Loading...
HomeMy WebLinkAboutPosition Classification QuestionnaireINSTRUCTIONS FOR COMPLETING THE POSITION CLASSIFICATION QUESTIONNAIRE PCW INSTRUCTIONS TO EMPLOYEES: Please answer this questionnaire as completely as possible. We realize that careful completion of this form may take you some time; however, complete and thoughtful answers will help us to write an accurate position description and properly classify your job. If an example or illustration will help explain a point, use the example or illustration. Answer the questions according to the actual requirements of your job. For the questions which do not apply to your job, write NA for Not Applicable. If there is not enough space available to complete your answer specifically and fully, please attach additional sheets of paper. Please note on the additional sheet what section of the questionnaire you are replying to. You must complete your questionnaire and submit it to your supervisor within five 5) working days. The questionnaire will then be reviewed by your immediate supervisor, division supervisor and the Department Director and sent to Human Resources within five (5) working days. SEC 1. )N I: ITEMS BASIC FUNCTION )UGH_ 14 ARE 1 COMPLETED BY THE EMPLOYE Explain what is the major reason or purpose of your job. Examples: a. I am an Eligibility Technician for the AHCCCS section of the Health Department. My main role is to assist in determining eligibility of an individual to utilize AC HS Health Services; b. I am a Road Maintenance Worker for the Road's Division of the Public Works Department. I am responsible for operating equipment which includes loader, bulldozer, rollers, mower and chain saw to maintain county roads and property. 2. REPRESENTATIVE DUTIES: Describe the major duties which are a part of your job. Start each duty statement with a verb, such as: type, clean, collect, supervise, prepare, or other similar action words. List your duties in order of importance with the approximate percentage of time spent performing each duty. The percentages should equal 100%. Use whole numbers such as 7%, 10%, 50%, etc. Do not list occasional duties which individually consume less than 5% of your time. Examples: • Answers telephone, relays information or transfers calls to appropriate individuals. • Composes routine correspondence. • Inspects construction work to insure compliance with approved plans and specifications. • Operates a three -ton truck on an assigned route. • Performs major overhauls on automotive equipment, including differentials, transmissions, and electrical systems. • Reviews completed work of subordinates to make certain that it is accurate and has been performed according to instructions. • Recommends to the department director salary increases and promotions based on my opinion of the abilities and work performance of employees in my group. 3. PERIODIC DUTIES (WEEKLY, MONTHLY, IRREGULAR): List those duties that are an important part of your job but are done on an occasional basis; such as, files quarterly taxes, prepares annual departmental budget.DWONOWEE 4. DECISION MAKING: Indicate the types of choices or decisions you make in the performance of your job without clearing them through your supervisor and any consequences of errors. For example: "I determine appropriate signing for curve of road. Errors in judgment could result in a possible accident and cost to County". 5. REVIEW OF WORK: Give examples of when your work is reviewed by your supervisor and why it is reviewed. For example, "I complete purchase orders after determining what items are required and verify monies are available in departmental budget. My supervisor reviews and approves purchase order prior to submittal vendor and/or Purchasing Division". H:\PERSONNEL\PCO2001.DOC Page 1 6. GUIDELINES: Indicate what resource materials, guidelines, instructions, or procedures are used to complete your assignments and indicate why they are used. For example: • Fair Labor Standards Handbook --To determine exempt vs. non-exempt status; • Merit Rules --To determine next level of disciplinary action; • Safety Checklist --To determine that equipment is safe to operate and to recognize maintenance problems. 7.-14. Self-explanatory THIS COMPLETES YOUR SECTION OF THE POSITION CLASSIFICATION QUESTIONNAIRE. PLEASE RETURN COMPLETED QUESTIONNAIRE TO YOUR IMMEDIATE SUPERVISOR. NOTE TO SUPERVISORS: Please be sure to assess the employee's questionnaire for accuracy and completeness. If a job directly under your charge is vacant or a new position, or if an employee is absent and cannot prepare their own PCQ in the time available, the questionnaire should be completed and signed by yourself, as the immediate supervisor. CTION II: ITEMS 15 THROUGH 19 ARE TO BE COMPLETED B (CONSIDER ONLY THE POSITION, NOT SUPERVISOR 1DUAL WHO NOW OCCUPIES IT' DO NOT MAKE ANY CHANGES TO THE INFORMATION ON THE QUESTIONNAIRE AS SUBMITTED BY EMPLOYEE. 15. Indicate at each section of the checklist whether or not the employee described the duties of the position accurately and fully. If an employee has minimized or overemphasized the scope and difficulty of their duties, you should write the specific additions or changes so that the information will be accurate. Please attach separate sheets if needed. 16.-19. Self-explanatory ECTION 111: APPROVAL BY DEPARTMENT DIRECTOR: Upon completion and sign -off of the questionnaire by the employee, the immediate supervisor and division manager, the department director should review the questionnaire, note any changes or comments and sign approval of the questionnaire. Return completed questionnaire to: Mohave County Human Resources Department 809 E. Beale Street, Suite 201 P.O. Box 7000 Kingman, Arizona 86402-7000 For assistance, call 753-0736, extension 4378 H:\PERSONNEL\PCQ2001.DOC Page 2 MOHAVE COUNTY �ITION CLASSIFI_CA UESTIONNAIRE SECTION 1- TO BE COMPLETED BY EMPLOYEE Please read the attached instructions prior to completing this questionnaire If additional space is required, please attach additional sheets. EMPLOYEE NAME: Gaby Peterman DEPARTMENT: Mohave County Parks Dept. ASSIGNED HOURS PER WEEK: 40.00 CLASSIFICATION TITLE: Davis Camp DIVISION: FROM 9:00 LOCATION AND WORK ADDRESS: 2251 Hwy. 68, Bullhead City, AZ 86429 NAME AND TITLE OF IMMEDIATE SUPERVISOR: LENGTH OF COUNTY SERVICE: 13 years Office Assistant -Option F AM /PM TO 17:00 LENGTH OF SERVICE IN CURRENT CLASSIFICATION: PREVIOUS CLASSIFICATION &LENGTH OF SERVICE (IF APPROPRIATE) 1. BASIC FUNCTION: What basic function does your position serve in your department? What is the major reason or purpose for your work? I manage the office in a busy RV park/recreational facilty. It is my responsibility to oversee the day to day operations in this office by making sure adequate staff is available to handle influx of guests and that guests needs are met to their satisfaction. I coordinate with maintenance staff to maintain cleanliness, integrety and safety of park facilities. I am also responsible for daily reconciliation of cash drawers, paying invoices and ensuring properly completed paperwork and correspondence gets routed to Admi. in a timley manner. H:\PERSONNEL\PCO2001.DOC Page 3 2. REPRESENTATIVE DUTIES: Describe in detail your major daily duties. Describe each duty in a separate numbered statement. Begin with those duties that you consider to be most important. In the column on the left side, indicate the approximate percent of the total time you spend performing each duty. Attach additional sheets if needed. NO. (#) PERCENT(%) OF TIME REPRESENTATIVE DUTIES 1 majority meet and greet public, collect entry fees, assign camping and RV sites, give information 2 majority issue receipts and park passes, enter guest info into computer 3 majority make individual and group reservations 4 majority receive and resolve complaints, both in the office and on site within park 5 majority answer phones and respond to e-mails 6 majority daily reconciling of cash drawers 7 daily make copies of invoices, receipts, etc. and route originals to Admin. 8 as needed write memos, letters and other documents, scan documents 9 daily receive and sort mail, both internal and public 10 as needed maintain office supply inventory and place orders 11 as needed coordinate with maint. staff to schedule housekeepers as necessary 12 as needed clean houses, conduct walk-thrus, deliver necessities and respond to minor maint. issues 13 as needed on call, respond to and assist guest after hours with late check-in and gate issues 14 as needed on call, first aid/first responder services 15 as needed ability to access resv. system from home & assist office volunteers from home on days off H:\PERSONNEL\PCO2001.DOC Page 4 3. PERIODIC DUTIES (WEEKLY, MONTHLY, IRREGULAR): NO. (#) PERCENT (%) OF TIME PERIODIC DUTIES 1 weekly prepare Income Data Sheets prepare deposits 2 3 times a week make office staf schedules 3 weekly prepare timesheets for all paid epmloyees, check for accuracy and obtain sugnatures 4 bi-weekly 5 as needed pay invoices 6 monthly prepare water diversion reports and route to appropriate agencies; electric meter readings monthly collect volunteer timesheets, tally and report hours to Admin. 4. DECISION MAKING: What kinds of choices or decisions are made without clearing them through your supervisor? What are the most important and/or difficult decisions you make in the performance of your job duties? What are the consequences of errors in the job? (How serious, cost, how long to correct?) I regularely make decisions regarding site assignements, payment plan options, late rent payments, rate adjustments and occasional refunds to ensure guest satisfaction and avoid conflict, while remaining within established guidelines/policy. Letting minor problems escalate can result in lost revenue for the park when guests refuse to return and/or negative reviews. 5. REVIEW OF WORK: When is work reviewed by the Supervisor and for what purpose is your work reviewed? Weekly Income Data Sheets are reviewed by park Superintendent for accuracy before being send to Admin. invoices, timesheets and other reports are also approved by Superintendent before routing to Admin./other offices. H:\PERSONNEL\PCQ2001.DOC Page 5 6. GUIDELINES: What resource materials, guidelines, instructions, and procedures are used to complete assignments and why are they used? The Parks dept. has clearly defined policies and rates in effect and approved by the BOS. Consistent adherance to these guidleines ensures fewer conflict or potential problems with guests. All reservations and site assigments are made through Sunrise Panorama, which helps prevent overbookings, duplicate site assigments and ensures proper rates are charged for services. Daily reports are available to ensure accurate accounting of fees collected. 7. EQUIPMENT USED: List any office or maintenance equipment, machinery or tools which are operated or used by you in your work. Give the general descriptive term for the equipment such as word processor, computer, forklift, lawnmower, truck, van, etc. Enter the approximate percent of time spent with each and the frequency of usage. D =DAILY W =WEEKLY I =IRREGULAR 8, EQUIPMENT/MACHINERY/TOOLS % OF TIME FREQUENCY a. Computer 99 D b Copy machine, printer D C. Scanner W d. Fax machine W e. Credit card terminal D f. Phone D g_ Stapler, calculator, hole punch, scissors, laminator D PHYSICAL DEMANDS: Describe the physical demands of your job by checking as many of the following as apply: F Typically sitting at a desk or table. ❑✓ Intermittently sitting, standing, stooping. ❑ Typically standing or walking. ❑ Typically bending, crouching or stooping. ❑ Occasional lifting of objects weighing less than 25 pounds. 0 Frequent lifting of objects weighing less than 25 pounds. ❑ Occasional lifting of objects weighing 25 to 50 pounds. ❑ Frequent lifting of objects weighing 25 to 50 pounds. ❑ Occasional usage of Video Display Terminals (VDT). ❑ Frequent usage of video Display Terminals (VDT). ❑ Climbing ladders. ❑ Use of tools or equipment requiring a high degree of dexterity. ❑ Other. (Specify H:\PERSONNEL\PCQ2001.DOC Page 6 9. WORK ENVIRONMENT: Describe the normal or usual conditions where your work is performed by checking as many of the following that apply: Work is performed in an office. Q Work is performed in a very noisy place. Q Work is performed in confined, secured areas. ❑ Work is sometimes performed in remote, isolated areas. ❑ Work exposes me to much dust, dirt, grease, etc. ❑ Work exposes me to machinery and its moving parts. ❑ Work exposes me to smoke, fumes, irritating chemicals or toxic conditions. ❑ Work is performed outdoors regardless of the weather and in extreme heat or cold. ❑ Work requires use of protective devices such as hard hats, gloves, masks, etc. ❑ Work requires operation of vibrating equipment (i.e., jack hammer, operation of medium to heavy equipment, i.e. scraper). 0 Work involves traveling at high speeds. ❑ Work involves being in high places. ❑ Working with high voltage equipment. 0 Work requires being on call 24 hours per day. Work requires the direct responsibility for the safety of others. ❑ Other (Specify) 10. SUPERVISION EXERCISED: Do you directly supervise anyone? �✓ _ Yes_ No If so, list name and title of employee(s). NAME TITLE ON 1 David Allen Office clerk 2. Jason Newlin Volunteer 3. David Everett Volunteer Carmen Daily Volunteer 4. 5. 11. CONTACTS: (A.) With whom do you work regularly or most frequently in the performance of your job? (Ex., Work crew, office staff, contractors, and/or vendors, other departments, other agencies, the public.) (B.) What is the importance or result of contacts with persons in other department, in private business, and/or in other public agencies? (C.) Are work contacts to exchange information, to make explanations, to persuade others, to resolve complaints, or for what other purpose? Office/maint. staff: to coordinate efforts, streamline workflow, give instructions/clarifications, help resolve problems, provide assistance Vendors: purchase products, pay invoices, resolve prolblems/billing errors Other departments/agencies: informational, address issues, seek cooperation H:\PERSONNEL\PCQ2001.DOC Page 7 1ZZ CLASSIFICATION OPINION: Does your current class title accurately describe your position? If not, what classification title do you believe better describes your position? NO OPINION ❑ YES ❑ NO ❑ Classification Title Should Be: Office Assistant Senior/Office Manager Why? The work I perform is at an advanced journey level. The Office Assistant classification is too generalized and does not accurately reflect my duties. Overall, my responsibilities and duties are more camparable to Office Assistant Senior in terms of responsibility and complexity. 13. UPDATING YOUR JOB DESCRIPTION: Attached you will find a copy of your current job description (if applicable). Please review the job description and do the following: A. Cross out any duties you no longer perform and any other aspects of the job description that no longer apply. B. Add to the job description any new duties you perform or any other new information. 14. ADDITIONAL INFORMATION: Describe any aspect of the position which you feel has not been adequately covered by the previous questions and which you feel is important in understanding the various duties. Attach additional sheets or examples of reports, work products, if necessary. - attention to detail, accuracy, patience -deadlines, time management - workload, ability to prioritize - analytical skills, problem solving - numerical/financial skills, bookkeeping, record keeping The above answers are complete and accurate to the best of my knowledge: Employee's Signature Date THIS ENDS THE SECTION FOR THE EMPLOYEE TO COMPLETE. PLEASE FORWARD COMPLETED QUESTIONNAIRE TO IMMEDIATE SUPERVISOR. H:\PERSONNEL\PCQ2001.DOC Page 8 SECTION II - TO BE COMPLETED BY IMMEDIATE SUPERVISOR (CONSIDER ONLY THE POSITION, T THE INDIVIDUAL WHO A / OCCUPIE DO NOT MAKE ANY CHANGES TO THE EMPLOYEE=S QUESTIONNAIRE 15. Did the employee describe the duties of the position accurately and fully? If not, explain fully in the COMMENT SECTION. 1. 2. BASIC FUNCTION REPRESENTATIVE DUTIES AYES OYES NO Lummmi �NO ANO 8. 9. 10. PHYSICAL DEMANDS WORK ENVIRONMENT SUPERVISION EXERCISED AYES E]YES AYES ANO ANO ANO 3. PERIODIC DUTIES [AYES 4. DECISION MAKING FYES r7 NO 11. CONTACTS AYES EJNO 5. WORK REVIEWED AYES ANO 12. CLASSIFICATION OPINION E]YES E]NO 6, 7. GUIDELINES EQUIPMENT USED AYES AYES ANO ANO 13. 14. UPDATING JOB DESCRIPTION ADDITIONAL INFORMATION DYES AYES Rem [:]NO ANO 16 17. COMMENT SECTION Have you reviewed your comments with the employee? Briefly describe the most important duties and the essential nature of the work for this position: (Give the primary responsibility and importance of the job; for example, "This is a beginning level professional accounting job", or "This is a routine filing job", or "This is a skilled repair job, involving overhauls.") H:\PERSONNEL\PCO2001.DOC Page 9 18. Indicate the qualifications which you think should be required in filling a future vacancy in this position. Please be specific. Use the following guidelines for knowledge and skills: Knowledge -familiarity with something or possession of information or understanding in the mind. State specifically what the employee must know; Skill -the developed capability to perform tasks or actions effectively. A skill may be developed in a variety of manual, physical, intellectual or interpersonal activities. ADDITIONAL SPACE IF REQUIRED: H:\PERSONNEL\PCQ2001.DOC Page 10 ACCEPTABLE QUALIFICATIONS DESIRABLE QUALIFICATIONS EDUCATION: General High School diploma or equivalent MM EDUCATION: Special or training, coursework and/or experience in Professional bookkeeping/accounting EXPERIENCE: Length in years and 3 years clerical experience dealing with prior experience in travel/hospitality type kind (job specific, financial records environment supervisory, etc.) LICENSES, CERTIFICATES, OR First Aid/CPR Notary REGISTRATION: KNOWLEDGE: Standard office practices, etc. SKILLS: Attention to detail, high level of accuracy, arithmetic ABILITIES: Ability to analyze & resolve errors, discrepancies and customer service issues OTHER: ADDITIONAL SPACE IF REQUIRED: H:\PERSONNEL\PCQ2001.DOC Page 10 19. Draw an organizational chart of the unit, including names and job titles. Indicate with an asterisk (*) positions assigned the same duties as this position. (1) NEXT SENIOR SUPERVISOR (1) IMMEDIATE SUPERVISOR (1) THIS POSITION (2) PEERS, LIKE POSITIONS Shawn Blackburn, Director Joe Donovan, Superintendent Gaby Peterman, Office Assistant �berto Martinez, Crew Leader, mail IMMEDIATE SUPERVISOR'S SIGNATURE: DIVISION MANAGER'S SIGNATURE: 11. List incumbent name & position title; the name & title of immediate supervisor; and next senior supervisor. 12. Enter names and titles of other positions reporting to immediate supervisor (i.e., peers = comparable or like positions). 13. Enter the titles &names of subordinate(s)a In the small square on the right side of the rectangle, indicate the number of employees that report directly to each subordinate. (3) SUBORDINATE David Allen, Office Clerk Jason Newlin, Volunteer David Everett, Volunteer Carmen Daily, Volunteer DATE: DATE: have read and agree with the employee and/or manager, or I have made corrective comments in the appropriate section where necessary. COMMENTS: DEPARTMENT DIRECTOR'S SIGNATURE: H:\PERSONNEL\PCQ2001. DOC DATE: Page 11