Basics of Position Management. Health Dept Job. Keita Cannon SPHR, CPM Local Government Program Team Leader North Carolina Office of State Personnel http://www.osp.state.nc.us/ExternalHome/Group5/LocalGovmt/index.html. North Carolina Position Evaluation System.
Basics of Position Management
Health Dept Job
Keita Cannon SPHR, CPM
Local Government Program Team Leader
North Carolina Office of State Personnel
Health Department Management has primary responsibility for designing roles and structuring jobs to achieve organizational and/or programmatic goals
Local Government Program Team has primary responsibility of creating class specifications, classifying and leveling positions in order to ensure consistency, compliance and appropriate classification
Board of County Commissioners/County Manager have funding responsibility only (unless your County is substantially equivalent in classification and compensation)
Generic description of the duties and responsibilities
Used to determine occupational characteristics and distinguish levels of work among positions in a class series
Is not meant to be exhaustive
Class Specifications Position Descriptions
Variety – indicates the kinds of work performed; range of different duties; whether the duties call for similar or unrelated KSAs
Complexity – nature and intricacy of tasks; difficulty and originality in performing work; repetition; problems encountered; whether established procedures exists to handle issues; need to exercise independent judgment
Different degrees to rank Variety and Complexity
Like Limited variety recurring with little differentiation among types and nature of tasks and duties
Varied Recurring and non-recurring assignments relating to a common goal
Wide Range Larger number of widely varying assignments relating to common goals
Diverse Many broad and functionally diverse activities and assignments relating to goals
Which factor does the following duty represent:
Responsible for conducting new hire orientations, daily scheduling and completion of employee performance appraisals for the HD Clerical Unit
Intricacy of work processes and the range of thinking and judgment required; new approaches or deviations from standard work practices
Different degrees to rank Analytical Requirements
LimitedRelated work steps; minor variation in sources of data and types of minimal analysis in actions taken
Increased Detail Varying work processes; variations in data; some analysis in actions taken
Considerable DetailUnusual problems; unlike and changing data; considerable analysis required to understand data and determine best course of action
Extensive Broad, unsolved or novel problems, undefined data sources, ingenuity and research and analysis in deciding approaches, develop work concepts and policies weighing alternative solutions to complex problems
Which Analytical Requirement do you think more difficult:
Reviewing patient check-in sheet to determine type of lab test being requested and forwarding patient to appropriate clinic
Conduct and analyze lab test results in order to share with Physician or Nurse who will follow-up with patient
Please provide reasons for your answer
Types of recommendations or decisions affecting programs, methods, policies or people; delegated authority and binding commitments
Different degrees to rank Decision-Making/Consequence of Error
Minimal Time, financial material loss or inconvenience which temporarily bothers people within organization, no direct effect of public
LimitedHampers people or organizations; time, financial or material loss; affects organization and can affect public
ModerateImpact on environmental condition; public health, safety; substantial waste of manpower or money; immediate discomfort to public
SignificantContinual or significant effect on person or public health, major loss of time and money affecting immediate and future operations; injuries or fatalities
Do you see a different impact (consequence or error) in denying (decision-making) someone the use of sick leave versus the use of Family Medical Leave? What are some of the different impacts you can come up with?
Planned supervisory control exercised over employee(s)
Different degrees to rank Nature of Supervision Received
SpecificDetailed instructions on new assignments; supervision readily available
General General work objectives, results and target dates given on some assignments; unusual problems discussed; general review of key work while in progress
Limited Purpose and desired results shared, major projects jointly planned; daily work self-planned and performed with considerable independence
Minimal Total freedom in carrying out technical assignments; only problems having significant impact on agency policy discussed
Which of the ranking degrees applies to your current position? Please provide examples to support your ranking.
Leadership and coordination of the efforts of others; accountability for the performance of others
Different degrees to rank Nature of Supervision Given
Planning, Organizing and Directing
Setting Work Standards
Counseling and Disciplining
Other HR Functions (selection, promotion, etc)
Wally Wishiweresupervisor is part of the HD Clinical Unit. When Eileen Iamsupervisor is out of the office, she usually designates Wally as being “in-charge” as he has the most years of work experience in the Unit.
A position for HD Administrative Unit Supervisor has recently become available. The required training and experience listed indicates “must have at least one year of supervisory experience”. Wally figures he has been “in-charge” for at least a year counting Eileen’s absences.
Would you consider Wally’s “in-charge” for at least a year experience as meeting the supervisory experience requirement? Why or why not?
Type and range of interaction with others while accomplishing an objective
Different degrees to rank Nature and Purpose of Public Contact
Receive and ConveyGive fact related to work
Explain and InterpretInterpret and carry out policies or resolve operating problems
Direct and MotivateDirect and motivate persons or groups to obtain desired effect
Persuade and NegotiateObtain concurrence and cooperation of proposed courses of action by justification, defense and negotiation
To what degree would you rank:
The Front Desk Receptionist who is responsible for greeting patients when they first enter the building and then calling the appropriate party with whom the patient has an appointment?
The Coordinator of Health Services who is responsible for analysis of the health needs of a community, identifying the financial resources/agencies with whom to partner and crafting a study report to acquire the necessary finances and buy-in from identified partner agencies?
Risks, hazards and discomforts in surroundings; additional demands in carrying out safety regulations and techniques
Different degrees to rank Working Conditions
AgreeableGood working conditions
Mildly DisagreeableModerate exposure to disagreeable elements or one that is particularly disagreeable; continual exposure could result in permanent injury or disability
Considerably DisagreeableContinuous and intense exposure to several disagreeable elements; continual exposure may result in permanent disability or death
How would the working conditions of the Administrative Assistant to the Health Director who has a cushy office compare to that of a Public Health Jail Nurse who provides service for violent offenders or an Animal Control Officer who must clear traps and capture rabid animals daily?
What is needed for the full performance of work
Position Action Form (PD-118)
Position Description Form (PD-102R)
Local Government Resources Manual
Your OSP HR Consultant!
These State Minimum Recruitment Standards are set only by the Office of State Personnel by virtue of 25 NCAC 01I.1802 – Policy on Establishing Minimum Qualification Standards
*DO NOT ALTER THE REQUIRED TRAINING AND EXPERIENCE!!
If you would like to add more information for targeted candidates, needs to be offset from the required T&E – special preferences, desired qualifications; Public Health Superhero Attributes…
The most common deficiency in position descriptions is the lack of detail:
Bad (and unfortunately all too common) – Develops and implements policies
Good – Develops policies for the Animal Control Officers regarding interaction with owners of biting animals, proper protocol when dealing with rabid animals and traps, and canvassing County to determine if animals are not wearing required rabies vaccination tags.
Position descriptions should detail the work required of the position, not the particular attributes of a person:
Your Department has a vacancy for a Program Assistant V. Because the economy is so bad you get lucky and receive an application from Ned Needajob who, well, needs a job. Ned’s background in Public Health is quite diverse – started as a Program Consultant, moved up to Division Director, went to school and received his Masters in Public Health Admin but had to resign when his health started to become an issue. He is in good health now and has no desire to assume the stress he previously had and you hire him. Does that now mean he is the Health Director lite since his T&E qualifies him or is he a PA V because that is the vacancy and need of the organization?