Q: When is it appropriate to update an employee's job description?

A: Employees should be provided with a job description that accurately reflects responsibilities. Therefore, when there are changes in the responsibilities, the job description should be updated and revised copy submitted to Human Resources. In addition, it is important that the employee's work plan be updated so that it reflects information comparable to the job description in regards to assigned duties and responsibilities.

Q. Who is responsible for writing the job description?

A. The supervisor is ultimately responsible for the accuracy of the information in the job description. However, an employee may provide input or a draft job description for the supervisor to review before submitting to Human Resources.

Q. Who should I contact for a copy of my job description?

A. Employees should contact their supervisors for a copy. If this information is not available, the supervisor may contact Human Resources for a copy of the last job description submitted to our office.

Q. What is the process for reclassifying a position?

A. The classification process begins when a supervisor recognizes that there have been changes to the duties and responsibilities of a position. These changes, and all other duties and responsibilities, should be documented in a job description. The supervisor may contact the Office of Human Resources for assistance or guidance in writing the job description. Classification analysts help the supervisors identify and document information on change(s) in the position that impact the level of variety, scope, and complexity of responsibilities. Once available funding sources for a potential salary increase have been identified, the supervisor submits an updated job description to Human Resources. The job description will be reviewed by the Office of Human Resources to determine the most appropriate classification title based on the duties and responsibilities of the position.

Q. Is it easier to have a vacant position classified than one with an employee in it?

A. In an effort to address organizational needs, management may redesign vacant and/or occupied positions. In the case of occupied positions, the classification is based on the level of duties and responsibilities currently being performed. Therefore, the current employee should be performing the higher level duties in order to support the reclassification. In the case of a vacant position, the review is based solely on projected duties. The Office of Human Resources is available for consultation to assist supervisors and employees in discussing how to best design positions to meet the needs of the organization.

Q. If I am assigned more work, shouldn't I receive more money?

A. If the position is assuming duties and responsibilities that add to the variety, complexity, and/or scope (see In-Range Salary Adjustment Program) of the position, the change(s) may result in a salary increase by one of two methods: reclassification or in-range salary adjustment based on job change .

Q. Why can't I be reclassified to receive a salary increase?

A. A reclassification to a higher salary grade is to recognize changes in duties and responsibilities which support a higher classification level. In our current system, salary increases are awarded annually by the legislature or through the in-range salary adjustment program (see How does the in-range salary adjustment policy work?).

Q. How does the in-range salary adjustment policy work?

A. In-range salary adjustments are awarded based on the criteria of job change, salary inequity, and/or labor market indications. In-range salary adjustments can be awarded for a maximum salary increase of 10 percent annually. The actual percentage of the increase depends on such factors as: salary equity considerations within the department; the employee's applicable education and experience; and the amount of available funds.

1. In-range salary adjustments, with regard to job change, are made on the basis of moderate or significant changes which include higher level duties or additional duties at the same level which increase the variety and scope or complexity of responsibilities assigned to the employee.

2. Salary equity adjustments are appropriate in order to establish equitable salary relationships among employees having similar education and/or work experience performing the same type and level of work in related work units.

3. The award of in-range salary adjustments may also be warranted in certain classifications due to the labor market conditions which:

• require specific and highly technical skills;
• offer a more competitive salary for specific skills; or
• indicate a critical labor market shortage for certain positions.

Q. What determines the difference between an in-range salary adjustment based on job change and a reclassification request?

A. Both begin with a request from a supervisor to review changes in a job. When the majority of the tasks are recognized at a higher level, the position is reclassified. If a reclassification is not supported, the request will be evaluated to determine if an in-range salary adjustment may be awarded to recognize the changes in the job.