(a) General. The Civil Service Commission may initiate and make continuing audits, inspections and investigations of the positions, offices and departments. Any employee or any appointing authority, desiring to submit facts for consideration of the Commission shall be afforded reasonable opportunity to do so in writing. When the Commission finds that improper classifications of positions exist, it may reallocate any position to the appropriate classification as is necessary.
(b) Requests for Position Audits. Any classified employee of the City may request a review of the classification of his position. An appointing authority may request the Commission to review any position within his agency for the purpose of determining whether the position is properly classified.
The employee's written request shall include the employee's name, the name of employing department, the office address and the name of his immediate supervisor.
The appointing authority request shall include the name of the employee whose position is to be audited, the names of individuals to be interviewed, the name of the person to contact to arrange any on-site audit, and a current position description reflecting the duties currently being performed by the employee. A request from a department shall be signed by the appointing authority unless the appointing authority has provided the Commission with a letter designating the names of individuals authorized to sign for him.
(c) Audit Report Forms. Upon receipt of an employee request for a position audit, the Commission may forward audit forms for completion and, at the same time, notify the affected agency of the audit request. The notice shall include a request to the appointing authority for a position description reflecting the current duties and any comments concerning the duties of the position.
(d) Submission of Forms. The employee's audit report forms shall be returned to the Commission within ten days of receipt. The requested position description, comments and other forms shall be forwarded to the Commission by the appointing authority within ten days of receipt of the request.
If the audit forms have not been returned by the appointing authority within ten days, a second notice granting a five-day extension shall be sent to the appointing authority. If the second response is not answered, an on-site audit shall be scheduled.
(e) Audits Requested by Employees. Employee requests for position audits shall be processed by the Commission without an on-site audit unless a substantial conflict in submitted documentation is found. The Commission may resolve the conflict by requiring additional documentation or clarification. If the conflict is not clarified an on-site audit may be conducted.
(f) Audits Requested by Appointing Authorities. Appointing authority requests for position audits shall normally be scheduled for on-site audits.
(g) Determinations. The audit findings shall be premised upon the information and statements provided. The information and statements submitted shall be compared to the existing classification specifications. The classification which most accurately describes the duties performed shall be assigned to the position. The Commission may elect to develop a new classification if no current classification accurately reflects the duties and responsibilities of the position.
The duties shall substantially satisfy the function statement and the job duty ranks of the classification specification. Other factors, including the table of organization or comparable positions may be used to determine the classification of a position and to distinguish among classifications.
(h) On-Site Audits. At the time of an on-site audit, the employee, his immediate supervisor and other persons as deemed necessary by the Commission, shall be interviewed. If any party refuses to attend on-site audit interviews the Commission may render its decision on the information and documentation submitted.
(i) Examination of Current Duties. Position audits requested by an employee shall examine the duties currently performed. The audit report reflects the duties at the time of the audit.
(j) Cancellation of Audit Requests. Requests for audits shall be deemed canceled if:
(1) The party requesting the audit submits a written withdrawal of the request. Audit requests may be withdrawn any time until the final notice of classification is mailed;
(2) The employee requesting an audit fails to timely return the audit report form; or
(3) The appointing authority fails to submit a position description reflecting current duties, if the appointing authority requested the position audit.
(k) Implementation of Audit Findings. A position audit shall be deemed completed when the Commission sends written notification of the results to the employee and his appointing authority either by interdepartmental or United States mail.
(l) Effective Date. Whenever a position is reclassified by the Commission, the employee's classification shall be changed. The Commission shall give to the affected employee and to his appointing authority a written notice setting forth the proposed new classification. The effective date of such change shall be assigned by the Commission and shall be no more than thirty days after notification of such determination.
(m) Submission of Documents to Implement Classification Change. The documents necessary to implement a classification change shall be submitted by the appointing authority within thirty days after the notification of the determination, unless the appointing authority or the employee appeals the determination to the Commission.
(n) Appeal. The decision rendered by the Commission on positions in the classified service may be appealed to the Commission by the appointing authority or the employee. The appeal to the Commission shall be in accordance with the rules set forth in these rules.
(o) Effective Date After Appeal. Upon completion or review by the Commission, the effective date of the classification change shall be the date originally assigned by the Commission in its written notification.
(p) Audit Findings of a Lower Classification. If the results of a position audit indicate that a position would be properly allocated to a classification with a lower pay range assignment than the classification currently assigned, the Commission shall notify the appointing authority that the appointing authority shall select one of the following options to be initiated within thirty days of receipt of the notice:
(1) The employee shall be assigned duties which are commensurate with the current classification assigned;
(2) The employee shall be offered the opportunity to voluntarily accept a classification change to the lower classification (accompanied by a change in compensation);
(3) The employee shall be assigned another position having the same classification as the employee's current classification; or
(q) Audits of Positions of Incumbents Who Are Subject to Layoff or Displacement. Requests for audits of positions shall not be processed if the position is classified in a classification that is designated for calculation of retention points for purposes of a layoff or position abolishment under the provisions of Sections 157.88
to 157.99
. The date the lists of classifications are submitted to the Commission for verification of retention points shall be the date the requests for position audits are suspended.
(r) Effective Date of Amended Audit. If for any reason, the results of a position audit are amended, a corrective notice for a reclassification of a position shall be made and the effective date of the reclassification shall be the date indicated in the original letter of notification.
(s) Positions to Be Audited No More Than Once a Year. Requests for audits of a position, from either the incumbent or the appointing authority, may not be submitted more often than once a year.
(Ord. 92-1458. Passed 10-6-92.)