Policies and ProceduresSection 3: Classification and Position Management

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3.1 Job Classification Plan

The job classification plan provides for the assignment of all positions into job classifications based upon job-related factors, including assigned tasks, duties, and responsibilities, and the knowledge, skills, and other  qualifications necessary to successfully perform the assigned tasks, duties, and responsibilities.  The plan consists of class specifications (class specs), job descriptions, and processes for accurately and objectively determining the appropriate job classification of each position.

3.2 Amendment of the Job Classification Plan

The job classification plan may be amended by the Director of Human Resources or his designee.

3.3 Class Specifications

Class specifications are maintained by HR and are established in collaboration with the appropriate department personnel. The Director of Human Resources or his designee may amend the written class specifications as necessary to reflect changes in the nature or scope of duties and responsibilities or other requirements. Each class specification describes the essential nature and scope of the job classification, along with examples of duties and responsibilities assigned to a position in that job classification. Class specifications also include a statement of minimum qualifications and the knowledge, skills, and abilities required to perform the assigned duties, as well as certification, licensure, and other requirements for the job classification. The class specs are descriptive and do not restrict the duties or responsibilities that may be assigned to a specific position within the classification. Duties assigned to a specific position are determined by the department’s operational needs and should be established by the position’s supervisor in collaboration with the appropriate department management staff and the Department of Human Resources.

3.4 Job Descriptions

The County maintains an online job description specific to each authorized County position. The job description should be reviewed periodically by department personnel, including the position incumbent, the position supervisor, and the appropriate department management staff.  Job descriptions are essential to accurately detail and communicate the specific tasks, duties, and responsibilities expected of each position. Job descriptions also include detailed information on other aspects of the position, such as the work environment, physical requirements, other position specific requirements such as certifications/licenses, and any job-related testing requirements, such as hearing or tuberculosis testing.

3.5 Process for Determining Job Classification

Requests to change an authorized position’s job classification must be submitted in writing to the Director of Human Resources by the agency head or his designee. Along with the written request, the job description online needs to be updated to accurately reflect the position’s assigned tasks, duties, and responsibilities, as well as other requirements and position details. The Department of Human Resources will be responsible for conducting a job study and analysis to verify the position’s assigned tasks, duties, and responsibilities, as well as other requirements and position details, and for making the final determination of each position’s job classification. The job study and analysis process may include any of the following processes deemed appropriate and necessary to make an accurate determination: review of the job description; field study of the position; desk audit of the position; interviews with position incumbent or other department personnel with knowledge of the position’s assigned tasks, duties, and responsibilities, as well as other requirements and position details; comparison of the position’s assigned tasks, duties, and responsibilities, as well as other requirements and position details, to the current and other job classifications; and comparison to other positions performing comparable duties. The Department of Human Resources has final authority on the appropriate classification of all County positions. If a request to change the job classification (or grade) of a position is submitted, the request should not be shared with the affected employee prematurely to avoid an employee relations or morale problem in the event the request is altered or denied.

3.6 Titles

The official job title of the position, wherever a position or employee is designated in any payroll, budget estimate, or other official records or reports, shall be the classification identified in the position name. The official job title is assigned by the Director of Human Resources. Agency heads may assign or approve the use of informal or working titles for positions/employees as they deem appropriate and necessary to reflect a position’s duties or authority as it is commonly recognized or used within their operational activities with internal or external customers. An informal or working title may not be the same as an existing job classification if the position is not classified as such.

3.7 Personnel Complement and Authorized Positions

The personnel complement consists of all authorized positions. Authorized positions may be eligible for VRS retirement benefits and may have grievance rights. Each authorized position is assigned a unique position number and is included in one of four complement categories.

Complement County Funding Outside Funding Eligible for Grievance Procedure
I All None Yes
II Some Some Yes
III None All Yes
IV All funding sources No

The Director of Human Resources or his designee shall maintain the County’s official record, both current and historical, of all authorized positions contained in the personnel complement and established under the provisions of these Policies and Procedures. Agency heads shall also maintain a record of authorized positions for their respective agencies.

3.8 Establishment of Positions

When requesting a new position, the agency head shall submit a completed job description and request to the Department of Human Resources through the online system. No person shall be hired, promoted, demoted, transferred, or paid in any position until the position has been approved by the Department of Human Resources and the County Manager. New authorized positions funded in whole or in part by the County may be established only with the approval of the Board of Supervisors and may be reallocated and redistributed within and among departmental complements. New authorized position requests for positions with 100% non-County funding may be established with approval from the Director of Human Resources and the County Manager. These positions are complement III positions that will be abolished when non-County funding is no longer available. It is the department’s responsibility to notify HR when funding is no longer available.

3.9 Discontinuance of Positions

It is the responsibility of the agency head to notify the County Manager, through the Department of Human Resources or the budget process, whenever a position is no longer needed. The position shall be removed from the department’s authorized complement. At the discretion of the Director of Human Resources, in collaboration with the Budget Director and the County Manager, the authorized position may be reallocated within or abolished from the County’s authorized complement.

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