CLASSIFICATION&

POSITION MANAGEMENT:An Overview for Supervisors

Module 7National Guard

Technician Personnel Management Course

1

OVERVIEW

• Workforce Management

• Position Design

• Classification

• Position Descriptions (PD)

• Role of the State Classifier

• Common Issues for Supervisors

• Desk Audits

2

WORKFORCE MANAGEMENT

“The process of organizing and assigning work to and amongpositions, in order toaccomplish missionrequirements in the mosteconomical andefficient mannerpossible.”

3

POSITION MANAGEMENT...

WHO’S INVOLVED?

- Chief, NGB - NGB-J1-TNC

- OPRs - HROs

- Manpower - Managers/Supervisors

4

PROCESS...

POSITION DESIGN CONSIDERATIONS

• Efficiency

• Motivation

• Supervisor to Employee Ratio

5

CLASSIFICATION

“The process of determining theappropriate pay plan, series, and

grade of a position based on itsdesignated duties andresponsibilities, andconsistent withprevailing laws,standards, and guides.”

6

CLASSIFICATION...

Example of Technician Classification & Grading

Title Pay Plan Occupational Series Grade

Human Resource Specialist GS - 0201 - 11 Aircraft Mechanic WG - 8852 - 10

GS: General Schedule (administrative/managerial/professional; “white collar” jobs)

FWS = Federal Wage System (trades & skilled labor; “blue collar” jobs) WG = Wage Grade

WL = Wage Leader WS = Wage Supervisor

7

A POSITION DESCRIPTION (PD)...

• OPM Issues Classification and Job Grading Standards that are used to develop PDs

• PD Provides a basis for Performance Standards• PD Formalizes decisions on assignments,

responsibilities, authority, and required Knowledge/Skills/Abilities (KSA)

• PD Helps achieve:- Equal pay for equal work- Getting qualified people for the job- Human Resources Development- Career development

8

CLASSIFICATION...

MAJOR DUTIES ON A PD

• Should be listed in descending order of importance

• Should comprise 25% or more of a position’s duty time

• Should generally be regular and recurring

• PDs “reflect” rather than “prescribe” duties assigned by supervisors

9

CLASSIFICATION...

PD’S (Continued)

•“OTHER DUTIES AS ASSIGNED”• Statement allows flexibility to assign work,

but supervisors should exercise care to not assign duties that are inconsistent with employee’s position & qualifications

10

POSITION DESCRIPTION EXAMPLE

Note – Block 20 (Supervisory Certification)

• Supervisor has read the PD

• Supervisor is certifying it is the correct PD for the technician in the position

• Supervisor understands the duties to be performed by the Technician

ROLE OF THE STATE CLASSIFIER

• Provide Classification advice/assistance

• Review/process Exception PDs

• Conduct studies and desk audits

12

ABOUT DESK AUDITS

• A fact-finding visit to the job site• Supervisor or Employee may request if

questioning the title, series, or grade• Incumbent and supervisor are

interviewed• Vacant positions can be audited via

discussion with the supervisor• Group audits can be conducted when

several incumbents occupy Identical Additional (IA) positions

13

AUDITS ARE NEEDED DUE TO...

• Reorganization• Need for periodic review to ensure accuracy• Issue of new OPM Classification Standards • An employee’s request for reclassification• New technology/equipment affecting a job • Requirement levied for a special

Classification survey

14

COMMON ISSUES FOR SUPERVISORS

• Requests for Position Upgrades• Desire for more compensation does not justify a Desk Audit• Evaluate the Position not the Person; Are assigned duties

consistent with PD, or, being performed under another PD?

• Classification Review Authority PD Release• “CRA” Implements new PD’s• Don’t act on CRA’s or new PD’s until notified through HRO• Supervisor & Employee certification on OF-8

• Standard PDs are the norm• “Exception PD” or “Amended PD” may be required for unique

situations; contact State Classifier for Assistance

• Other Duties As Assigned• Use good judgment in assigning non-standard duties

15

Questions?State Classifier: Haydee Sullivan

haydee.e.sullivan.civ@mail.mil

DSN: 489-4730/Cml: 518-786-4730

Assistant Classifier: Lisa Ashley

lisa.a.ashley.civ@mail.mil

DSN: 489-4978/Cml: 518-786-497816