative Procedures [http://www.mmb.state.mn.us/admin-proc] 64 Written Protest 52 67
Academic 131
O Organizational Changes 68 68
Change in Allocation 62 68 68 A Allocation Factors: Leadwork 73 Attorney General 131 Audit Process: Bargaining Unit Changes 125 C Class Option 75 Class Option Action Form 75 Class Studies 69 Confidential secretary 131 Conversion 71 71 Craft, Maintenance and Laborer 82 D Decision Not to Reclassify a Position 111 Dept of Human Services 132 Deputy and assistant agency heads 131 Different Class Series than that Proposed 114 Discretion level 96 Distinction Between Levels of Classes in a Class Series 112 E
131 Exam monitors 132 Executive directors 132 Executive secretaries 132 Explanation of Class Distinctions 115 G Governor 131 Gradual Change in Job Duties 69 H
131 I Intermittent help 131 J JOB ANALYSIS QUESTIONNAIRE 93 Job Audit Determination Cheat Sheet 105 Job Classification 5 Judicial Branch 132 K
11 114
L Leadwork 73 79
131 Legislature 131 M
58 78 Merit System 67 130
Mis-Classification 69 Moves between Different Occupational Categories and between Different Career Clusters. 68 N National Guard 131 New Permanent Position Request 90 O
131 Office/Clerical 82 Option
75 115
P Position Description, Instructions for Completing 95 Professional 79 R Reallocation 62 69 Reclassification Resulting from a Study of Multiple Positions 69 Reclassify a Position to a Lower Class than the Class Requested 110 Recompare 58 71 Recomparison/Conversion 71 Request For A New Time-Limited Position 92 S
82 State Academies Deaf and the Blind 132 State Patrol 132 Student workers 132 Supervisory 78 T Technical/Paraprofessional 81 U Unclassified Conversion To Classified Service Request 91 Unclassified Positions 71 131
Unclassified Positions: Deputy and assistant agency heads 131
Unclassified Positions: Elective Office 131
Unclassified Positions: Heads of Agencies 131
Unclassified Positions:Academic 131
Unclassified Positions:Additional position criteria 132
Unclassified Positions:Attorney General's Office 131
Unclassified Positions:Confiential secretary 131
Unclassified Positions:Governor's Office employees 131
W Web Links:Class Option Action Form [http://www.mmb.state.mn.us/doc/hr/staff/staff-option.pdf] 75 Action Word Definitions 98 Position Description Checklist 97 Web Links: Data Practices Manual http://www.mmb.state.mn.us/doc/sema4/bull/1-18-11.pdf 28 1 Sources include: American Psychological Association (APA): The American Heritage® Dictionary of the English Language, Fourth Edition; Webster's Revised Unabridged Dictionary; and WordNet® 3.0. from the Dictionary.com website: http://dictionary.reference.com/browse/ Directory: mmb -> assets assets -> Kind of work professional work in the design and delivery of audio programming for the visually handicapped. Nature and purpose assets -> Kind of work operation of a car or light truck. Nature and purpose assets -> Kind of work technical repair and maintenance of automobile equipment. Nature and purpose assets -> Kind of work skilled automotive equipment repair and maintenance work. Nature and purpose assets -> Kind of work service and maintenance of automobile equipment. Nature and purpose Download 1.19 Mb. Share with your friends:
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