21
CLASSIFICATION AND DELINEATION OF DUTIES AND RESPONSIBILITIES
Standards in this chapter relate to task analysis, classification, and processes and procedures used to describe the nature of the work performed by the agency employees.
The human resource management literature utilizes many terms to describe work activities—job, position, duty, function, task, job element, job dimension, and responsibility—and analysts utilize the terms differently. The most commonly used definitions of key evaluation terms have been selected for use in this chapter and are specifically defined in the glossary.
The glossary term "task analysis" is used to describe a systematic, structured process for dissecting a job into its basic parts. In all forms, a task analysis entails the identification of the important or essential elements of a job. In most situations, this involves an identification of the important or essential work behaviors and the skills, knowledge, and abilities (SKA’s) required for these work behaviors.
The results of a successful task analysis will provide the foundation for a wide variety of personnel, administration, and management functions. These functions include developing job descriptions, establishing a job classification and compensation plan, providing a job-related focus for developing and implementing recruitment strategies, developing and validating hiring and promotion procedures, establishing spans of control, determining training requirements, and evaluating employee performance. Furthermore, the comprehensive, objective data generated by task analysis can provide strong evidence in legal and judicial proceedings concerning hiring and promotion programs.
21.1 Task Analysis
A written task analysis of every class of sworn employee in the agency is conducted, maintained on file, and includes, at a minimum:a. the work behaviors (duties, responsibilities, functions, tasks, etc.);
b. the frequency with which the work behavior occurs; and
c. how critical the job-related skills, knowledge, and abilities, are.
Commentary:
A task analysis is basic to proper human resource management. Analyses should be required for all sworn classes in the agency. Hiring, promotion, training, and job performance evaluation criteria should be established by task analysis.Pertinent information about work behaviors may be obtained through observation, individual or group interviews, content analysis of work products, and questionnaires. After the work behaviors have been defined either in terms of duties, tasks, functions, or other grouping scheme, a similar process should be employed to define the skills, knowledge, and abilities required of the employee in performing the important work behaviors.
The task analysis should produce information about the class that is specific, objective, comprehensive, and, most importantly, verifiable by independent review. The results of the study should be incorporated in job descriptions prepared by the agency.
Analyses should be guided by personnel, either inside or outside the agency, who possess training and/or experience in evaluating jobs. Incumbents and their first- and second-level supervisors should be viewed as significant sources of information concerning the classes under study.
The analyses should be updated when significant changes in the classes occur, whether through attrition, modification, or deletion of duties and responsibilities, e.g., may be done in conjunction with changes in departmental functions, staff inspection, or changes in organizational strategies.
(O O O O)
21.2 Classification
21.2.1 The agency has a written classification plan that includes:
a. categorization of every job by class on the basis of similarities in duties, responsibilities, and qualification requirements;
b. class specifications for every job within a class;
c. provisions for relating compensation to classes; and
d. provisions for reclassification.
Commentary:
Classification involves describing the different kinds of work performed in an agency and consolidating similar jobs into classes based upon similarity of duties and responsibilities. Since "classes" in a law enforcement agency are usually linked to rank, the classification plan should specify the class titles and general duties, responsibilities, and qualifications for each traditional rank in the agency, such as police officer, deputy sheriff, sergeant, lieutenant, captain, and chief. The establishment of a structured classification plan with general requirements for each class should allow agencies to achieve more efficient administration, compensation, and equitable treatment of personnel.(N/A O O O)
21.2.2 If the agency has a classification plan, a written directive specifies the role of the agency in the development and maintenance of class specifications.
Commentary:
If the agency has sole responsibility for personnel administration, it should assume this role. If another governmental entity has the responsibility, the directive should define the agency’s role in the process.(O O O O)
21.2.3 The agency maintains current job descriptions covering all employees, and a job description for each job within the agency is available to all personnel.
Commentary:
Statements of duties and responsibilities for each job within the agency should be prepared and made available to managers, supervisors, and all other agency employees. Such statements are key elements in achieving more effective management and supervision.(M M M M)