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Position Analysis Questionnaire
Employee Title: Department/Division: Date Appointed to Position:
_______________ ___________________ ______________________
Employee Name: Supervisor’s Name and Title:
_______________________ __________________________
1. STATEMENT OF DUTIES: Give a one or two sentence summary of the
primary purpose for your POSITION. (Example: The Town Accountant provides administrative, supervisory work with responsibility for maintaining the Town’s financial records and overseeing and monitoring the expenditures of Town funds in accordance with applicable local, State, and federal laws and regulations ).
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2. ESSENTIAL FUNCTIONS:
Primary Responsibilities: List the most frequently performed and/or most important (essential) functions of your job.
B. Secondary Responsibilities: List those responsibilities that are performed occasionally, but are not critical to the primary function of the Position.
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5. ACCOUNTABILITY: (The degree to which the employee is responsible for
preventing errors and the magnitude of those potential errors.) Which of the following may result if a person in this position made an error or omission?
_____ Missed deadlines
_____ Adverse public relations
_____ Monetary loss
_____ Legal repercussions
_____ Labor/material costs
_____ Personal injury
_____ Jeopardize programs
_____ Danger to public health/safety
_____Other (Please specify):
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6. JUDGMENT: (The degree to which independent judgment and/or the application of
professional knowledge and experience is required, and the extent to which guidelines or established procedures are adhered to). Check one of the following definitions that best apply based on the primary duties of this position:
_____ Well-defined or detailed rules, instructions, and procedures cover all aspects of work. Judgment involves choosing the appropriate practices, procedures, regulations, or guidelines to apply in each case.
_____ Numerous standardized practices, procedures, or general instructions govern the work and in some cases, may require additional interpretation. Judgment is needed to locate, select, and apply the most pertinent practice, procedure, regulation, or guideline.
_____ Work requires the employee to examine, analyze, and evaluate facts and circumstances surrounding individual problems, situations or transactions, and determining actions to be taken within the limits of standard or accepted practices. Guidelines include a large body of policies, practices, and precedents which may be conflicting, at times. Independent judgment is used to analyze or evaluate specific situations to determine appropriate actions.
_____ Work is performed based on administrative or municipal policies, general principles, legislation, or directives that pertain to a specific department or functional area. Extensive judgment and ingenuity are required to develop new or adapt existing methods and approaches to accomplish objectives and/or to deal with new or unusual requirements within the limits of established guidelines, practices, or policies. The employee is recognized as the department or functional area’s authority in interpreting the guidelines, in determining how they should be applied, and in developing operating policies.
_____ Same as above, but the employee is required to direct the overall activity of the municipality by accepting responsibility while exercising authority for planning, operation, and oversight of all departments.
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8. SUPERVISION REQUIRED: (The degree to which an employee’s immediate
supervisor outlines the methods to be followed or the results to be attained, checks the progress of work and handles exceptional cases.) Check the definition that best applies to this position:
_____ Clear, detailed, and specific instructions govern the work or are explained with each assignment. Questionable situations are referred to the supervisor. The supervisor reviews the work in progress or upon completion as necessary.
_____ The employee is familiar with the work routine and uses initiative in carrying out recurring assignments independently with specific instruction. The supervisor provides instruction for new or unusual assignments. Unusual situations are referred to the supervisor for advice and further instructions. Supervisor reviews work to remain aware of progress, work methods, and technical accuracy. In many cases, the work is self-checking, for example, requiring accounts to balance before proceeding.
_____ The employee plans, prioritizes, and carries out the regular work in accordance with standard practices and previous training. The employee interprets instructions and/or adapts methods to resolve particular problems. Instructions for new assignments usually consist of statements of desired objectives, deadlines, and priorities. Technical and policy problems or changes in procedures are discussed with supervisor. Work is generally reviewed only for technical adequacy, appropriateness of actions or decisions, and conformance with policy, or other requirements.
_____ The employee works from municipal policies and state and federal regulations, establishing short and long-range goals and objectives, personal performance standards, and assumes direct accountability for department results. Employee consults with supervisor only where clarification, interpretation, or exception to municipal policy may be required. The employee is also expected to resolve all conflicts that arise and coordinate with others as necessary.
_____ Same as above, but the employee manages a major division of the municipality. Employees at this level are expected to exercise whatever means are necessary to resolve conflicts that cannot be addressed at the departmental level.
_____ Employee works under policy direction exercising authority over the operations of the municipality in conformance with general directives and objectives as set forth by the governing body. The employee seeks counsel of governing body on matters of policy or where required by law, regulation, or ordinance.
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9. NATURE AND PURPOSE OF PERSONAL CONTACTS: (Interpersonal
skills required in work relationships and their importance to the success of the work.) Please check the definition that best applies to your position:
_____ The majority of interaction is with internal, co-workers and town employees and requires ordinary courtesy and tact. Employee interacts with co-workers to give and receive information regarding work. Contact with the public takes place on an occasional basis.
_____ The employee interacts with co-workers, the public, and external contacts such as vendors, or contractors to explain or interpret procedures or guidelines, plan or coordinate work, or resolve problems. More than ordinary courtesy, tact, and diplomacy may be required to resolve complaints or deal with disgruntled or uncooperative persons. The employee may furnish the public or news media with routine information such as meeting agendas or departmental operating procedures.
_____ Employee has constant interaction with co-workers, the public, groups, and/or individuals such as civic leaders, peers from other municipalities, representatives of professional groups and the news media. The employee serves as a recognized authority of the department in matters of considerable importance, including departmental practices, procedures, regulations, or guidelines. The employee is required to discuss controversial matters where tact is required in order to avoid friction and to attempt to obtain cooperation.
_____ Employee has constant interaction with co-workers, the public and with groups and/or individuals who have conflicting opinions or objectives, diverse points of view or differences where skillful negotiating and achieving compromise is required to secure support, concurrence and acceptance or compliance; or one-on-one relationships with a person who may be under severe stress, where gaining a high degree of persuasion may be required to obtain the desired effect. The employee may represent to the public a functional area of the municipality on matters of procedures or policy where perceptiveness is required to analyze circumstances in order to act appropriately.
_____ Employee has constant interaction with local, state, and federal government officials, community leaders and any other individuals to protect and promote the municipality's overall interest. Employees must possess a high degree of diplomacy and judgment. Duties require a well-developed sense of strategy and timing in representing the municipality effectively in critical and important situations that may influence the well being of the municipality.
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11. PHYSICAL DEMANDS: (The degree of physical effort required in the
performance of job duties). Check the definition that best applies to this Position:
_____ Little or no physical demands required to perform the essential functions of the position.
_____ Work requires some agility and physical strength, such as moving in, about construction sites, over rough terrain, or standing/ walking most of the work period.
_______ Work requires moderate intermittent physical strength and effort daily. Work includes lifting, loading, pulling, or pushing heavy objects, standing or walking for the full workday may also be involved. Driving in adverse weather and/or troublesome road conditions is required.
_____ Work involves frequent and recurring assignments requiring strenuous effort and endurance or quick reflexes to perform the work, such as lifting and carrying on a continuous basis for extended periods of time, or regular travel on foot or bicycle over rough terrain or barriers, or the potential need to subdue or restrain violent persons or animals.
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12. MOTOR SKILLS: (The degree to which the job requires motor coordination and
the coordination of manual dexterity with mental and/or visual attention). Check the definition that best applies to this Position:
_____ Duties require minimal motor skills for activities such as moving objects, operating a switchboard, computer and/or most other office equipment, typing and/or word processing, filing, sorting, working with hand tools such as a hammer, screw driver or shovel.
_____ Duties may involve assignments requiring application of hand and eye coordination with finger dexterity and motor coordination. Examples include operating a motor vehicle, using a personal computer or climbing a ladder.
_____ Duties may involve close hand and eye coordination and physical dexterity. Manipulation and motor control under conditions that may require extreme accuracy may be critical. The manual skills required are comparable to those which might be needed such as making repairs to delicate electronic instruments or complex equipment, conducting laboratory tests, performing microscopic experiments, administering injections, firing a gun, or operating Class B vehicles or safety vehicles at high rates of speed.
_____ Duties may involve a high degree of intense mental concentration together with hand and eye coordination and visual attention for long periods in performing activities such as the operation or repair of a Class A vehicle or Class C hydraulic equipment.
13. OCCUPATIONAL RISKS: (The relative degree of exposure to hazards which
may threaten or cause injury on the job). Please check the definition that best applies to your Position:
_____ Risk exposure is similar to that found in a municipal office setting.
_____ Duties generally do not present occupational risk to the employee. Personal injury could occur, however, through employee failure to properly follow safety precautions or procedures. Examples of injury may include bruises from falls, cuts or muscular strains from lifting or carrying equipment or materials.
_____ Duties regularly present potential risk of injuries from improper exposure that could result in loss of time from work. Examples of injury include burns from chemicals, steam, or fire, severe muscular strains from working with extremely heavy material, falls from heights more than three feet. Special safety precautions, training, or protective clothing such as gowns, coats, gloves, glasses, hard hats, or safety boots is required.
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15. CONFIDENTIALITY: (The discretion and integrity required by those employees
with access to confidential information handled or obtained in the normal performance of duties, and in accordance with the State Public Records law). Do you have regular access to any of the following confidential information?
_____ Official personnel files
_____ Collective bargaining negotiations (on behalf of the municipality)
_____ Law suits
_____ Criminal records/investigations
_____ Client records
_____ Department records
_____ Other (please explain):
16. SUPERVISION RESPONSIBLITITY: (Supervisory and managerial
responsibility in terms of the degree of involvement in work planning and assignment of work assignments and performance review, and personnel functions). Check the definition that best applies to your position:
____ Employee is not required to regularly supervise any employees.
____ Employee, as a regular part of the job, is required to lead other employees to assist them in completing their assigned work. Employee also performs non-supervisory work that is of the same kind and level as is done by the employee(s) being supervised. The employee is not responsible for taking any disciplinary action nor is the employee involved in the hiring process.
____ Employee is accountable for the quality and quantity of work done by subordinates and assures the accomplishment of the assigned work in the prescribed manner. Plans, schedules and coordinates work operations to meet schedules, deadlines and priorities; revises work schedules to meet changes in workload or availability of manpower.
____ Employee is accountable for the direction and success of programs accomplished through others. Analyzes program objectives, determines work operations, estimates and allocates the financial and staff resources required. Prepares budget and related reports. Assists or oversees the personnel function, including or effectively recommending hiring, training, and disciplining of employees.
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17. SUPERVISION EXERCISED:
(Level of difficulty required to supervise and manage program operations, includes staff size, diversity of functions or activities overseen, stability of work operations, and workforce dispersion.)
a. Number of employees regularly supervised.
How many full-time employees do you supervise? _________
How many part-time employees do you supervise?_________
How many seasonal employees do you supervise? _________
b. Complexity of Subordinate Operations. Check the definition that best applies:
_____ May provide immediate functional or technical supervision over other employees in the same department where the work of the supervised employee(s) is essentially the same as the work of the supervisor. May assume temporary relief responsibility.
_____ Provides immediate supervision over a functional unit or section, or department with time spent assigning, checking and reviewing work that has standardized procedures. Supervisory responsibility includes direct accountability for work results. May provide input when subordinates are evaluated, disciplined, or trained by the department head. May act as the department head during temporary absences.
_____ Provides direct management or supervision of a department, including service delivery, training, evaluating, and disciplining of subordinates, and budget development and control. May provide functional supervision over a large and/or highly technical section of a major department.
_____ General supervisory responsibility for a major department, or several smaller departments, with supervisors who are responsible for supervision over individual departments including service delivery, training, evaluation and disciplining of subordinates, budget development and control. Directs and coordinates the operation of two or more major departments through subordinate supervisors who are responsible for supervision over individual departments. May assume temporary responsibility for entire municipality in the chief executive or department head’s absence.
_____ Directs, coordinates, plans, and organizes the overall operation of the municipality in conformance with general objectives and directives established by the governing body.
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19. ADDITIONAL COMMENTS:
Please provide any additional information pertaining to the Position that you feel is important regarding what you are required to do and the minimum qualifications required to carry out the essential functions of your position. The information provided in this questionnaire will be used to write a detailed job description. It is important that the information provided is accurate and reflects the essential functions and the minimum qualifications for the position as it exists today.
Thank you for your time and cooperation. Please sign your name, and date below and give the questionnaire to your department or division head for their review and comment.
Employee’s Additional Comments:
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I certify that the above answers are my own and are complete and accurate.
Employee Signature: _____________________________________ Date: ____________
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20. COMMENTS OF THE SUPERVISOR OR DEPARTMENT HEAD:
Supervisor’s Additional Comments: Please add any exceptions or additions to the information that has been provided by the employee. Please do not change any of the employee’s responses.
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Please list any additional duties that are not listed by the employee.
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Supervisor Signature: ____________________________________ Date: _____________
