12-08-2025 - Agenda Packet City Council - Regular Meeting

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POSITION RECLASSIFICATION GUIDELINES AND PROCESS Purpose and Scope: The City of Orono is committed to maintaining a fair, consistent, and predictable position classification and compensation program for the benefit of all employees. While the City will take reasonable measures to ensure that all positions are accurately reflected in position descriptions and classification points and grades, there may be instances where a formal review of a specific position is warranted. The following information provides guidance related to the general classification methodology used by the City, formal review request eligibility criteria, and the reclassification process. Definitions: Classification Determination is the outcome of the analysis process that results in the allocation of a pay grade level to a position. Comparable position is comparable to the position under review in its functions, responsibilities and accountabilities, direct supervisor responsibilities, and/or organizational hierarchy and scope. Desk Audit is an opportunity for the incumbent to describe the duties and responsibilities of their position and provide illustrative examples. Direct supervisor is to whom an incumbent directly reports and completes the incumbent's annual performance evaluation. Incumbent is an employee who has been appointed to the position under review on a continuous basis or a fixed term. Job Analysis is the process used to measure the relative worth of positions within an organization at a point in time. Position Description (PD) is an approved City document which outlines the primary accountabilities and responsibilities of a position and the essential and desirable criteria required to undertake the position. Reclassification is a change in classification due to an up, down, or lateral pay grade change. Methodology: The City utilizes a formal methodology to conduct position analysis and classification and positions will be scored using a plan adapted from the Hay Method. The model assigned each position a score in the following categories (adapted from the State of Minnesota 2009 Hay Manual): Know -How, Problem Solving, Accountability, and Special Conditions. The following information provides a summary of factors and considerations used to apply this classification method. Know -How represents the knowledge, skills and abilities an employee needs to be successful in a particular job. The Hay evaluation method places the greatest emphasis on Know -How. Know -How is defined as an expert skill, information or body of knowledge that imparts an ability to cause a desired result. The Know -How category is the most heavily weighted category. If a position is more easily learned, the position will point toward the lower end of the scale. Know -How category is further divided into three parts: Depth and Breadth of Job -Specific Knowledge (aka Technical and Specialized Know -How and Job -Specific Knowledge); Integrating Know -How (aka Page 117 of 151 213