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Union comments on office workers class study

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    Union comments on office workers class study Union comments on office workers class study Presentation Transcript

    • 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 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.
    • 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
    • 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
    • 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
    • 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
    • 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
    • GENERAL COMMENTS—ALL COVERED CLASSIFICATIONS
      • Sampling Method
      • Allocation Guide
      • “Administrative Superior”
      • Dangerous or adverse conditions
    • 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
    • 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
    • “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
    • 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
    • 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
    • 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”
    • 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
    • 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”
    • 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
    • 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
    • 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
    • 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
    • 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
    • WORK GROUP 2: ADMINISTRATIVE SPECIALIST SERIES AND RELATED CLASSIFICATIONS
      • Administrative Specialist 1-2
      • Executive Support Specialist 1-2
    • 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
    • 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
    • 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
    • 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
    • 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”
    • 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