Welcome Cynthia Johnson, Personnel Management and Classification Manager OFFICE OF STATE EXAMINER MELINDA B. LIVINGSTON, STATE EXAMINER
We Serve103 Jurisdictions - 8,391 employees statewide • 99 Fire Departments • 45 Police Departments • 128 Chiefs • 45 Mayors • 43 Fire Boards of Commissioners • 355 Civil Service Board Members
JOB ANALYSIS QUESTIONNAIRES
Why are Job Analyses needed? • To determine if a new or existing position should be in the classified service or the unclassified service. • To determine if the duties and responsibilities of a position have changed and a classification plan (job description) requires updating. • To determine if the duties and responsibilities of a classified position have changed so much that it is a position of a different class. • To develop an examination validated specifically for use in your jurisdiction.
Where do we go to get this information? • We need to know what duties you perform • We need to know how frequently you perform these duties • We need to know how important these duties are to your position We need your help!
Why is it important that you complete the questionnaire? • We use the information you provide on the questionnaire to ensure that the examinations which we develop and administer for your jurisdiction will be valid and job-related • We also use the information to ensure that we may offer your civil service board assistance in answering any personnel management or classification questions which may arise
Why is it important that you complete the questionnaire? • Our exams are designed to demonstrate that an individual has the minimum knowledge, skills, and abilities to begin a working test period based on the results of the job analysis
Why is it important that you complete the questionnaire? • If you are asked to complete a questionnaire your responses will not affect you on your next test but it will affect the individuals taking the examination • However, the next examination you take will be developed by our office based on responses we receive from the questionnaires completed by the incumbents in the upper class
Why is it important that you complete the questionnaire? • If we do not receive accurate information and we develop an exam based on the responses we receive, the exam will not do its job to assess who does and does not have the minimum knowledge, skills, and abilities to begin a working test period • This may affect the department and the quality of service if someone is selected who does not possess the necessary knowledge, skills, and abilities • If everyone puts forth his best individual effort when completing the questionnaires the next examination you take will be job-related
What does all this mean? We want an overall sample of your job
Suggestions for completing the questionnaire • Think about what duties you have been assigned • Carefully evaluate the information requested before deciding on your response • Take breaks when completing the questionnaire • You may wish to complete the questionnaire over a two day period and then on the third day review the questionnaire to make sure it is complete
Do you perform this task? • If you NEVER perform this task check the box under the “No Involvement” column and do not check any other boxes for that task • If you DO perform this task move to the next question (column) for this task
What is your level of involvement in this task? • Do you perform only • Do you perform and supervise • Do you only supervise • Do you assist superior officer Check only one(1) response
How frequently do you perform this task? • Less than once to a few times a year • Once a month • Once a week • Every shift Check only one(1) response
How important is this task? • Not Important • Less than Average • Average Importance • Critical Importance Check only one(1) response
What is the effect of error if you made a mistake? • Create Few or No Problems for the department • Create Some Problems for the department • Create Many Problems for the department Check only one(1) response
Would an employee have to know how to perform this duty from thefirst day on the job? • Yes, before being promoted to this class, an employee would need to know how to perform this task the first day on the job • No, an employee would learn how to perform this task on the job
Part II of the questionnaire • What are the five most important tasks you perform? • What are the five tasks you perform the most often? • Who do you supervise and what are their class titles? • Tell us your time allocation • Give us any other information you feel is important
Supervisor’s Statement • Completed by immediate supervisor of the employee completing the questionnaire • How much supervision does this employee need? • Does this employee supervise other employees? • What are the five most important tasks this employee performs? • Attach an organizational chart
Supervisor’s Statement • We ask that the chief complete the last page of the Supervisor’s Statement • List the qualification requirements the chief feels should be met before an applicant can take an examination • List any additional standards which he feels should be met by a probational employee
We are here to help you! Please call us if you have any questions when completing the questionnaire.