Current_Personnel_Manual_Chapters_-_240524.docx

Chapter 4: POSITION CLASSIFICATION SYSTEM

Purpose The position classification system is established to identify and define positions, and to provide equitable and adequate grades and wages for all Charles County positions.

Administration The Department of Human Resources will have responsibility for the overall administration of the classification system. It will maintain records of all actions taken affecting positions and pay grades, provide for regular reviews to ensure that all positions are properly classified, and recommend amendments to the classification system as necessary. Changes to the classification system will require the approval of the County Administrator.

Position Evaluation Positions to be evaluated will be reviewed as funding permits, by a Position Evaluation Committee (the Committee) comprised of the Director of Human Resources and two other members of the Department of Human Resources. Department Directors may request to present reclassification requests to the Committee. Tentative results will be discussed with Department Directors and more information gathered if necessary. Results of the position reviews, along with a fiscal note prepared by Department of Fiscal and Administrative Services (DFAS), will be forwarded to the County Administrator for his approval before final notification to the departments. Implementation of the results may be rejected or deferred should sufficient funds not be available.

Department Directors and immediate supervisors of the affected departments will submit justification of reevaluations on the Request Form for the Position Evaluation Committee and will be available for discussion, if necessary.

Positions will be classified in the proper grade on the basis of the duties, responsibilities and qualifications required as evaluated in terms of factors common to most positions. The evaluation system is a hybrid of the factor comparison and the point factor methodologies. The plan has seven evaluation factors with evaluation levels for each factor, and weighted points for each evaluation level. Each factor consists of a number of evaluation zones. Factors are aspects of the job such as job complexity, education and experience, scope and impact, supervision received, working relationships, work environment, and physical demands. The proper grade for a job is selected after the total weighted point score has been calculated. The grade is determined by comparing the total score of the job with the point score ranges that have been established for each grade in the salary structure.

Position Classification Review Requests are accepted annually as funding permits. The Department of Human Resources will provide notification of the open and closing dates for submitting Position Classification Review Requests. Department Directors may request the evaluation of positions by completing a Position Classification Review Request form and forwarding the completed forms to the Department of Human Resources with the appropriate signatures, completed Position Analysis Questionnaires, a current organizational chart, and revised job descriptions by the closing date set annually by Department of Human Resources for accepting Position Classification Review Requests. The requests will contain sufficient information setting forth the reasons for the requests.

An employee who feels their position is improperly classified may request the Department Director to review their request for re-evaluation of the classification of their position by submitting an amended position description and a completed Position Analysis Questionnaire to the Department Director with a written request that the position be re-evaluated. The request will contain sufficient information setting forth the reasons for the request. Increased volume of work is not justification to initiate a Position Classification Review Request. The supervisor’s comments are to be noted in Part II of the Position Analysis Questionnaire. The Department Director will review the employee’s request with the employee’s immediate supervisor. If the re-evaluation request is approved by the Department Director, the Department Director will forward the revised position description, the Position Analysis Questionnaire, a current organizational chart, and a completed Position Classification Review Request form to the Director of Human Resources for re-evaluation by the Evaluation Committee during the annual evaluation review process.

If the employee’s request for re-evaluation is not approved by the Department Director, the Department Director will send a response to the employee within fifteen calendar days of receipt of the request stating the disposition of the request. The employee may submit a written appeal to the Director of Human Resources within fifteen calendar days of the disapproval. The Director of Human Resources will make a determination within fifteen days of receipt as to the disposition of the appeal.

Reclassification When a position is approved for reclassification to a higher grade through the annual evaluation review process, the incumbent will receive a 6% salary increase or the minimum of the new grade, whichever is higher. Salary changes which result from the position evaluation process are subject to final approval by the County Administrator. Effective dates for salary changes will be determined as part of the reclassification approval process.

When a position is changed to a lower grade for reasons such as reclassification or abolishment of a position, the incumbent will retain the same rate of pay. If the incumbent’s rate at the time of change is higher than the maximum rate of the new grade, the incumbent’s rate will be retained and redlined (frozen/held at a rate above the maximum rate of the grade).

In the event of a county-wide reclassification, or the reclassification of multiple classes of work, salary increases may be phased in at the discretion of the County Commissioners. The Director of Human Resources will have responsibility for salary administration and will, whenever necessary, recommend amendments to the Grade/Salary Structure through the County Administrator to the County Commissioners for their approval. From time to time, the Director of Human Resources will announce such Grade/Salary Structure revisions as have been approved by the County Commissioners.

Maintenance of the System Whenever a Department, Division, or office is created or reorganized, position descriptions, completed Position Analysis Questionnaires, and Position Classification Review Requests, for any new or affected positions will be submitted to the Department of Human Resources for review and evaluation. Positions which have changed substantially may be submitted for review by the Position Evaluation Committee. Additional volume of work does not justify a review.

Department Directors will submit information to the Department of Human Resources on any new positions that have been approved in their budget for review and classification by the Position Evaluation Committee. A current organizational chart, a draft job description and Position Analysis Questionnaire completed by the Department Director and supervisor for each new position will be submitted to the Department of Human Resources.

4-3 Revised: 12/01/18 Chapter 5: SALARY ADMINISTRATION

Grade and Salary Structure It will be the duty of the Director of Human Resources to maintain a system of salary administration which is fair and equitable, and that the Director will, from time to time, provide periodic salary surveys and recommend changes to the County's system through the County Administrator. An external and internal equity study will be performed, at a minimum, once every seven (7) years as funding permits. Each position will be assigned an appropriate grade and salary based on the following factors:

1. Education and Experience

2. Job Complexity

3. Scope & Impact

4. Supervision Received

5. Working Relationships

6. Physical Demands

7. Work Environment

In addition, each position will be reviewed for:

1. The relationship to other positions in the Department and the similarity to other County positions;

2. The financial policies and budgetary restraints of County government;

3. The recruiting and retention experience of the County; and

4. The prevailing rates of pay in both public jurisdictions (of similar size and status) and private sectors.

Rates of Pay Entrance Rates: The entrance pay rates will normally be the base rate of the salary range prescribed for the grade. Whenever possible, new employees with Charles County Government will begin employment at the base salary within the position grade. Occasionally, in order to recruit the best and most qualified talent, it may be necessary to approve a starting salary above the base salary. Starting salaries above the base salary will be based on qualifications, salary history, and availability of candidates. In these cases and where funding for the position allows, authority to approve entrance pay rates will be as follows:

a. Hiring Department Directors may approve entrance pay rates up to 10% above the minimum (starting) salary of a grade.

b. Upon recommendation of the hiring Department Director, the Director of Human Resources may approve entrance rates up to the midpoint of the grade, if necessary, to allow additional flexibility.

c. The County Administrator may approve entrance pay rates above the midpoint of the grade.

All entrance pay rates above the base pay rate for the grade are subject to sufficient available funding.

Overtime: All overtime work which is to be compensated by overtime rates of pay will be approved in advance in accordance with the Charles County Overtime Policy. (See Chapter 14)

Shift Differential: All shift differentials paid for hours worked on assigned evening and night shifts will be approved in advance and paid in accordance with the Charles County Shift Differential Pay Policy. (See Chapter 15)

On-Call Premium: All on-call premiums paid for hours an employee is assigned to be on-call will be approved in advance and paid in accordance with the Charles County On-Call Premium Pay Policy. (See Chapter 16)

Separation Pay: Upon an employee's separation from the County service, they will be paid for all salary due, and will be reimbursed in a lump sum payment for the number of days of earned and accrued annual leave, up to 45 days, and also any accumulated and unused floating holidays computed at the hourly rate of pay earned at the time of their separation. Compensatory leave accruals will be paid only to employees staffing non-exempt positions. Separation pay will in no event be used to extend the employment period beyond the last day physically worked, unless approved by the County Administrator.

Rate of Pay: The rate of pay will not be affected by any services performed in addition to or differing from the usual duties of any particular classification which have been temporarily assigned to an employee, unless appointed to an acting assignment in accordance with the policy and as recommended by the Department Director and approved by the County Administrator. The effective date of acting assignments will be the first full pay period following the approval of the assignment (see page 5-4).

Redlined Rates: An employee who is earning more than the maximum of the established salary grade for their position will continue at that rate, which will be redlined. Employees whose salaries are redlined will be eligible for recommended cost of living increases and longevity awards, but not for within grade salary increases.

Charles County Government complies with the salary basis requirements of the Fair Labor Standards Act, and prohibits all supervisors from making any improper or unauthorized deductions from the salaries of exempt employees.

If an employee believes that an improper deduction has been made to his/her salary, the employee should immediately report this information to their direct supervisor or to the Payroll Office in the Accounting Division.

Reports of improper deductions will be promptly investigated. If it is determined that an improper deduction has occurred, the employee will be promptly reimbursed for any improper deduction made.

Merit Increases Employees may advance within their salary range until they reach the maximum of their grade if job performance as rated on the performance appraisal is 3.0 or higher. Merit increases will be equivalent to 3% of the midpoint of the employee's assigned grade. Portions of a merit increase that exceed the maximum amount in a salary grade, will be paid as a longevity award. An employee whose job performance is rated 2.99 or lower will not be eligible to receive a within grade salary increase during that fiscal year.

Pay for Performance/Incentive Pay: The County Administrator may, from time to time, recommend a pay for performance system or such other systems of financial incentives and rewards, as he may deem appropriate, for all or certain classes of work at his discretion. Such systems, if proposed, will be designed to further productivity, differentiate between performance, and recognize achievement of individuals or units, and will be subject to the approval of the County Commissioners.

Eligibility: All full-time and full-time reduced hours employees working in County Government departments covered by the scope of the Charles County Government Personnel Policy and Procedures Manual are eligible for merit increases when budgeted. Merit increases are effective the first day of the pay period after the employee’s anniversary date.

An employee who is on an approved leave of absence without pay on the date they would otherwise be eligible for a salary increase consideration, will be considered for the increase effective on the first date of return to active work.

Employees must be actively at work for more than half of the review period to be eligible for a salary increase consideration.

Longevity Award Program A Longevity Award Program is provided to recognize the service performed by County employees who have reached the maximum amount in the salary grade established for their position.

Employees whose salaries have reached, or exceed, the maximum of the grade (redlined salaries) are eligible to receive longevity awards and cost of living adjustments only.

Consideration for a longevity award will occur at the first anniversary the employee is not eligible for a merit increase and thereafter on their anniversary date, and will be awarded to those employees whose performance rating is not less than 3.0 subject to funding (see Charles County Government Grade/Salary Scale for current fiscal year information).

Longevity awards of 3% of the midpoint of the employee's assigned grade will be paid in a lump sum amount. It is not added to the employee’s salary.

Transfer An employee who is administratively transferred or transfers through the recruitment process from one position to another position at the same grade level will retain the same salary.

Demotions There are three types of demotions: administrative, voluntary and disciplinary.

Administrative demotions may be approved by the County Administrator, when deemed in the best interest or to accommodate the needs of the County or the employee.

Employees demoted administratively shall receive their present salary. If this salary exceeds the maximum salary for the salary grade of the new position, the employee's salary will be redlined.

A voluntary demotion consists of employees who accept a demotion for failing to be able to continue their current job duties (e.g. losing their Charles County driving privilege) or apply for a lower graded position.

An employee who is selected through the recruitment process for a lower graded position will receive a decrease in pay according to the sliding scale listed below:

An employee unable to perform their essential job functions and voluntarily accepts a demotion will also use the sliding scale below.

Disciplinary demotions are part of the disciplinary process. An employee demoted for cause will also use the sliding scale below. Further details about disciplinary demotions are covered in Chapter 10, Disciplinary Actions.

Sliding scale to be used for voluntary and disciplinary demotions:

If the demoted employee’s salary is higher than the maximum pay on the salary scale even with the percentage decrease, the employee’s salary will be further reduced to the maximum salary of the grade for that position.

Promotion An employee who is promoted competitively to a new position in a grade higher than the current position will receive an increase according to the following sliding scale:

The employee’s salary would increase according to the sliding scale, or the minimum of the new, higher grade, whichever is greater (percentage increase or minimum of grade). The salary increase cannot place the employee’s pay above the maximum salary of the new grade. If a promoted employee’s salary increase would surpass the maximum of the grade, the increase will be limited to the maximum salary of the grade.

Promotions will be effective the first full pay period following the approval of the promotion.

Acting Appointments Appointment to acting capacity is generally the most appropriate means of meeting a situation requiring the temporary service of an employee in a higher grade position. It may be used, for example, when an employee has to perform the duties of a position during the extended absence of the incumbent, to fill a key position which has become vacant until a regular appointment is made, to assume responsibility for an increased workload for a limited period, or when deemed in the County's best interests by the County Administrator.

Criteria: Employees may be assigned acting capacity pay for no more than six (6) months unless the acting appointment is extended by approval of the County Administrator. When an employee is assigned to a position where they are expected to perform the duties for a period of not less than four (4) weeks and no more than six months, acting capacity pay may be authorized effective upon assignment to the position by the County Administrator on a non-competitive basis. However, pay adjustment will only occur after the employee has served a minimum of four (4) weeks and will be retroactive.

Acting appointments may be approved for the following reasons:

1. The temporary, long-term absence of an incumbent;

2. A vacancy for which the normal recruitment procedures have been unsuccessful or a vacancy which may exceed three (3) months;

3. Because of absence of a key position which must be maintained; or

4. As deemed appropriate by the County Administrator in certain circumstances.

Termination of Acting Appointment: An employee will return to their regular position, grade and salary, as if the acting capacity pay had not been awarded, when:

1. The period of duty has been completed, or

2. Services within the higher grade are no longer required.

Pay:

1. Upon Appointment: Employees filling a higher-grade position through an acting appointment will have their rate of pay temporarily adjusted to provide them with an increase according to the following sliding scale.

The increase must result in at least the minimum salary of the higher, acting grade position and the resulting salary cannot exceed the maximum of the higher grade.

Acting Appointments that do not result in a grade increase will not be eligible for a salary increase.

2. Salary Increase Pay during acting appointment: Should an employee's anniversary date occur during a period of acting appointment, the salary increase will be based on the employee's acting appointment pay. At the conclusion of the acting appointment, an employee's rate of pay will revert to their former salary before the appointment with the inclusion of a salary increase within grade. If an employee serving in an acting appointment is then hired for that position, the merit increase the employee received will not revert back; the employee will retain the merit increase received during the acting appointment.

3. Paid Leave: If an employee in an acting appointment is absent on pre-approved leave, pay for that leave will be based on their acting pay salary.

4. Non-Exempt to Exempt: If an employee in a Non-Exempt position serves in an acting appointment for an Exempt position that is grade 16 or below, the employee will not be eligible for overtime while serving in the Exempt position. The employee would be compensated for additional time worked with compensatory time. If the employee is acting in a position grade 17 to 20, the employee will not be eligible to earn overtime or compensatory leave while serving in the acting position.

5. Upon Termination: Upon termination of the acting appointment, employees will be returned to their original grade at the salary as if they had not received the acting appointment.

Administrative Transfer An employee is usually hired to fill a particular position in a specific office or location. However, the County may transfer or assign employees to any position, office, or location that the need or best interest of the County dictates. Such transfers and assignments may be temporary or permanent. No employee will suffer any decrease in salary as a result of such transfer or assignment, nor will an employee be expected to perform duties beyond their capabilities

Employees who are transferred because of inability to perform the duties of a position in a specific location may be placed on probation following the transfer. No probationary period will be required for employees transferred in the same class and grade solely to meet operational needs or for personal reasons unless they are on probation in their current position, in which case they will be required to remain in such status for the duration of the probation in the new position.

Upon written approval of the Director of Human Resources, a Department Director may, at any time, when in the best interest of the County, transfer an employee and/or an approved position within the same department. Department Directors may approve the rotation of employees and crews within a division. The County Administrator may approve the inter or intra-departmental transfer of an employee and/or an approved position should circumstances so warrant on either an acting or permanent basis.

An employee may request a transfer to any position of the same grade through the normal recruitment process.

Reorganization A reorganization is the transfer of functions and/or positions from one organizational unit to another, or the receipt of new functions and/or positions within County government. Reorganizations may assist in streamlining government operations and increase efficiency, or assist in facilitating the day to day operations of County government and/or the resolution of certain personnel matters.

The County Administrator, upon recommendation of the Director of Human Resources, may approve reorganizations that include creating new positions that replace existing positions, transferring positions within and across departments, and reclassifying positions. The Department of Human Resources will review proposed reorganizations including any change to position function, job description, title, and grade. The Director of Human Resources will then make a recommendation to the County Administrator. The County Administrator is authorized to create, abolish, transfer and modify positions and functions within and across departments, provided that no net new full-time positions are added to the approved position complement and sufficient funding exists within the approved budget for that fiscal year. In the event a reorganization requires an appropriation of additional funds or results in a net increase of approved full-time positions to the approved position complement, the reorganization will require approval from the Board of County Commissioners. The County Administrator will notify the Board of County Commissioners of all reorganizations that include the transferring of positions and/or functions between departments.