Use the following table to determine approvals required when creating a new position, reclassifying a current position, or requesting a similar position change.  For assistance with this matrix, please contact Classification and Compensation Services at 715-1400.

* The Department of Human Resources or County Management may refer unusual or complex requests to the Personnel Review Committee (PRC) at any time; routine items will be coordinated through the Department of Human Resources, the Budget Analyst, and the designated County Manager.

** The County Manager reviews requests from direct reports and electeds; Deputy and Assistant County Managers review requests from respective direct reports and agencies. However, the County Manager makes final decisions.

*** Review by Legal is required only if the current incumbent would no longer meet the minimum qualifications of the position due to the position description change.

Top

The following procedure is used when updating a position description for the purpose of a position description update, reclassification upgrade, a reorganization, or when a new position is created.  For assistance with this procedure, please contact Classification and Compensation Services at 715-1400.

1. Update the Position Description Form. 
   • Position descriptions must be updated using the current form.  Please do not update a position description using the old Job Checklist Form (JCF). 
   • The Position Description Guide provides information and instructions to assist you in completing each section of the form, but do not hesitate to contact Classification and Compensation Services at 715-1400 if you need assistance.
   • If you need assistance in writing a position description, then you may also request a job audit be performed by Classification and Compensation Services.  A job audit is an external review of a position’s duties to reconcile and/or ensure the accuracy of the information reported in the Position Description Form and/or to document position duties. Job audits may be conducted when positions are updated or created, and they may also be conducted randomly.
2. By e-mail, submit the proposed new or updated Position Description Form, the proposed new organizational chart, and details regarding the requested change to HRD-Classification & Compensation.
3. Classification and Compensation Services reviews the information for completeness, resolves any issues/concerns to ensure the position description is clear and concise, grades the position description, makes the exempt status determination, and notifies the supervisor of the determination.
   • HR will strive to process complete requests within 5 working days; requests will be addressed on a first-come, first-served basis. Every attempt will be made to resolve requests that require PRC review and County Management approval (see the Contact - Recommendation - Approval Matrix in this procedure) within 15 business days of receipt of the request in HR.
4. If a reclassification upgrade is recommended by Classification and Compensation Services, following departmental review and approval by the department/agency director, HR submits a request for approval to reclassify upgrade the position to the designated County Leader, copying the supervisor and the Budget Analyst.
   • Prior to submitting the request to the designated County Leader, Classification and Compensation Services will work with the department to determine if a pay rate increase is required and/or will be provided with the reclassification.  Refer to the Classification and Compensation Administrative Procedures for guidelines regarding establishing pay rates and/or increasing pay rates at the time of a reclassification.
5. Upon receipt of the approval/denial by the designated County Leader, HR notifies the department/agency of the decision.
   • If approved, classification and pay rate changes are effective the first day of the first pay period following approval by the designated County Leader.
   • HR updates the position to the new grade/title in ASPIRE and notifies the department/agency when the change is made.
6. The supervisor notifies the affected employee(s) of the classification determination.
   • The supervisor provides the employee with a copy of the updated position description.  The employee and supervisor sign the position description.  The original signed copy is maintained in the department/agency personnel files.  The employee receives a copy of the signed document.  (If multiple employees share a position description, print a separate copy for each employee for signature.) 
   • HR maintains only electronic copies of position descriptions

Top

1. Whenever a position changes, the position should be documented using the Position Description Form and be re-evaluated to determine if a grade change or exempt status change is necessary.
2. If a department/agency has a reclassification committee, the committee may make a classification recommendation to Classification and Compensation Services
3. Requests requiring Personnel Review Committee (PRC) review and approval by the County Manager are sent to Classification and Compensation Services for processing. Classification and Compensation Services will contact the designated PRC Coordinator to request a PRC review date. A department/agency representative must attend the PRC review meeting. Documentation required in the Position Review Procedure is also required for requests to be reviewed by the PRC. The PRC may require additional documentation. Department/agency heads are responsible to ensure that PRC-required documentation is submitted to the PRC in a timely manner. For additional information about the PRC, refer to the Personnel Review Committee Guidelines.
4. The County Manager must approve all classification determinations for positions in the Department of Human Resources.
5. Position changes become effective the first day of the pay period following the date the classification determination is approved. Position changes may not be implemented retroactively without the approval of the Director of Human Resources or designee.