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Position Audit or Review
A position audit or position review with an
employee and his/her supervisor is one tool used by personnel specialists to gather
first-hand information about a particular position. It is an interview designed to
highlight the key or major aspects of a position. Findings are compared to the current Office of Personnel Management (OPM) position classification
standard(s) and other organizational materials to ensure that the position description is
properly classified. Position audits may be accomplished telephonically or on-site.
An audit is normally conducted when significant changes are being proposed or have
occurred to a position, such as mission changes; downsizing; reorganizations;
technological advances; additional duties, elimination of obsolete programs, practices and
requirements, etc.; and when classifiers determine they need additional information to
classify the position. These and other changes can impact on the classification of the
position in terms of its title, pay plan, series, and grade. These classification elements
not only determine what salary the employee will be paid, but categorize the work
experience he/she will gain while occupying the position, and specifies the qualification requirements (knowledge, skills and abilities)
necessary when filling the position.
It is critical that supervisors promptly advise the Human Resource Office of position
and organizational changes and provide information pertaining to the change (e.g.,
position description, reorganization proposals, identifying the position(s) that will be
impacted, etc.).
An employee may initiate a request for a review of the
classification of his/her position. The classification refers to the title, pay plan,
series, and/or grade assigned to the position.
An employee should not request a review to resolve why certain duties and responsibilities
have been assigned. A supervisor should initially ensure that a clear understanding
exists regarding the duties and responsibilities assigned to the employee and that the
position description adequately reflects such information. If it does not exist, a new
position description should be initiated and approved.
If disagreement persists between the supervisor and employee as to the employee's
duties and how these are characterized in the position description, the employee may chose
to follow an applicable grievance process to resolve the dispute.
The request for a position review may result in an on-site audit of
the position to ensure the position description is adequate and the classification is
accurate.
A supervisor should be familiar enough with the classification standards and the basis
of the classification decisions applied to positions to be able to provide the initial
explanation to employees. If more detailed and technical information is required to
respond to an employee, the supervisor should consult with the servicing personnel office.
When informed of the audit results and the employee still disagrees with the
classification, the employee should contact his or her servicing personnel office
concerning classification appeal procedures.
RELATED TOPICS: Preparing Position Descriptions, Classification Appeals; Position Audit or Review.
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