Union Comments on
DAS Office Worker
Classification Study
November 12, 2010
REVIEW OF PROCESS
 BACKGROUND
 Beginning in 2006, SEIU began Office Workers
Campaign to win selective salary increases f...
Who’s included?
 Student Office Worker
 Office Assistant 1-2
 Office Specialist 1-2
 Administrative Specialist 1-2
 L...
Classification Study
 DAS reviews job classifications to
determine whether current classification
system needs to be upda...
REVIEW AND COMMENT
PROCESS
 Regional meetings and rural webinar to
review process—August 2010
 Draft class specs and cov...
Work Group Meetings to Review
Draft Class Specs and Member Input
 Work Group 1—Office Assistant, Office Specialist
1-2, S...
Draft Comments
 Draft comments developed by SEIU research department
based on work of work group meetings
 Draft comment...
GENERAL COMMENTS—ALL
COVERED CLASSIFICATIONS
 Sampling Method
 Allocation Guide
 “Administrative Superior”
 Dangerous ...
Sampling Method
 Sampling method is inadequate
 Looks only at 10% of positions within each
agency
 90% of positions not...
Allocation Guide
 Union recommends developing an allocation guide similar to
what has been used for other classification ...
“Administrative Superior”
 Draft class specs for Executive Support
Specialist replace “administrative superior”
with “sup...
Dangerous or hazardous conditions
 Add reference in all clerical/technical class
specs that certain positions in the
clas...
WORK GROUP 1: OFFICE
ASSISTANT/OFFICE SPECIALIST AND
RELATED CLASSIFICATIONS
 General Comments
 New Format for OA/OS 1-2...
Office Assistant
 “Simple Repetitive Tasks”
 DAS recommends combining OA 1 and OA 2 into one class, Office
Assistant
 O...
Office Specialist 1
 Exercise of initiative and judgment
 Recommend retaining language from current
class specs about “e...
Office Specialist 2
 Administrative/technical duties
 Recommend retaining reference to “technical or minor
administrativ...
OS Duties not captured in Class Specs
 Examples of duties cited in questionnaire responses which
are not captured in draf...
Office Coordinator Positions
 Recommend retaining OC classification
 Study recommends eliminating the Office
Coordinator...
OC class spec needs to be revised and
updated
 Include reference to various additional
duties currently not reflected
 D...
Word Processing Tech 1-3/Legal
Secretary
 DAS proposes eliminating WPT series
 Work environment has changed significantl...
Other Work Group 1 Classifications
 Student Office Worker
 Data Entry Operator
 Data Entry Control Tech
 -No substanti...
WORK GROUP 2: ADMINISTRATIVE
SPECIALIST SERIES AND RELATED
CLASSIFICATIONS
Administrative Specialist 1-2
Executive Support...
Administrative Specialist 1-2
 “Interpret” vs. “Analyze”
 DAS draft class spec replaces “interpret” with
words used to d...
Administrative Specialist 1-2 (Continued)
 Information Technology duties
 Questionnaire responses and work group discuss...
Administrative Specialist 1-2 (Continued)
 Additional Duties and Responsibilities not
Captured in Draft Specs
 Confident...
Executive Support Specialist 1-2
 “ Confidential” Secretarial Support
 Current class spec refers to confidential
secreta...
WORK GROUP 3—PUBLIC
SERVICE REPRESENTATIVE 1-4
 “Interpret” vs. Analyze”
 As with AS 1-2, DAS draft specs replace “inter...
NEXT STEPS
 Submission of final Union comments to DAS—11/12/2010
 DAS considers Union comments; makes changes as it sees...
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Union comments on office workers class study

  1. 1. Union Comments on DAS Office Worker Classification Study November 12, 2010
  2. 2. REVIEW OF PROCESS  BACKGROUND  Beginning in 2006, SEIU began Office Workers Campaign to win selective salary increases for office workers.  2007-09 contract DAS agreed to provide SEIU with notice of when they would do a class study  2009-11 contract, SEIU won agreement that study would be competed in time for 2011-13 bargaining.
  3. 3. Who’s included?  Student Office Worker  Office Assistant 1-2  Office Specialist 1-2  Administrative Specialist 1-2  Legal Secretary  Executive Support Specialist 1-2  Public Service Representative 1-4  Data Entry Operator  Word Processing Technician 1-3  Office Coordinator  Executive Assistant  Data Entry Control Tech
  4. 4. Classification Study  DAS reviews job classifications to determine whether current classification system needs to be updated and/or revised.  Based on their review they may delete, add or revise classifications
  5. 5. REVIEW AND COMMENT PROCESS  Regional meetings and rural webinar to review process—August 2010  Draft class specs and cover memo received from DAS—9/10/2010  SEIU questionnaire and link to draft class specs posted to SEIU website—September 2010
  6. 6. Work Group Meetings to Review Draft Class Specs and Member Input  Work Group 1—Office Assistant, Office Specialist 1-2, Student Office Worker, Word Processing Tech 1-3, Data Entry Operator, Data Entry Control Tech—10/23/2010  Work Group 2—Admin Spec 1-2, Exec Support Spec 1-2, Legal Secretary, Office Coordinator— 10/18/2010  Work Group 3—Public Service Representative 1- 4—10/19/2010
  7. 7. Draft Comments  Draft comments developed by SEIU research department based on work of work group meetings  Draft comments E-mailed to work group members-11/5/2010  Conference call to review draft comments—11/9/2010  Draft comments revised as needed based on input from conference call  Presentation of draft comments to SEIU DAS bargaining team—11/10/2010  Submission of Union comments to DAS—11/12/2010
  8. 8. GENERAL COMMENTS—ALL COVERED CLASSIFICATIONS  Sampling Method  Allocation Guide  “Administrative Superior”  Dangerous or adverse conditions
  9. 9. Sampling Method  Sampling method is inadequate  Looks only at 10% of positions within each agency  90% of positions not considered  Clerical positions are too diverse to adequately capture with only 10% of positions
  10. 10. Allocation Guide  Union recommends developing an allocation guide similar to what has been used for other classification groups such as Program Analyst and Operations and Policy Analyst  More information explaining distinguishing features within and among classification series  Classification specifications are written in very general terms  Need specific examples from a wide range of agencies to understand intended meaning of general terms  Greater clarity for agencies, employees  Aid to employees and agencies in determining whether positions are correctly classified  Reduce likelihood of positions being improperly classified
  11. 11. “Administrative Superior”  Draft class specs for Executive Support Specialist replace “administrative superior” with “supervisor”  Recommend making the same change for other classifications using this term, e.g., Administrative Specialist 2
  12. 12. Dangerous or hazardous conditions  Add reference in all clerical/technical class specs that certain positions in the classifications may have to deal with dangerous or hazardous conditions on a regular basis  Examples—Oregon State Hospital and Oregon Youth Authority
  13. 13. WORK GROUP 1: OFFICE ASSISTANT/OFFICE SPECIALIST AND RELATED CLASSIFICATIONS  General Comments  New Format for OA/OS 1-2 Series omits several sections from current class specs  Relationship with others  Supervision received  Knowledge, skills, and abilities  Deleted information is helpful in correctly classifying positions  Recommend retaining current format
  14. 14. Office Assistant  “Simple Repetitive Tasks”  DAS recommends combining OA 1 and OA 2 into one class, Office Assistant  OA 1 is rarely used  Draft Office Assistant class spec combines wording from OA 1 and OA 2  Example: Reference to “simple, repetitive assignments  Phrase comes from current OA 1 class spec  Since OA 1 is not being used new spec should track current OA 2, rather than combining OA 1 and OA 2.  Basic knowledge of agency operations  Independent judgment  Draft spec says OAs have “few opportunities to exercise independent judgment  Recommend referring to “opportunity to learn to use independent judgment”
  15. 15. Office Specialist 1  Exercise of initiative and judgment  Recommend retaining language from current class specs about “exercise of initiative and judgment in distinguishing among variables and identifying applicable standards
  16. 16. Office Specialist 2  Administrative/technical duties  Recommend retaining reference to “technical or minor administrative-related duties” under “Series Concept” section of class spec  “Moderately difficult work”  Recommend replacing the term “moderately difficult work” with more concrete, less subjective term  Specialized program information  Draft class refers to “general understanding of specialized program information”  Recommend deleting “general”
  17. 17. OS Duties not captured in Class Specs  Examples of duties cited in questionnaire responses which are not captured in draft OS class specs  Conduct criminal background checks  Perform initial intake appointments with clients to assist them in applying for services  Compile information needed to determine eligibility decisions  Keep records of cash, check and credit card transactions for auditing purposes  Maintain office procedure manual and update as needed  Train and advise new staff in processes, procedures, and job duties  Database maintenance
  18. 18. Office Coordinator Positions  Recommend retaining OC classification  Study recommends eliminating the Office Coordinator classification  DAS memo states that “class performs same type and level of work as OS 2”  Union recommends retention of OC class  Fundamentally different from OS 2 class  Features of OC positions which distinguish them from OS 2 still apply
  19. 19. OC class spec needs to be revised and updated  Include reference to various additional duties currently not reflected  Delete outdated language, e.g., references to OUS  Revise draft OS class spec to delete new references to Office Coordinator positions
  20. 20. Word Processing Tech 1-3/Legal Secretary  DAS proposes eliminating WPT series  Work environment has changed significantly  WP duties found in all levels of clerical/technical work  Dedicated series no longer necessary  Union response  Agree with eliminating series  Some positions should be reclassified to Legal Secretaries  Also recommend replacing Legal Secretary with LS 1 and LS 2
  21. 21. Other Work Group 1 Classifications  Student Office Worker  Data Entry Operator  Data Entry Control Tech  -No substantive changes or employee comments on any of the above classes
  22. 22. WORK GROUP 2: ADMINISTRATIVE SPECIALIST SERIES AND RELATED CLASSIFICATIONS Administrative Specialist 1-2 Executive Support Specialist 1-2
  23. 23. Administrative Specialist 1-2  “Interpret” vs. “Analyze”  DAS draft class spec replaces “interpret” with words used to define “interpret”  Stated intent is to avoid confusion around the meaning of the term “interpret”  Comments recommend retaining “interpret” but including the definition of interpret.  Appropriate issue for discussion and explanation in an Allocation Guide
  24. 24. Administrative Specialist 1-2 (Continued)  Information Technology duties  Questionnaire responses and work group discussions indicate that many AS positions are performing Info Tech duties such as database and website maintenance.  Employees/positions whose primary duties are IT-related should be reclassified into ISS series  Employees for whom IT duties are important but not primary duty might be retained in AS series  Class specs should be revised to reflect some degree of IT duties  Hay pointing of clerical/technical classifications should take IT duties and responsibilities into account
  25. 25. Administrative Specialist 1-2 (Continued)  Additional Duties and Responsibilities not Captured in Draft Specs  Confidentiality  Training  Issuing Permits  Acting as liaison between agencies and the public or the legislature  Payroll-related duties
  26. 26. Executive Support Specialist 1-2  “ Confidential” Secretarial Support  Current class spec refers to confidential secretarial support  Draft class spec eliminates the word “confidential”  Preserving confidentiality is an important part of these positions so the word should be retained
  27. 27. WORK GROUP 3—PUBLIC SERVICE REPRESENTATIVE 1-4  “Interpret” vs. Analyze”  As with AS 1-2, DAS draft specs replace “interpret” with “analyze”  Replacement wording is not consistent with AS draft  Recommend retaining “interpret,” use wording consistent with recommendations for AS class spec  Use Allocation Guide to clarify and explain intended meaning of the word “interpret”
  28. 28. NEXT STEPS  Submission of final Union comments to DAS—11/12/2010  DAS considers Union comments; makes changes as it sees fit  DAS Central Evaluation Team meets to assign Hay Points to new/revised classifications  DAS Compensation Unit conducts market study to determine market rates for comparable classifications for private and public sector employers in the appropriate labor market.  Preliminary allocation of positions to new/revised classifications  Negotiation of salary ranges to occur during 2011 bargaining  Implementation of new/revised classifications—Probable date— 10/1/2011  Final allocation of positions to new/revised classifications  Opportunity for employees to contest agency allocation decisions through Article 81 appeals process

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