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Job Assessment Tool_VNPB Job Assessment Tool 'D Village of North Palm Beach, FL Name Phone/Extension Job Title Agency/Department Working Title Date E-mail Address User ID for online JAT The Job Assessment Tool is a document used to gather information from employees about their jobs. Specifically, you will be asked to give us feedback on your role, responsibilities, and duties in the organization. Your information is critical to our review and update of your job description. We will use the information you provide to revise your current job descriptions to reflect work performed, education and experience requirements, and other characteristics of yourjob that may not be accurately reflected in your current job description. Your information is not used to assess individual performance, adjust staffing levels in your organization, reduce current salaries, or eliminate positions. Please complete all sections to the best of your ability. By providing clear and complete information about your job, you can help the Evergreen Solutions team gain a thorough understanding of jobs in the organization. Evergreen Solutions,LLC 2852 Remington Green Circle,Suite 101 Tallahassee, Florida 32308 850.383.0111 850.383.1511 fax www.ConsultEvergreen.com 1 SECTION 1 JOB OVERVIEW Briefly provide an overview of your job, including a description of the purpose of your job and the type of work you do. This may be the same as the introduction to your current job description, but it does not need to be. Official Workweek in hours (please identify your official workweek, rather than actual hours worked) ❑ Less than 15 ❑ 15 - 20 21 - 30 31-37.5 ❑ 40 ❑ Greater than 40 Status (please choose one) ❑ Full time ❑ Less than full time Please indicate below the number of people you supervise directly and/or indirectly. Directly: Full-time Part-time (These include employees who report their work progress to you and employees you evaluate without assistance.) Indirectly: Full-time Part-time (These include employees who report their work progress to you through another supervisor.) Job Assessment Tool 2 SECTION 2 ESSENTIAL JOB FUNCTIONS In the tables provided on following pages, please include all essential job functions you perform. For every function you list, please note how often you perform the function— Daily, Weekly, Monthly, A Few Times Per Year, or Annually. Then, estimate the overall percent of your time spent on each function on an annual basis. Lastly, please check off the five most important functions you perform. Example 1 Job Function Create and maintain department filing system Frequency of Function Daily Percentage of time spent on function 25 Most Important Function ❑ YES Example 2 Job Function Compile, calculate,and maintain department payroll records Frequency of Function Monthly Percentage of time spent on function 15 Most Important Function ❑ YES 4 Job Assessment Tool 3 JOB FUNCTIONS Job Function Frequency of Function Percentage of time spent on function Most Important Function ❑ YES Job Function Frequency of Function Percentage of time spent on function Most Important Function ❑ YES Job Function Frequency of Function Percentage of time spent on function Most Important Function ❑ YES Job Function Frequency of Function Percentage of time spent on function Most Important Function ❑ YES 4 Job Assessment Tool 4 JOB FUNCTIONS (Continued) Job Function Frequency of Function Percentage of time spent on function Most Important Function ❑ YES Job Function Frequency of Function Percentage of time spent on function Most Important Function ❑ YES Job Function Frequency of Function Percentage of time spent on function Most Important Function ❑ YES Job Function Frequency of Function Percentage of time spent on function Most Important Function ❑ YES 4 Job Assessment Tool 5 JOB FUNCTIONS (Continued) Job Function Frequency of Function Percentage of time spent on function Most Important Function ❑ YES Job Function Frequency of Function Percentage of time spent on function Most Important Function ❑ YES Job Function Frequency of Function Percentage of time spent on function Most Important Function ❑ YES Job Function Frequency of Function Percentage of time spent on function Most Important Function ❑ YES 4 Job Assessment Tool 6 SECTION 3 LEADERSHIP Please read the responses below and pick the one closest match to your level of leadership in the organization. For all additional responses that reflect your level of leadership, please check"May Apply." I follow specific directions provided by my supervisor and receive feedback on what I do. ❑ Closest Match ❑ May Apply I have procedures to follow for my work and my supervisor checks my work often. ❑ Closest Match ❑ May Apply I have guidelines for my work, but I determine the approach for doing the work. My supervisor focuses ❑ Closest Match ❑ May Apply on the outcomes of my work. I work from a general outline of duties and responsibilities. Other employees assist me in completing ❑ Closest Match ❑ May Apply our work. I oversee the work of a team engaged in providing specific services, completing specific projects, or ❑ Closest Match ❑ May Apply assisting other units. I organize work around broad organizational goals and processes. My supervisor oversees my ❑ Closest Match ❑ May Apply activities through regular meetings. I oversee, plan,and implement major programs and services for the organization. I report on my ❑ Closest Match ❑ May Apply progress to the organization's executive team. I determine strategy as well as long range goals for the organization. I design processes,allocate ❑ Closest Match ❑ May Apply resources,and report to elected officials or the public. Please provide below a brief explanation of why the closest match you selected applies to your job. You may reference specific job functions, descriptions of projects/programs,and/or any details about your job that will help clarify and support your selection. 4 Job Assessment Tool 7 SECTION 4 EDUCATION To perform your job correctly, how much education should you be required to have? ❑ Some high school ❑ Some graduate credits *How many hours? ❑ High school diploma/GED ❑ Master's Degree ❑ Some college credits *How many hours? ❑ Doctorate Degree ❑ Associate's Degree ❑ Other ❑ Bachelor's Degree ❑ Other Please list any licenses, certifications, or professional designations you believe should be required for your position. Please list any licenses, certifications,or professional designations you believe should be preferred for your position. SECTION 5 WORK EXPERIENCE To perform your job correctly, how much experience should you be required to have? ❑ No experience required ❑ 4 Years ❑ Six months ❑ 5 Years ❑ 1 Year ❑ 6 Years ❑ 2 Years ❑ 7-10 Years ❑ 3 Years ❑ More than 10 Years Do you think applicants should be able to substitute appropriate education for previous work experience? ❑ Yes ❑ No Do you think applicants should be able to substitute previous work experience for appropriate education? ❑ Yes ❑ No 4 Job Assessment Tool 8 SECTION 6 WORKING CONDITIONS Please read the responses below and pick the one closest match to the working conditions you experience in your job. For all additional responses that reflect your working conditions, please check"May Apply." I work in a relatively safe,secure,and stable work environment. ❑ Closest Match ❑ May Apply I work in a safe and secure work environment that may periodically have unpredicted ❑ Closest Match ❑ May Apply requirements or demands. I work in a dynamic environment that requires me to be sensitive to change and responsive to ❑ Closest Match ❑ May Apply changing goals, priorities,and needs. I work in an environment with heavy equipment and machinery that could result in bodily harm ❑ Closest Match ❑ May Apply to my co-workers or others. I deal with crisis situations that require me to make major decisions involving people, ❑ Closest Match ❑ May Apply resources,and property. I spend part of my time working in an environment where errors on my part can lead to ❑ Closest Match ❑ May Apply significant physical or mental consequences for me or others. I spend most of my time working in a physically threatening environment that requires me to ❑ Closest Match ❑ May Apply make life and death decisions for me and others. I regularly make decisions that could lead to major community or organizational consequences ❑ Closest Match ❑ May Apply if I fail to make the appropriate decision at the time. Please provide below a brief explanation of why the closest match you selected applies to your job. You may reference specific job functions, descriptions of projects/programs,and/or any details about your job that will help clarify and support your selection. 4 Job Assessment Tool 9 SECTION 7 COMPLEXITY Please read the responses below and pick the one closest match to the level of complexity of your job. For all additional responses that reflect your work complexity, please check"May Apply." I perform specific clerical or manual tasks.Some of my typical responsibilities may include copying, ❑ Closest Match ❑ May Apply maintaining files, or entering data OR utilizing light mechanical equipment such as a vehicle, lawn mower, or hand tool OR clean and maintain a facility. I perform work that necessitates some specialized knowledge of clerical or trades-based tasks. Some of the ❑ Closest Match ❑ May Apply typical responsibilities include gathering,formatting, or visually analyzing data OR operating construction or warehouse equipment(moving vans, dump trucks,front-end loaders). I perform technical or trades-based work that requires a solid understanding of basic algebra and statistics OR ❑ Closest Match ❑ May Apply use of heavy equipment.Some of the tasks performed include participating in data collection and detailed analysis; reporting on the accomplishment of specific departmental goals and tasks;OR operating or repairing heavy equipment(bulldozers, cranes,graders). I perform entry-level professional work including basic data analysis and synthesis, report creation, process ❑ Closest Match ❑ May Apply performance,and regulatory or compliance activities. My work involves statistics, operations analysis,or forecasting. I perform professional-level work dealing with data, people,and technology that relates to administrative, ❑ Closest Match ❑ May Apply technical,scientific, engineering,accounting, legal, or managerial skills. I perform work that encompasses advanced technical,scientific, legal, or mathematical concepts. My work ❑ Closest Match ❑ May Apply directly contributes to the implementation of specific policies, programs, or initiatives of the organization. I oversee work that involves the use of complex technical,scientific, or mathematical concepts that increases ❑ Closest Match ❑ May Apply the efficiency and effectiveness of the organization. I analyze and make recommendations on how to improve the operational performance of the organization. I develop policies, long range plans,and allocate funds. I make decisions that involve multiple priorities, ❑ Closest Match ❑ May Apply limited resources,and internal and external challenges. Most of my decisions impact the organization as a whole. I report to elected or appointed officials who hold me accountable for the success of the organization. Please provide below a brief explanation of why the closest match you selected applies to your job. You may reference specific job functions, descriptions of projects/programs,and/or any details about your job that will help clarify and support your selection. 4 Job Assessment Tool 10 SECTION 8 DECISION MAKING Please read the responses below and pick the one closest match to the level of decision making of your job. For all additional responses that reflect the decision making required in yourjob, please check"May Apply." I perform routine or clearly defined activities under close supervision. Most of my decisions regarding my ❑ Closest Match ❑ May Apply activities and priorities are made by supervisors. I follow specific procedures that may result in interaction with co-workers, citizens, or other individuals. I make ❑ Closest Match ❑ May Apply a few decisions regarding my activities and priorities. I work in a responsive environment where co-workers or citizens bring problems to me for resolution. I am ❑ Closest Match ❑ May Apply responsible for determining the problem and creating an individual solution for the issue. I make decisions that govern my activities as well as others. My decisions impact how our unit provides ❑ Closest Match ❑ May Apply services and support to internal and external customers. I follow basic guidelines for operational activities. I make decisions that govern the activities and behaviors of ❑ Closest Match ❑ May Apply staff members. My work directly impacts other workers, citizens,or both. I oversee numerous functions and staff. I am principally responsible for determining policies and procedures ❑ Closest Match ❑ May Apply that will ensure the success of our operation. I am responsible for determining goals, policies,and desired outcomes for multiple units. I determine the ❑ Closest Match ❑ May Apply appropriate level of resources to meet the organization's needs. I perform work that involves high level issues, processes, or organizational needs. My decisions impact the ❑ Closest Match ❑ May Apply community at large, most of the staff,or both. I am evaluated by elected officials or senior managers based on the outcomes of my decisions. Please provide below a brief explanation of why the closest match you selected applies to your job. You may reference specific job functions, descriptions of projects/programs,and/or any details about your job that will help clarify and support your selection. 4 Job Assessment Tool 11 SECTION 9 RELATIONSHIPS Please read the responses below and pick the one closest match to types of relationships present in your position. For all additional responses that reflect the types of relationships found in yourjob, please check"May Apply." I work primarily alone. ❑ Closest Match ❑ May Apply I work with less than ten co-workers who are mostly engaged in the same activities as me. ❑ Closest Match ❑ May Apply I work with more than ten coworkers who mostly engage in the same activities as me. ❑ Closest Match ❑ May Apply I oversee and manage more than two employees in the organization performing similar work. ❑ Closest Match ❑ May Apply I oversee and manage more than two employees in the organization performing different types of work. ❑ Closest Match ❑ May Apply I oversee and manage work involving multiple units. I work regularly with other managers to successfully meet ❑ Closest Match ❑ May Apply the goals and objectives of our organization. I provide updates to senior managers, elected officials, or other community groups or organizations. I work ❑ Closest Match ❑ May Apply regularly with other Directors or senior managers to ensure the provision of efficient and effective services. Part of my performance is tied to how well I respond to members of the community or internal peers within the organization. I interact with senior managers, citizens,and elected officials on a regular basis. My primary role in the ❑ Closest Match ❑ May Apply organization is to ensure that the principles and objectives of the elected officials are implemented in an efficient and effective manner. Please provide below a brief explanation of why the closest match you selected applies to your job. You may reference specific job functions, descriptions of projects/programs,and/or any details about your job that will help clarify and support your selection. 4 Job Assessment Tool 12 SECTION 10 FINANCIAL RESPONSIBILITIES Please check each box that applies to the financial responsibilities you have in your job. You may check as many boxes as apply. ❑ Does not apply to my job [:] Purchasing authority up to$1,000 without approval from supervisor ❑ Accept, receive,and/or collect payments F-1 Purchasing authority up to$5,000 without approval from supervisor ❑ Prepare and/or process purchase orders [:] Purchasing authority up to$10,000 without approval from supervisor ❑ Accountable for inventory/property management F-1 Purchasing authority up to$25,000 without approval from supervisor ❑ Determine individual benefit eligibility [:] Purchasing authority up to$50,000 without approval from supervisor ❑ Manage or administer grant funds F-1 Determine allocation of budget among departments ❑ Make recommendations that impact the budget [:] Determine allocation of budget among divisions ❑ Manage the budget within assigned unit/division F-1 Manage the budget within assigned department Please provide below a brief explanation of why the financial responsibilities you selected apply to your job. You may reference specific job functions,descriptions of projects/programs,and/or any details about your job that will help clarify and support your selection(s). 4 Job Assessment Tool 13 SECTION 11 USE OF EQUIPMENT AND MACHINERY Please check each box that applies to the use of equipment and/or machinery in your job. You may check as many boxes as apply. ❑ Does not apply to myjob ❑ Repair, develop, or install computer hardware or network systems ❑ Use small office equipment, including copy machines or multi-line ❑ Repair, develop, or install complex software or telephone systems management information systems ❑ Use computers for data entry ❑ Supervise employees using or repairing heavy or complex machinery ❑ Use computers for word processing and/or accounting purposes ❑ Supervise employees developing, installing, or repairing technology systems ❑ Use highly technical computer applications,such as GIS or CAD ❑ Establish policies for using,acquiring,and/or maintaining heavy or complex machinery ❑ Use or repair small/light equipment,such as power tools ❑ Establish policies for using,acquiring,and/or maintaining technology systems ❑ Use or repair medium equipment and machinery,such as ❑ Create and guide implementation of capital improvement vehicles or commercial mowers plans or programs ❑ Use or repair heavy or complex machinery,such as HVAC ❑ Create plans for and guide implementation of major systems, construction equipment, or water plants construction projects ❑ Repair, develop, or install telecommunications systems ❑ Create plans for and guide implementation of new technology systems Please provide below a brief explanation of why the uses of equipment and machinery you selected apply to your job_ You may reference specific job functions,descriptions of projects/programs,and/or any details about your job that will help clarify and support your selection(s). 4 Job Assessment Tool 14 SECTION 12 TYPE OF WORK PERFORMED Please check the one box that best describes the type of work you do. If you check box 4, 5, 6, 7, or 8 there are additional questions below. 1. ❑ Clerical or Manual 4. ❑ Administrator 2. ❑ Labor or Trades 5. ❑ Managerial/Professional 3. ❑ Technical or Paraprofessional 6. ❑ Executive/Advanced Professional ADMINISTRATOR DESCRIPTION If you checked "Administrator"above, please check "yes"or "no"to indicate whether the description below applies to the work you perform. My primary duty is the performance of office or non-manual work directly related to the management or general business operations of my employer or my employer's customers. My primary duties require that I exercise discretion and independent judgment with respect to matters of significance. I regularly compare and evaluate possible courses of conduct, and then act or make an independent decision regarding matters that affect the business or operation of the business. My decisions and recommendations may be reviewed at a higher level and, on occasion, revised or reversed. The following are examples of the exercise of "discretion and judgment" with respect to "matters of significance". Your job may require one or more duties or responsibilities that are the same or similar to those listed. • I have authority to formulate, interpret, or implement management policies or operating procedures. • I have authority to commit the organization in matters that have significant financial impact. • I have authority to waive or deviate from the organizations policies or procedures without prior approval. • I can negotiate and bind the organization on significant matters. • I provide consultation or expert advice to management. • I am involved in planning long-or short-term business objectives. • I investigate and resolve matters of significance on behalf of management. • I represent the organization in handling complaints, arbitrating disputes or resolving grievances. ❑ Yes ❑ No 4 Job Assessment Tool 15 MANAGERIALZPROFESSIONAL DESCRIPTION If you checked "Professional" above, please check "yes" or "no" to indicate whether the description below applies to the work you perform. My primary duty is the performance of work requiring advanced knowledge in a field of science or learning. My work requires the consistent exercise of discretion and judgment. I am in a professional job role because: • I use my advanced knowledge to analyze, interpret or make deductions from varying facts or circumstances. • Myjob does not involve routine mental, manual, mechanical, or physical work and knowledge cannot be attained at the high school level. • Myjob requires possession of an appropriate academic degree acquired by a prolonged course of specialized intellectual instruction. However, the necessary advanced knowledge can be attained through a combination of work experience and intellectual instruction. (For example:a Chemist who does not have a degree in Chemistry.) ❑ Yes ❑ No Is your professional work considered computer-related? Computer-related occupations have primary duties that include at least one of the following(or similar)tasks: • Application of systems analysis techniques and procedures, including consulting with users, to determine hardware, software, or system functional specifications • Design, development, documentation, analysis, creation, testing or modification of computer systems or programs • Design, documentation, testing, creation, or modification of computer programs related to machine operating systems ❑ Yes ❑ No 4 Job Assessment Tool 16 EXECUTIVE/ADVANCED PROFESSIONAL DESCRIPTION If you checked "Executive"above, please check "yes"or "no"to indicate whether the description below applies to the work you perform. My primary duty is the management of a department or agency, or managing a customarily recognized subdivision of the department or agency. I regularly direct the work of two or more other full-time employees. I have the authority to hire or fire other employees; or, my suggestions and recommendations as to hiring, firing, advancement and promotion or any other change of status of other employees are given significant weight and relied upon. ❑ Yes ❑ No 4 Job Assessment Tool 17 SECTION 13 PHYSICAL ABILITIES Please indicate below all physical abilities you must have to perform your essential job functions. You may check as many abilities as apply to your job. However,you should only check off physical abilities that are required to perform your essential job functions. ❑ No physical abilities are required ❑ Standing for two hours at a time ❑ Lift objects weighing up to 20 pounds ❑ Standing for more than two hours at a time ❑ Lift objects weighing 21 to 50 pounds ❑ Stooping and bending ❑ Lift objects weighing 51 to 100 pounds ❑ Pushing or pulling carts or other such objects ❑ Lift objects weighing more than 100 pounds ❑ Ability to reach and grasp objects ❑ Carry objects weighing up to 20 pounds ❑ Manual dexterity or fine motor skills ❑ Carry objects weighing 21 to 50 pounds ❑ Ability to distinguish colors ❑ Carry objects weighing 51 to 100 pounds ❑ Ability to communicate orally ❑ Carry objects weighing more than 100 pounds ❑ Ability to hear ❑ Standing for one hour at a time ❑ Other Please provide below a brief explanation of why the physical abilities you selected are required in your job. You may reference specific job functions,descriptions of projects/programs,and/or any details about your job that will help clarify and support your selection(s). 4 Job Assessment Tool 18 For Supervisors Please review the employee's Job Assessment Tool and indicate for each section whether you agree or disagree with the information provided by the employee. Additional comments should be included in the space below and should be designed to help Evergreen Solutions gain a clear understanding of the employee's work. For any section with which you disagree, please include a detailed explanation of your disagreement. SECTION 1 JOB OVERVIEW I agree with the information provided. I disagree with the information provided. Supervisor Comments SECTION 2 ESSENTIAL JOB FUNCTIONS I agree with the information provided. ❑ I disagree with the information provided. Supervisor Comments SECTION 3 LEADERSHIP ❑ I agree with the information provided. ❑ I disagree with the information provided. Supervisor Comments SECTION 4 EDUCATION ❑ I agree with the information provided. ❑ I disagree with the information provided. Supervisor Comments SECTION 5 WORK EXPERIENCE ❑ I agree with the information provided. ❑ I disagree with the information provided. Supervisor Comments SECTION 6 WORKING CONDITIONS ❑ I agree with the information provided. ❑ I disagree with the information provided. Supervisor Comments SECTION 7 COMPLEXITY ❑ I agree with the information provided. ❑ I disagree with the information provided. Supervisor Comments 4 Job Assessment Tool 19 SECTION 8 DECISION MAKING I agree with the information provided. ❑ I disagree with the information provided. Supervisor Comments SECTION 9 RELATIONSHIPS I agree with the information provided. ❑ I disagree with the information provided. Supervisor Comments SECTION 10 FINANCIAL RESPONSIBILITIES I agree with the information provided. ❑ I disagree with the information provided. Supervisor Comments SECTION JUL USE OF EQUIPMENT&MACHINERY ❑ I agree with the information provided. ❑ I disagree with the information provided. Supervisor Comments SECTION 12 TYPE OF WORK PERFORMED ❑ I agree with the information provided. ❑ I disagree with the information provided. Supervisor Comments SECTION 13 PHYSICAL ABILITIES ❑ I agree with the information provided. ❑ I disagree with the information provided. Supervisor Comments ADDITIONAL COMMENTS Supervisor Comments Supervisor Name Supervisor E-mail Address Supervisor Job Title 4 Job Assessment Tool 20