5.3 Appeal – An appeal to the Director of State Civil Service in accordance with SCS Rule 5.3(b); after an allocation review is conducted by his designee, the Director's decision shall be final for a period of one year.
Affirm – A nature of action which indicates that the duties of a position continue to be encompassed by the existing job concept. Affirmation does not support reallocation to another job title.
Agency Appeal – An appeal initiated by the Appointing Authority or his designee.
Allocation – The determination of the job to which a position in the classified service can be assigned.
Allocation Criteria – A set of standards developed to assist in the correct allocation of positions within a job series; used to assist in interpreting job specifications to ensure correct allocation of positions.
Allocation Review – Performed to document details about the duties and responsibilities of a particular position, achieved by interviewing the incumbent, immediate supervisor, and occasionally others in related jobs.
Appointing Authority – The agency, department, board, or commission and the officers and employees thereof authorized by statute or by lawfully delegated authority to make appointments to positions in the State Service.
Business Reorganization – The “strategic effort of an Appointing Authority to structure or redesign the resources of an organizational unit to more efficiently achieve its’ mission.” Previously referred to as a non-budgetary layoff, business reorganization characteristics include: no reduction in workforce, non‐budgetary driven, and no extreme changes in affected employees’ duty assignments or pay ranges.
(Employees whose allocations are negatively affected as a result of Business Reorganization are downwardly reallocated to
the appropriate title. An employee’s rate of pay shall not be reduced as a result of a Business
Reorganization, and the employee will be placed on the Department Preferred Reemployment List for two years.)
Career Field – Any one of a job series or group of positions considered to have a close occupational relationship and categorized as such by the Department of State Civil Service. A career field shall include a job series, or series of jobs that were created to provide a natural progression.
Career Progression Group – A pre-defined list of titles, typically within a job series that may be used to hire and reallocate employees for recruiting, training and retention purposes. Initial placement and movement within the group is based on a combination of experience, duty assignments, competencies and performance.
Double Incumbency Due to Pending Separation or Retirement – A double incumbency caused by a probational or permanent appointment of an employee to position concurrently occupied by an incumbent who has provided his intent to separate or retire from an agency. In either case the employee’s written intent to separate from the agency shall be accepted and approved by an appointing authority prior to the double incumbency.
Duty – A set of related tasks that are performed for the same general purpose.
Job – A group of positions that involve major duties that are very similar.
Job Assessment – A formal process designed to a) define the title, function, level, examples of work and minimum qualifications required for a job and b) determine the relative value of a job compared to other jobs. These are two components of one process.
Job Code – A number assigned to each job title in the classified pay plan.
Job Correction – A change in the allocation of a position as a result of revisions to a job specification and/or the allocation criteria for a job specification. Generally, occupied positions are job corrected when an employee’s duties have experienced little change for a minimum of two years preceding the action. Job Correction allows a change in a position’s job code without the incumbent needing to meet the minimum qualifications or testing requirements.
Job Specification – A summary of the most important features of a job including the general nature of the work performed, specific task responsibilities, and employee characteristics (including skills) required to perform the job. A job specification focuses on the job itself and not any specific individual who might fill the job.
Levels of Work – Distinctions made between the level of duties assigned specific jobs. Levels of work are designated on job specifications to indicate the relativity of jobs in a series. Further, levels of work are used in determining mandatory supervisory training requirements. Listed below are definitions for each level.
- ENTRY
The first level of a job series. Includes basic or trainee responsibilities. Usually a limited number of duties are assigned and/or duties are performed under close supervision. Agencies may use this level as the first step in a career progression group or may choose to cap the allocation of positions with very basic duties at this level.
- EXPERIENCED
At this level, the full range of duties typically associated with a job is assigned and employees perform under general supervision. Many positions placed in a career progression group are capped at this level. The experienced level includes those levels previously titled "journeyman".
- ADVANCED
Advanced tasks and duties are assigned and performed independently with minimum of supervision. Some tasks may not require approval by management staff before decisions are implemented. Some series may have multiple levels reported as advanced.
- DUAL CAREER LADDER
This is a non-supervisory level that receives higher pay than traditional non-supervisory jobs. Jobs at this level require the performance of higher level, more complex duties and possession of advanced, specialized skills (see Civil Service Rule 5.9).
- PROGRAM MANAGER
Allocations at this level are usually found in a headquarters office and possess the authority to review and approve policies or decisions made by field staff. This level typically does NOT have direct supervisory authority; however, duties include responsibility for planning, implementing, and evaluating program goals and results. Typically includes financial accountability for program budget and expenditures.
- SUPERVISOR
Jobs with this level of work MUST directly supervise subordinates and includes several of the more tangible supervisory tasks such as signing and approving leave, signing PES documents, countersigning or verbally authorizing important decisions of their staff, serving on interview selection panels to fill vacancies, etc. In addition, subordinates should not be claimed by more than one supervisor. Unusual circumstances involving “shared supervision” should be discussed with and approved by the staff of the SCS Compensation division. Supervisors are
primarily responsible for production and quality control tasks rather than a high percentage of managerial level strategic planning, budget, and policy matters.
- MANAGER
Managers "manage" people. Work emphasizes policy development, setting objectives as well as planning, implementing, controlling, and evaluating functions and staff. Managerial levels focus on achieving results through other staff. These positions are typically second line supervisors.
- Managers make major recommendations and take actions, which have a direct and substantial affect on the agency and the programs
served by:
- determining program goals and shifts in resources and develops implementation plans of such goals.
- accounting to upper management concerning the allocation, efficiency and status of use of resources.
- coordinating program efforts with other internal work units and/or agencies. Advising higher-level officials of problems
involving their unit’s relationship to broader programs.
- delegating authority to subordinate supervisors and holding them accountable for the accomplishment of goals.
- The manager level should be used to indicate a span of control, complexity and responsibility greater than the first-line
supervisor.
- ADMINISTRATOR
Administrators spend a substantial percentage of time spent in long range planning, budgetary matters, responding to legislative inquiries and complaints, human resource issues, etc.
Administrators are among the highest classified levels in an organization. Typically, they report to an unclassified executive, deputy assistant secretary or undersecretary, elected official, or Commission. Often, administrators are directly over multiple sections and/or managers.
- EXECUTIVE
Jobs with this level of work MUST directly supervise subordinates and includes several of the more tangible supervisory tasks such as signing and approving leave, signing PES documents, countersigning or verbally authorizing important decisions of their staff, serving on interview selection panels to fill vacancies, etc. In addition, subordinates should not be claimed by more than one supervisor. Unusual circumstances involving “shared supervision” should be discussed with and approved by the staff of the SCS Compensation division. Supervisors are primarily responsible for production and quality control tasks rather than a high percentage of managerial level strategic planning, budget, and policy matters.
Official Job Title – Official title assigned to a position by the Department of State Civil Service located on Uniform Pay Plan.
Organizational ID – A numerical code that defines the department, agency and/or other subunit of where a position is located. The Org ID is tied to the State Financial System for budget purposes.
Position – A set of duties requiring the services of one employee.
Position Description – A document which describes the job related duties of a discrete position.
Reallocation - A change in the allocation of a position from one job to another wherein the duties of the position have undergone a change.
Uniform Pay Plan – A pay plan wherein the pay structure and administrative rules are uniformly applicable to all agencies for positions of the Classified Service.
Update – An allocation review by the agency or the employee when duties have or have not changed or a reallocation is being requested.
Updated 6/2017