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General Clerical/Technical/Behavioral Health Classification Study
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Notice of Classification Study

General Clerical/Technical/Behavioral Health Classification Study
Effective immediately, the DAS Human Resource Services Division is starting a statewide classification project to comply with the commitments bargained with the SEIU union in 2009. Even though the Department of Corrections (DOC) is not an SEIU agency, the project is state-wide and will impact classifications used in this agency. There are approximately 450 DOC general clerical/technical and behavioral health positions that this project will affect. In the coming days, Managers and individuals currently in the positions that are in this study will be notified. The DOC classifications included in this study are:
We are committed to communicating with all interested parties throughout this process. We have set up a designated email address (DOC.HRClassificationStudy@doc.state.or.us )

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Position Descriptions    

Templates for Position Descriptions

Word File DOC Employee Template
Word File DOC Mgmt & Exec Service Template
Position Description Instructions
Word File Position Description Instructions
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Helpful Links

State of Oregon Classification Specifications

HRSD Classification and Compensation Webpage 

DOC Careers
April 19, 2010
Frequently Asked Questions (FAQ's)
Number 1 - The General Clerical/Technical/Behavioral Health Classification Study

Q: What is happening with clerical and BHS positions?
A: The Department of Administrative Services (DAS) has announced the beginning of a classification study that affects some positions at DOC. The study will include some clerical or technical classifications and one classification in Behavioral Health Services (BHS).   Here are the classifications that will be included in the study:
Mental Health Specialist
Office Assistant 1
Office Assistant 2
Office Specialist 1
Office Specialist 2
Administrative Specialist 1
Administrative Specialist 2
Executive Support Specialist 1
Executive Support Specialist 2
Executive Assistant
Q: Why are we studying this group of positions? How was it identified?  
A:  During negotiations in 2009, the SEIU and the State agreed that several state-wide classification studies would be either initiated or completed in the current biennium. (See Article 80 in the SEIU labor agreement at this web site -http://oregon.gov/DAS/HR/docs/lr/0911SEIUMASTER.pdf.)  The parties agreed to study 21 clerical/technical classes and to complete the Behavioral Health Classification Study.   
Even though DOC is not an SEIU agency, the study is state-wide, affecting agencies where the above classifications are used. DOC has positions in some of these classes, so these will be affected and will be included in the study. 
Q: Who is going to lead the study for DOC?  
A: See Attachment A for the study team members.
Q: What steps are in a study?  
A: Job studies typically involve the following steps:
• Identification of the issues to be addressed and the job titles to target
• Collection and analysis of internal agency and state-wide classification data
• Identification and documentation of new work
• Preparation of written analyses and revised specifications
• Structuring of classification specifications into single specs or class series specs
Once DAS has written a set of new or revised class specifications, they will evaluate salary ranges using the state’s methodology. The study process will allow time for statewide management review of classifications and bargaining with the affected unions. Finally there will be an allocation of positions and an audit of the allocations.
Q: Are we looking at every DOC position in the above classifications?  
A: Yes.
Q: Are we looking at every BHS classification?
A: No, only the Mental Health Specialists will be reviewed at this time.  
Q: What group will be evaluated first? Are the classifications prioritized?  
A: The sequence hasn’t been determined yet.
Q: How many employees would be affected?  
A: There are about 450 DOC employees who are assigned to the study classes. The number may  increase if the study scope expands to include management employees with supervisory responsibilities over the study positions.  
Q: Will this study result in pay adjustments to clerical and BHS positions?  
A:  One objective of the study is to determine the appropriate salary range for each classification. DAS will use the Hay Method of job evaluation to determine the job’s value as compared to other state jobs.  Then they will gather external market information and use the collective bargaining process to determine the salary range for the classification. Individual pay adjustments, if warranted, will be implemented according to both state policy and the applicable union contract.
Q:  What is the first step in the study process?
A:  We will start by updating position descriptions for the affected positions.     
Q: What are the timeframe's?  
A:  Updated position descriptions are due on 6/7/10 at DAS.  The study is scheduled to be completed by April 1, 2011.  
Q: Will you keep us posted on the progress?  
A: A communication plan with details will be developed and posted along with communication pieces on the DOC Class and Compensation web site.
Q: Where can I get more information?  
A: You can contact any of the Study Group members by sending an email to: DOC.HRClassificationStudy@doc.state.or.us

DOC Careers
May 10, 2010
Asked and Answered

Q: Do we need to review all employees’ position descriptions (PD’s), even if the classification is not included in the study?

A: Managers only need to review the PD’s for the affected classifications which are …(list)……) However, it is a good practice to review all of your employees’ PD’s at the time of their annual performance evaluations or when any significant changes have occurred to impact the employees duties. (Examples: Law Changes, Labor Contract Language changes, etc…)
Q: Is using the phrase “Other duties as Assigned” a good practice?
A: Yes, it is recommended for all positions to have a 10% section called either “miscellaneous duties” or “other duties as assigned”. This is the section to put those duties that are done by the employee on an occasional or irregular basis (examples: LEDS checks, vacation coverage, etc.).
Q: Why do we have to include an organization chart?
A: When studying the essential functions of a position, it is helpful to see where the position is in an organization, and the positions that are lower, equal to and higher than the position under review. Often this will reveal issues with the organization structure or pay issues like compression (when a position supervises an employee in the same or higher salary range).
Q: Is there standard DOC language for Working Conditions?
A: No, there isn’t. However, the working conditions section can describe specific working conditions (including danger of injury and other risks that are out of the ordinary. Include how often such conditions are present. Many positions will need a more detailed analysis of physical and mental requirements to assure compliance with governing regulations. You may attach additional ‘Working Conditions’ information to the position description.
Q: Is the PEM series going to be included in this classification study?
A: We have not heard that the whole PEM series is included in this study, at least for now..
Q: What is the reason for the study?
A: This study came out of the collective bargaining process with SEIU. SEIU is not a bargaining unit within the Department of Corrections, but the classifications are statewide. If one union bargains a classification study of a classification used state-wide, the study will affect the DOC employees who are in those classifications.
Q: The handout cautions us to avoid “ambiguous” words in the position description. What if we use one of the “Ambiguous” words?
A: You can use the ambiguous words, but you will need to expand on your statement to make sure the reader is able to answer “How”. (Example: “Edits administrator’s letters” could be “Edits administrator’s letters by checking for spelling, punctuation and general grammatical errors”.)
Q: What if the employee refuses to sign the position description?
A: The employee does not have to sign. Management has the right to assign work to an employee and document assigned responsibilities in a position description. Just note on the page that the employee refused to sign.

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Core HR Class Study Team:

Maggie Wollaston

HR Operations Administrator
Lisa Snively
Recruitment & Background Investigations Manager
Kim Mitchell
Personnel Records Manager
Kati Zandol
Classification & Compensation
Mindy McCartt
HR Operations
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