Subject
POSITION MANAGEMENT
Section
HR
Part
Policy
Statement 13
Effective Date 3/21/01
Return
to Policies & Procedures
DEFINITION:
It is the policy of the University and the State
of North Carolina to deliver its programs of service and achieve its objective
through sound management practice. A
basic part of this practice is effective and economical position management.
Position management involves the design and control of individual
positions to achieve a proper balance of values among the following management
considerations:
1.
Number of positions;
2.
Total cost of services;
3.
Maximum attraction, retention, and motivation of competent personnel;
4.
Provision for maximum developmental opportunities;
5.
Effective use of work processes, equipment and techniques; and
6.
Clear delineation of duties and responsibilities.
Good
position management reflects the composite resolution of these often conflicting
values.
Supervisory
Responsibility:
Position
management is inherently the responsibility of managers and supervisors.
Staff assistance in this area is available to management from the
University Human Resources Office and the Office of State Personnel.
CLASSIFICATION
FACTORS AND SPECIFICATION SHEET
Determining
Level of Job:
In
determining the correct level of a position, the following classification
factors are studied:
1.
Variety and complexity of work;
2.
Analytical requirement (thinking necessary for solving problems);
3.
Responsibility for work decisions and their importance;
4.
Supervisory duties;
5.
Supervision received; and
6.
Nature and significance of public contacts;
7.
Working conditions;
8.
Knowledge, skills, and abilities.
Standard of
Measurement:
The
State Personnel Office prepares a specification sheet on each job
classification. This sheet includes
a brief description of work, examples of duties performed, and recruitment
standards for that particular class. The
University Human Resources Office uses the specification sheet as a guide in
determining the proper classification of a position.
POSITION CONTROL
SYSTEM
The
Human Resources Office adheres to a strict position control system guided by the
provisions of the state Personnel Act. Each
SPA (Subject to the Personnel Act) position at the University is assigned a
position number. All supervisors
need to know the position classification and position number of all persons
working under their supervision.
Necessary
Employee
Number:
In filling out necessary forms on employees, the
position number should be mentioned because it is the key number in all
transactions regarding personnel at the University.
MAINTAINING THE CLASSIFICATION PLAN
Involve
Everyone:
The
Office of State Personnel is generally responsible for establishing, revising
and maintaining the Classification Plan for the entire State government.
Agency heads may report the need for classification action; or the Office
of State Personnel may initiate studies of positions to determine that
classifications are current. While
central control of the Classification Plan is retained by the Office of State
Personnel, the maintenance of the plan at FSU is the responsibility of the Human
Resources Office with input from individual employees, immediate supervisors,
and administrators.
A
major responsibility for the classification plan rests with line management –
administrators and supervisors. They
are responsible for:
1.
Determining the duties and responsibilities of positions;
2.
Assigning individual employees to work and informing them of their
assignment;
3.
Informing employees of their working organization;
4.
Informing employees of the need for classification action to the Human
Resources Office.
These
are integral parts of their general responsibility for efficient and economical
management.
It
is up to the individual employee or supervisor to recognize when a position has
changed to the point that a reclassification for that position may be requested.
If, after the supervisor studies the position and determines the position
has changed, a detailed study of the position can be requested by the University
Human Resources Office.
To
conduct a position study, the Human Resources Office issues to the supervisor a
copy of the job description form (PD-102R-92) or (PD-OSS-93) to be prepared by
the employee or supervisor. The
employee/supervisor must complete the description, answering all questions on
the form and giving a detailed description of the duties being performed.
The
form is submitted to the Human Resources Office where an analyst studies the
description and in some cases conducts a desk audit.
Once a decision has been made by the Human Resources Office, necessary
forms are submitted to the Office of State Personnel for final approval.
The Human Resources Office notifies the supervisor and employee of State
Personnel’s decision when it is received.
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