Classification Plan

Date Established: October 19, 2020
Date Last Updated: October 19, 2020

Purpose
The purpose of the Classification Plan is to organize positions within the City system such that all positions that are substantially similar with respect to duties, responsibilities and qualifications are included within the same class so that they can be treated equally with respect to recruitment, pay and benefits.

Policy Statement

Preparation, Amendment and Approval
Subject to the approval of the City Manager, the Human Resources Director shall be responsible for the development and maintenance of the Classification Plan including modifications, additions or deletions, and shall allocate every regular position to a class within the Classification Plan.

New Classifications – Appointment
Except as otherwise provided by statute or ordinance, no person shall be appointed or employed to fill a regular position within the City service under any proposed new class until the addition of the class to the Classification Plan has been approved as provided for by this Policy.

Classification and Reclassification Reviews
When it is desirable to evaluate the characteristics of a job classification to ensure it accurately and fairly represents the work conducted by the individual(s) currently performing it, or to prepare a job classification in advance of a position being filled, a department head may submit a preliminary request for a job evaluation to the City Manager. The preliminary request must include basic information regarding the proposed classification, an explanation as to why the changes are necessary, and estimates as to the budget impact of making the changes.

It is expected that changes in the duties and responsibilities of City positions will be planned and approved consistent with departmental program activities and budgets, whenever possible. Under no circumstances shall classification or reclassification be used to avoid statutory or procedural requirements involving transfers, promotions or demotions.

The City Manager must review the request and determine whether to proceed with an evaluation. If the City Manager decides to proceed with an evaluation, the department head shall prepare a detailed proposal with the language to be included in the job classification. That information shall be forwarded to the Human Resources Director for completion of a job evaluation.

Upon completion of the classification review, the Human Resources Director will submit the review findings, analysis and recommendation to the City Manager for final disposition.

Factors
The factors that will be used to evaluate each classification are described below. In deciding which level is most appropriate, consideration is given to what the class requires most of the time or under normal circumstances.
a. Knowledge. This factor measures the minimum formalized training or education which is required for entry into the position.
b. Experience. Based on the minimum knowledge required for the job, this factor identifies the degree of job-related experience required for entry into the position.
c. Organizational Control. This factor measures the supervisory requirements of the position.
d. Human Relations Skills. This factor measures the job requirements of personal interaction with others outside the chain of command. The interactions may include: other departments within the City government, the general public, other governmental organizations or officials, or private business. Additional consideration is given where the majority of the interactions occur with external individuals or groups who receive the services provided by the City.
e. Responsibility. This factor measures the accountability for results as well as the impact the job has on organizational, departmental, or unit objectives, the output of City services, or employee or citizen satisfaction.
f. Guidance Received. This factor measures the degree of supervision, review and/or direction the position receives. It refers to the amount of independence inherent in the job. Limitations on independence may include: supervisory control, the nature of the work, established procedures or legal constraints.
g. Complexity. This factor measures the job difficulty in terms of the application of the knowledge required by the job. It measures job requirements of creativity, ingenuity, judgement, initiative, analysis, reasoning and evaluating.
h. Working Conditions, Mental and/or Visual Demands. This factor measures two areas. First, it measures the surroundings or physical conditions under which the work must be performed and the duration of time that each is present. This would involve physical effort, environmental or hazardous conditions. Where working conditions vary with specified work assignments, the degree selected must represent the average of all the conditions encountered. Second, it assesses the degree of coordination and dexterity of mind, eye and hand, as applied to job requirements which induce mental fatigue and/or visual strain. This also measures duration of time that mental and/or visual application is required, and the required intensity of such application. It relates to the quantity and concentration of mental application, not to the degree of intelligence or mental development.

Weights
The weights applied to each factor in the Job Evaluation System are:

Classification Specification
1. Each class in the Classification Plan shall be described by a class specification which has been approved by the Human Resources Director. A class specification is a written document that describes the general purpose and the principal duties and responsibilities of employees in that class.

A class specification shall include a title, class code, general definition, essential and other job functions, equipment used, physical and environmental characteristics, the knowledge, skills and abilities required to successfully execute the duties of the class, the education and experience normally required to acquire the knowledge, skills and abilities, and any necessary special license or certificate required by the classification.

2. The class specification is a working document, to be reviewed periodically and changed as needed. It is not meant to be restrictive or all-inclusive, but rather to describe the major features of a class. The main purposes of the class specification are:

a. To serve as a means of communication between the supervisor and the employee to clarify the responsibilities and expectations of an employee in the class.
b. To serve as input to the evaluation of a class for purposes of establishing its internal value to the organization and, ultimately, its pay grade or pay range.
c. To serve as a benchmark in salary surveys.
d. To serve as a basis for the appraisal of the performance of the incumbent(s).
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e. To identify minimum qualifications; applied skill, knowledge, and ability; and physical working conditions.

Position Descriptions
Each department is encouraged, but not required, to develop and maintain descriptions outlining the duties of each position within their respective departments. Department heads shall work with Human Resources to establish position descriptions. The position description supplements the class specification and must be consistent with it. Completed position descriptions shall be filed with the Human Resources Department.

Contact Information
Human Resources Director
hr@cityofames.org
515-239-5199

City Manager’s Office
515-239-5101