DESCRIBING JOB CONTENT HOW TO WRITE CLASS SPECIFICATIONS

DESCRIBING JOB CONTENT: HOW TO WRITE CLASS SPECIFICATIONS A Guide for State Agencies 1993 Edition TABLE OF CONTENTS PAGE I. Introduction to Writing Class Specifications Defines and explains Class Title, Kind of Work, and Nature and Purpose Statements II. Writing Examples of Work and Work Behavior Statements Describes the format and content of Examples of Work III. Work Behavior Statement Examples Examples of work behavior statements from different Jobs - Dishwasher, Civil Engineer, LPN, Job Analyst, and Unemployment Insurance Specialist IV. Writing Knowledge, Skill and Ability (KSA) Statements V. Legal/Licensure Requirements VI. Special Work Conditions 9 10 11 8 6 1 APPENDICES CLASS SPECIFICATION FORMAT.........................................................................................1 OCCUPATIONAL CATEGORIES ............................................................................................2 ACTION WORD DEFINTIONS ................................................................................................3 WORK BEHAVIOR/KSA DERIVATION FORM ....................................................................4 I. Introduction to Writing Class Specifications The primary purpose of the class specification is to define the class and differentiate it from other classifications. Its primary function is classification decision making, rather than public information. Class specifications are intended to be descriptive and explanatory, showing typical work assignments of positions appropriately placed in the class. Because of their natural limitations, they should be used in their entirety and in relation to all other specifications contained in the classification plan. Particular examples of work should not be isolated and treated as the full definition of that particular category of work nor used as the basis for position allocation decisions. The class specification format used in Minnesota state government consists of the following sections: Class Title Kind of Work Nature and Purpose Examples of Work Knowledges, Skills and Abilities Required Two additional sections may be added: Legal/Licensure Requirements Special Work Conditions Class Code and Bargaining Unit will appear at the top right hand corner and establishment, revision, title change dates, and former title will appear at the end. Class Title The class title should capture what is most important about a class by indicating the basic field of work (such as accounting, engineering, typing) and the primary role of the incumbents (such as supervisor, manager, technician). Generally, a class title should be: • • • • • Descriptive Brief Consistent with existing title structure. Communicate to the public a proper impression of the work performed. Gender neutral. Examples of these criteria: 1) Account Clerk Supervisor. This title is descriptive, brief, consistent with series ordering practice, and appropriately communicates work performed. 2) Parks Worker; General Repair Worker. These titles fit the first 4 criteria and are neutral with regard to gender typing. staffing/classif/wrtgspec -1- Do not include the agency name in the title unless the work of the class is clearly unique to that agency. Kind of Work This section of the class specification contains one phrase identifying the kind of work of the class, and may contain a reference to level of work. The purpose of this phrase is to categorize the work appropriately using standardized vocabulary. The following guidelines are recommended: • Identify the broad occupational category to which the class belongs. The commonly used categories are: Managerial, Professional, Para-professional/Technical, Office/Clerical, Craft (skilled), Operative (semi-skilled), Laborer (unskilled), and Service. A description and examples of these categories are found in Appendix 2. Indicate if the class is supervisory or leadwork. Definitions of these roles are also found in Appendix 2. Include the occupational field such as labor relations work or civil, electrical, mechanical or environmental engineering work. Include a reference to equipment operation which is primary to the work of the class, but not if it is evident from the class title. Exclude reference to the specific location of the class unless it is unique to one location or essential for understanding the work of the class. Avoid the use of subjective, non-standard modifiers such as complex, difficult, responsible, highly responsible. The Examples of Work section will be sufficiently complete to define the work of the class. Because of the size and complexity of Minnesota’s classification system, various "level" designation schemes have been used. Terms such as entry, senior, journey, advanced, have been applied. For most classes, level need not be indicated in this section because the illustrative work behavior statements or the title itself will make this evident. "Level" terms are added only to classes in a series where promotion in the position would normally be anticipated. If a level term is added, insert it as the first term of the Kind of Work phrase using the following words. Two Levels in a Series Entry Senior Three Levels in a Series Entry Intermediate Senior Four Levels in a Series Entry Intermediate Senior Principal (includes lead and consultative) • • • • • • • • staffing/classif/wrtgspec -2- The term "advanced" may be applied to professional classifications if the incumbents are recognized technical experts in a field with statewide impact. • When the class represents a B schedule occupational category; Craft (skilled), Operatives (semi-skilled), Laborers (unskilled), always include the parenthetical skill level. No further level term is required. Examples of Kind of Work Statements CLASS TITLE ACCOUNTING OFFICER INAPPROPRIATE Responsible professional accounting work APPROPRIATE Professional accounting work ACCOUNTING SUPERVISOR, PRINCIPAL Highly difficult and responsible Professional supervisory fiscal management and accounting work accounting work Responsible and complex operation of a heating or electric plant Advanced and highly independent clerical work Entry level production operation of word processing equipment Craft (skilled) work in a high pressure steam heating or electric plant Clerical work STATIONARY ENGINEER CLERK 3 WORD PROCESSING OPERATOR 1 Entry clerical production operation work Nature and Purpose This section of the class specification begins with a concise, single sentence to introduce the level of supervision or control over the work of the class. It summarizes the nature of the work and its purpose. The phrase, "performs related work as required", ends the section. This section of the class specification is also used to: • • Differentiate this class from other classes (this class differs from X because of ...). Identify essential allocation criteria. For example, directs all aspects of a state agency’s information system... within a small to medium size agency with a mini to mainframe or equivalent (e.g., large microcomputing network) hardware environment and predominantly fourth generation language software; vendors and consultants principally provide technical know-how. staffing/classif/wrtgspec -3- Nature of Work Nature of Work section of the class specification includes a phrase indicating the degree of control or supervision received and a description of major functions. Standard terms delineating level of control or supervision received are used in beginning the sentence. Supervision: Use of the word "supervision" indicates a greater amount of control is exercised over positions in that class than for positions in a class using the word "direction" in the definition. Supervision levels are differentiated by the specificity and application to the technical and administrative details of work assignments. Three standard levels of supervision are used: • Immediate supervision means an employee in the class works under close supervision where the work assignments are well-detailed and well-prescribed by the superior. Little opportunity exists to exercise personal initiative, discretion, or judgment. The employee is held responsible only for the accurate and proper application of the steps of the well-established work process. General supervision means an employee in this class under fairly close supervision administratively, but the worker is given some latitude technically. The assignments and objectives are prescribed, but the methods are not typically reviewed nor controlled while the work is in progress. The employee is expected to take the initiative in solving most problems of detail, except those which are new or unusually complex in nature. Limited supervision provides considerable freedom from both technical and administrative oversight while the work is in progress. In addition to the previously mentioned conditions of general supervision, the employee has: freedom from control over the sequence of assignments, a substantial degree of responsibility for determining what shall be done next, and a substantial degree of independence in planning and organizing the employee’s own work. • • Direction: The term "direction" is used whenever a greater degree of administrative freedom and no technical control are exercised over a position. Direction is recognized by its generality and the application of control solely to the administrative aspects of work performance. Such functions as planning and organizing the details of work and directing the methods to produce a given result are in the hands of the employee. The employee is expected to meet new or unusually complex situations without technical guidance other than that offered by general statements regarding program objectives, policy, and planning. • Administrative direction frees employees from active technical control in planning and carrying out work responsibilities. Control is exercised managerially only where matters such as policy development and coordination, intermediate/long range planning, and budgeting and expending of funds are involved. The employee reports periodically to a supervisor, usually by means of conferences, to discuss work progress or new problems which require advice of an administrative nature. General direction gives employees technical and administrative freedom to plan, develop, and organize all phases of the work necessary for its completion within broad program guidelines. Generally employees can develop and utilize any procedures and methods which do not conflict with major organizational goals and policies. Control is exercised managerially only where matters of broad policy development and advocacy, long-range planning, budgeting of funds, and so on, are involved. Actual contact with a superior is rather limited in terms of frequency and matters covered, when compared to the total scope of the employee’s duties and responsibilities. • staffing/classif/wrtgspec -4- After selecting the appropriate supervision or direction level for the class, begin the sentence as follows: Under general supervision, . . . OR Under administrative direction, . . . Following this phrase, state the major occupational functions as a summary of the typical work performed in the class. Select a few words to describe the major characteristics of work, rather than merely repeating a work example. Under general supervision, performs servicing and mechanical repair work on automatic equipment, . . . Under administrative direction, supervises subordinates who plan, deliver and monitor income maintenance programs and establish goals, policies and timetables, . . . Purpose of Work Next, add the overall purpose of the work in the class is added. The complete Nature and Purpose statement including the phrase "performs related work as required" would appear as follows: Under general supervision, performs servicing and mechanical repair work on automatic equipment, to maintain the operational status of a vehicle fleet; performs related work as required. Under administrative direction, supervises subordinates who plan, deliver and monitor income maintenance programs and establishes goals, policies and timetables, so that program execution is coordinated and in compliance with state and federal government laws and rules; performs related work as required. staffing/classif/wrtgspec -5- II. Writing Examples of Work and Work Behavior Statements This section’s purpose is to provide a set of work behavior statements illustrating the work performed by incumbents of positions in the class. The development of work behavior statements requires attention to each of four elements comprising the statement. The result is a set of complete work examples which provide a totally uninformed reader with a survey of the kind, scope, and variety of the work performed. The centrality of the work examples cannot be underestimated, both for defining the work of the class and as the source for knowledges, skills, and abilities required to perform the duties of positions in the class. To write a work behavior statement, one must capture what workers do. What workers do, they do in relation to data, people and things. When work behaviors are described in terms of what the worker does, we can say they are written in behavioral terms. The use of an established format helps keep this deceptively simple idea in mind. An adequate work behavior statement or Example of Work contains four parts: 1. WHAT is done or what action performed The statement begins with a present tense, action verb(s) that describes precisely WHAT physical or mental activity is being performed. If you cannot come up with an action verb that describes the action being performed, either break the activity down into the two or three most important behaviors and write a separate statement for each, or clarify by also listing the specific tasks which make up the work behavior. 2. TO WHOM OR WHAT (object of verb) The second part of the statement describes TO WHOM/TO WHAT the action is directed (e.g., writes reports, types letters, delivers packages). 3. WHY (to produce what result, product or expected output) The third part of the statement -- the WHY -- provides the reason for the action by describing the expected output. 4. HOW (using what tools, equipment, work aids, processes) Finally, the fourth part of the statement describes HOW the action is done. This part describes the tools, equipment, references, or other aids and materials used in the activity. It should also list any specific knowledges, skills or abilities required to perform the behavior that are not clearly implied in another part of the statement. In writing statements, brevity is a virtue -- conciseness with specificity is the goal. staffing/classif/wrtgspec -6- Example: WHY? TO PRODUCE WHAT? (EXPECTED OUTPUT) to determine eligibility for food stamps HOW? USING WHAT TOOLS EQUIPMENT, WORK AIDS, PROCESSES? -eligibility form -eligibility criteria in manual -interviewing techniques PERFORMS WHAT ACTION? (VERB) Asks questions, listens to, and records answers TO WHOM OR WHAT? (OBJECT OF VERB) of applicant Each statement should describe an important work activity. Describe behaviors which have a high impact on whether or how well the job is done, considering consequence of error, contribution to overall job success, frequency of performance, amount of time spent, and behaviors which differentiate the job from adjacent classifications within the same class series. Minor or relatively unimportant activities should not be described. Statements should describe work that produces an identifiable product or outcome. Break the job down into its major objectives, outcomes or responsibilities (i.e., reasons why management created the job) or activity areas. Then identify the key behaviors which are done to accomplish or carry out each objective, outcome or responsibility. Write an Example of Work for each one. How many Examples of Work are needed? Whatever number it takes to precisely describe the major activities the employee does. As activities become more abstract, fewer statements will be needed to describe the job; similarly, as activities become more specific, more will be needed. It’s the analyst’s obligation to determine the level that is meaningful to concisely describe the class in behavioral terms. Examples of Work need to be specific enough to derive the knowledges, skills and abilities necessary to perform the activity. The HOW/USING WHAT portion of the statement is the primary basis for this deduction. Each example should be easy to read and understand. The primary consideration is whether it is descriptive enough of the action performed to permit someone unfamiliar with the job to identify exactly what the employee does and to derive KSA’s? staffing/classif/wrtgspec -7- III. Work Behavior Statement Examples WHY? TO PRODUCE WHAT? (EXPECTED OUTPUT) to make them suitable for re-use HOW? USING WHAT TOOLS, EQUIPMENT, WORK AIDS, PROCESSES? using detergent solution and a scrub brush PERFORMS WHAT ACTION? (VERB) Job: Dishwasher Washes TO WHOM OR WHAT? (OBJECT) large pots & pans Job: Civil Engineer Inspects concrete and asphalt paving to ensure compliance with construction specifications by comparing visual observations with construction plans and specifications Job: LPN Administers minor medical treatments or medications (taking temperatures, treating minor cuts and bruises, giving aspirin or cough syrup) to correct resident’s minor health problems using knowledge of symptoms to determine need and following agency medical procedures Job: Job Analyst Explains task statement format to training to provide information for participants participants to write adequate task statements using overhead projector and transparency, four-column task worksheet, instructor’s notes, and knowledge of task statement writing requirements Job: Unemployment Insurance Specialist Evaluates written and oral employer unemployment insurance protests to determine if an error was by examining computer records and made documents in the employer and claimant’s file and by reviewing clerical, administrative and computer procedures used for the initial determination staffing/classif/wrtgspec -8- IV. Writing Knowledge, Skill and Ability (KSA) Statements Knowledges All knowledge statements should be operationally defined. This means that a typical knowledge statement begins with the phrase "Knowledge of . . . sufficient to . . . ," and ends with a description of the specific work behavior which requires the knowledge. Illustration: Not: Instead: Abilities Ability statements should be as specific to the Example of Work statements as possible. The ability should be mentioned and described in terms of how it is applied. Illustration: Not: Instead: Skills A skill differs from a knowledge or ability in that it involves a psychomotor ability. To the extent possible, skill statements should be quantified. Illustration: Not: Instead: Considerable skill in typing. Typing skill sufficient to complete 60 words per minute without errors. Ability to write reports. Writing ability sufficient to write narrative sections of job analysis reports and behavioral descriptions of work activities. Some knowledge of accounting. Knowledge of accounting sufficient to post simple journal entries into an "accounts receivable" book. Personal Characteristics "Personal characteristics" are job-related characteristics (usually personality or physical) which are not knowledges, skills or abilities. Illustrations: Interacts with individuals of widely divergent life styles; must be able to deal objectively with individuals whose attitude and behaviors are very different from the employee’s. Responds tactfully to complaints, charges and demands from hostile, often personally abusive individuals. Must be able to withstand the temptation to take advantage of frequent opportunities for unlawful or inappropriate financial gain. staffing/classif/wrtgspec -9- V. Legal/Licensure Requirements This section is used for those relatively few classes where legal requirements limit the practice of a profession or occupation to individuals who possess a specific license or certificate issued by the appropriate board or association. Use of this section should generally be reserved for situations where it is illegal to do the work described without possessing the license or registration listed. All requirements that do not "pass this test" should be eliminated from consideration for inclusion in this part of the specification. When providing licensure information, always include the official title of the license and the name of the issuing authority. staffing/classif/wrtgspec - 10 - VI. Special Work Conditions This section of the class specification is used in the few cases where there is a need to communicate certain unusual conditions of the work in a class. The condition must apply to virtually all positions in the class and it must be a factor used in determining compensation. This section may be needed when there are: • • Physical demands made of the worker such as agility, endurance or strength. Environmental conditions such as extreme temperatures, noise, or hazards. staffing/classif/wrtgspec - 11 - APPENDIX 1 Class Specification Format STATE OF MINNESOTA CLASS SPECIFICATION "CLASS TITLE" KIND OF WORK A phrase describing the broad occupational grouping (e.g., clerical, professional, para-professional) and specific occupational field (e.g., accounting, engineering, etc.) and, when appropriate, is preceeded by level within class series (e.g., entry, intermediate, senior, principal, or in unique cases, advanced). NATURE AND PURPOSE A phrase about the degree of supervision received, followed by a summary of the nature and purpose of the work performed, and ending with the phrase "performs related work as required" to emphasize other responsibilities which may and can be required of an incumbent by the supervisor or by the work itself. EXAMPLES OF WORK (A position may not include all the work examples given, nor does the list include all that may be assigned.) A set of illustrative statements describing work assignments/duties typically performed by positions allocated to the class. Each statement should be written in behavioral terms and should identify what action, on what or to whom, to produce or achieve what results or product, using what tools/equipment and material and processes. KNOWLEDGES, SKILLS, AND ABILITIES REQUIRED Identifies the knowledges, skills and abilities and personal characteristics necessary for full performance of the class’ work assignments/duties. LEGAL OR LICENSURE REQUIREMENTS (These must be met by all employees prior to attaining permanent status in the class.) Specifies any legally mandated license or registration required of employees in the class, or when a bona fide occupational qualification involving a human characteristic has been established by law or a court decision. Provide the statutory or judicial citation. SPECIAL WORK CONDITIONS Describes physical demands made of the worker such as strength, agility or endurance; and environmental conditions which make unusual demands on a worker such as extreme temperatures, noise hazards, or atmospheric conditions. EST. (mo./yr.): Rev. (mo./yr.): T.C. (mo./yr.): Former Title(s): Class Code: Barg. Unit(s): staffing/classif/wrtgspec - 12 - APPENDIX 2 Occupational Categories The terms described below are to be used in determining the broad occupational grouping for the "Kind of Work" section of the class specification. Managerial - means those positions having accountability for determining, securing, and allocating human, financial, and other resources needed to accomplish objectives. Higher level positions within this category are also accountable for determining overall objectives, priorities, and policies, as well as handling significant and involved relationships with governmental leadership in the procurement of resources. Incumbents of managerial positions customarily and regularily exercise discretionary powers. (Examples: heads of departments, divisions and programs, etc.). Professional - means any employee engaged in work predominantly intellectual and varied in character, as opposed to routine mental, manual, mechanical or physical work; involving the consistent exercise of discretion and judgement in the theoretical principles and techniques of a field of science or learning, however acquired, but customarily acquired by a prolonged course of specialized instruction and study in an institution of higher learning, as distinguished from a general secondary education, or technical post-secondary education such as an apprenticeship or training in the performance of routine mental, manual, or physical processees. (Examples: Accountants, Lawyers, Engineers, Social Workers, Research Analysts, Registered Nurses, etc.). Technical/Para-Professional - means those positions requiring a basic knowledge of the practice and procedures of a scientific or professional field. Work performed is normally supportive of a professional discipline, but does not require knowledge of the theoretical principles of the field. Some independence in judgement is normally required. Some positions in this category may require licensing or registration. (Examples: Computer Operators and Technicians, Engineering Aides, Electronics Technicians, Dental Hygienists, Personnel Aides, Library Technicians, License Practical Nurses, etc.). Office/Clerical - means those positions involving a wide variety of office skills needed to carry out office processes and procedures, such as keeping records, processing paperwork, operating office machines and handling communications. (Examples: Account Clerks, Typists, Stenographers, Cashiers, etc.). Craft (Skilled) - means those positions involved in manual work where the completion of formal apprenticeship, vocational school or equivalent training are normally required for successful work performance. Exercise considerable judgement in work. Usually special licensing is required. (Examples: Carpenters, Electricians, Mechanics, Plumbers, Stationary Engineers, Welders, etc.). Operative (Semi-Skilled) - means those positions performing manual work involving limited training and judgement. Generally work under close supervision and may include the operation of light trucks and vehicles or other machines and equipment. (Examples: Delivery Van Drivers, Laundry Assistants, Office Machine Repair Workers, Automobile Drivers, etc.). Laborer - means those positions performing unskilled manual work requiring no special training and usually done with clearly-defined procedures under class supervision or with specific directions, such as digging, loading or wrapping materials. (Examples: Laborers, General Repair Workers, Apprentices, etc.). staffing/classif/wrtgspec - 13 - Service - means those positions which attend to the personal rather than production needs of a particular client group or the general public. Positions in this category may provide personal and health care to residents of state institutions, or perform work in areas such as building maintenance, security, food service or inspection. Usually requires little or no prior training and experience. Service positions are distinguished from labor positions since such positions usually do not involve as much heavy work and most commonly work inside. (Examples: Cooks, Barbers, Janitors, Security Guards, Correctional Counselors, etc.). Leadwork - when leadwork is the essential requirement (the only reason) for allocation to a job class, the following definition applies: Under limited supervision, leadwork is the ongoing, daily responsibility to prioritize, schedule, assign, direct, guide and report on the work activities of other state employees so that the work is completed in an efficient and effective manner. This is accomplished by recommending to the supervisor or manager the allocation of human and financial resources; by distributing and reassigning work tasks to other state employees; by directing other state employees on daily work assignments; by instructing other state employees on how to complete their work tasks; by taking immediate remedial action to correct and improve their work; and by reporting on the quality, quantity and timeliness of work performance to the supervisor or manager. Supervisory - means those positions which are primarily involved with the human resource, accountable for getting things done through and with assigned personnel. This includes providing work direction and utilizing allotted resources in order to accomplish assignments. The significance of positions included in this category is that they have authority to perform or effectively recommend the following actions: hire, transfer, suspend, layoff, recall, promote, discharge, assign, reward, or discipline other employees or responsibility for directing them or adjusting their grievance. To be defined as a supervisor, positions need not perform all or a majority of these responsibilities. However, a substantial amount of time must be consumed by the activities described above. staffing/classif/wrtgspec - 14 - APPENDIX 3 Action Word Definitions The following words are valuable for identifying and defining the activities of a job. Through the use of concise terminology, it is possible to minimize ambiguity or misunderstanding relative to what is being done. It is not a complete list, however, and job description writers may find other suitable words. ACCOUNTS. ACQUIRES. ADAPTS. ADJUSTS. ADMINISTERS. ADOPTS. ADVISES. To furnish a justifying analysis or explanation. To buy or take possession of. To modify to suit or fit specific needs. To bring the parts of something to a true, more desirable, or effective position. To carry out or regulate organizational or program operations, policies, and procedures; to apply a remedy. To accept and use as one’s own. To provide, based on specialized knowledge and usually only on request, information, ideas, suggestions, or informed opinions which aid/support others in deciding on a course of action or making a decision. To endorse in an assertive and deliberate manner. To set aside money, property, power, or other resources for a particular individual/program, group of individuals/programs, or an organization. To distribute a share or portion for a specific purpose. To make different without changing into something else. To provide any form of distraction that contents the mind. To separate all or any part of something into its constituent parts for the purpose of identifying and examining relationships of the parts to one another and to other factors. To speak or write in reply to an inquiry. To put to use for a purpose. To officially designate. To give an expert judgment of worth or merit. To exercise final authority with regard to the acceptability of an action. To act with defined authority to resolve a dispute. To prepare for an event. To convene individuals out of common interest or purpose; to fit together with component parts of a structure or machine. To determine the exact value or extent prior to judging it or using it as the ground for a decision. To specify or designate tasks or duties to be performed by others. To examine accounts in a final, official sense to verify their correctness. To give permission for or to empower through vested authority. To confer or bestow for performance or quality. ADVOCATES. ALLOCATES. ALLOTS. ALTERS. AMUSES. ANALYZES. ANSWERS. APPLIES. APPOINTS. APPRAISES. APPROVES. ARBITRATES. ARRANGES. ASSEMBLES. ASSESSES. ASSIGNS. AUDITS. AUTHORIZES. AWARDS. BALANCES. BARGAINS. To arrange or prove so that the sum of one group equals the sum of another. To negotiate the terms of a sale, exchange, or other agreement. staffing/classif/wrtgspec - 15 - BATCHES. BUDGETS. To group into a quantity for a future operation. To plan a summary of probable expenditures and income for a given period. CALCULATES. CALIBRATES. CARRIES. CATEGORIZES. CERTIFIES. CHECKS. CIRCULATES. CLASSIFIES. CLEANS. CLIMBS. COACHES. CODES. COLLABORATES. COLLATES. COLLECTS. COMPARES. COMPILES. COMPOSES. COMPUTES. CONDENSES. CONFERS. CONFIRMS. CONSOLIDATES. CONSTRUCTS. CONSULTS. CONTROLS. CONVERTS. CONVEYS. COORDINATES. COPIES. CORRECTS. CORRELATES. CORRESPONDS. COUNSELS. To determine by mathematical or statistical processes. To check, adjust, or standardize the graduation of. To move something or someone from one place to another, using the hands. To group on the basis of a comparison of certain readily perceived characteristics and criteria. To officially endorse something in conformance with set standards. To compare with a source as to verify accuracy. To move from person to person or place to place. To arrange, distribute, or group facts/items according to common characteristics. To remove dirt or impurities; to prepare for cooking. To move progressively upward. To befriend and encourage individuals on a personal, caring basis. To translate words or figures into symbols (letters or numbers). To work jointly with. To assemble in proper numerical or logical sequence. To bring data or material together in a group or mass. To examine for the purpose of discovering similarities or differences. To place information or arrange material from other documents into a formalized order. To create by artistic labor. To determine by arithmetical processes. To shorten material without altering its meaning. To seek and compare views, opinions, and judgments with others through discussions. To assure the accuracy, consistency, or completeness of. To bring together; to combine several into one. To make or form by combining parts; to draw with suitable instruments and under specified conditions. To give expert/definitive professional advice. To evaluate, verify, regulate, and/or be informed about actions to the point of influencing or directing activities/functions toward conformance with plans or desired results. To alter the physical or chemical nature of something. To transfer by legal means ownership of property from one individual to another. To guide, regulate, or adjust the interrelated and interdependent activities of individuals or functions of a unit(s) to facilitate a common action and to attain a common purpose or goal. To reproduce an original. To eliminate error or defect. To establish a direct or inverse relationship. To communicate with others in writing. To provide advice, usually on one’s own initiative, in which a course of action is suggested or urged and some recourse of follow-up is implied. - 16 - staffing/classif/wrtgspec COUNTS. CREATES. To list or name, one by one, to find the total number of units involved. To bring into existence; to produce through imaginative skill. DEBATES. DECIDES. DEFENDS. DEFINES. DELEGATES. DELIBERATES. DELIVERS. DEMONSTRATES. DESCRIBES. DESIGNATES. DESIGNS. DESTROYS. DETECTS. DETERMINES. DEVELOPS. DEVISES. DIAGNOSES. DIGS. DIRECTS. DISBURSES. DISCIPLINES. DISCOVERS. DISCUSSES. DISMANTLES. DISPATCHES. DISPENSES. DISPLAYS. DISSEMINATES. DISTRIBUTES. DRAFTS. To discuss and argue a question formally, and usually in public. To make up one’s mind as to action, course, or judgment. To ward off something that actually threatens; to repel something that actually attacks. To determine and state the limits and nature of; to give the distinguishing characteristics of. To designate with authority another to perform tasks or duties which in turn may carry specific degrees of accountability and authority. To consider carefully and thoroughly a matter with abstract/complex variables to arrive at a conclusion. To carry something to an intended destination. To explain or make clear by using examples/experiments or showing the operations of. To give an account in words that create a visual image to the minds of others. To choose an incumbent or to detail a person to a certain post. To conceive, create, and execute the form or shape of a physical object or the method for doing something. To completely tear down, do away with, or bring to an end. To take notice of something by physical means (e.g., visual, tactile). To fix conclusively or authoritatively the course, character, functions, or scope of something. To expand or realize the potentialities of; to bring gradually to a fuller, greater, or better state. To form in the mind by new combinations or applications of ideas or principles; to invent. To identify a disease, malfunction, or cause of disorder by symptoms or distinguishing characteristics. To break and turn over or remove with a tool. To personally oversee, inspect, or guide the work of others, with responsibility for ensuring certain standards of performance are met. To pay out or distribute with authority. To penalize individuals or groups, whose behavior is contrary to existing regulations; to establish habits of self-control. To intentially search for and acquire or find something that already exists but is new to the discoverer. To exchange views to arrive at a better understanding. To take apart or raze; to remove furniture or equipment. To send off or out. To give a carefully weighed or measured portion to each of a group as a right or as to need. To show; to place before the view of others. To spread or disperse information or ideas. To deal out portions or spread about units among a number of recipients. To prepare papers or documents in preliminary form for clearance and approval by others. staffing/classif/wrtgspec - 17 - DRIVES. DUMPS. DUPLICATES. To start, stop, and control the movement or action of machines. To empty out or unload in a heap or mass. To make a copy or reproduction through the use of machinery. EDITS. ELABORATES. ELECTS. ELIMINATES. EMPLOYS. ENCOURAGES. ENDORSES. ENLISTS. ENTERS. ENTERTAINS. ESCORTS. ESTIMATES. EVALUATES. EXAMINES. EXCHANGES. EXERCISES. EXHIBITS. EXPERIMENTS. EXPLAINS. EXTRACTS. To correct spelling, faulty phrasing, and imperfect punctuation, and mark a manuscript to ready it for publication. To work out in detail; to give details. To vote for. To get rid of; to set aside as unimportant. To use or engage the service of; to provide a job with consideration. To inspire with spirit and hope. To support or recommend actively. To secure the support and aid of. To write down in a record, diary, log, or list; to make an entry of. To provide some activity or attraction that will give pleasure or relieve monotony or boredom. To accompany another or others to give protection or to watch over; to accompany as a courtesy or honor. To make a rough approximation of the size, extent, or value of. To judge reports, data, plans, or performances in relation to established goals, policies, and standards; to compare critically to a standard for suitability. To look over closely to determine the condition, quality, validity, or nature of. To give or take one thing in return for another. To train by drills and maneuvers in order to strengthen and develop. To put forward prominently or openly, either with the express intention or with the results of attracting other’s attention or inspection. To undertake an action to discover something not yet known or to demonstrate something known. To make clear or easier to understand that which appears vague, causeless, or inconsistent. To pull out by effort; to make a selection or quotation of; to determine by calculation. FABRICATES. FASTENS. FEEDS. FILES. FORECASTS. FORMULATES. To build by assembling; to manufacture. To make secure by locking, shutting, buttoning; to fix firmly in place. To move into a machine or opening in order to be used or processed; to furnish with something essential for growth and sustenance. To arrange in a methodical manner; to rub smooth or cut away with a tool. To predict or indicate a condition or event beforehand as a result of rational study of available data. To prepare mentally a rough plan, policy or procedure. staffing/classif/wrtgspec - 18 - GARNERS. GATHERS. GAUGES. GENERATES. GOVERNS. GRADES. GUARDS. GUIDES. To gather and store in a granary. To pick, pluck, and cull a crop. To assess a thing as authentic, good, or adequate or the degree it is so in relation to a standard measure or scale. To originate by a vital, chemical, or mechanical process. To exercise continuous sovereign authority over. To divide into groups based on ascending or descending order. To watch over to keep safe from any potential attack or harm. To show the way or approach by applying intimate knowledge or experience of the way or approach and of all its difficulties. HAULS. HIRES. HYPOTHESIZES. To move by pulling or drawing; to transport by vehicle. To engage the service of for a set sum. To form a tentative assumption to test its logical or empirical consequences. IDENTIFIES. ILLUSTRATES. IMPLEMENTS. IMPORTS. IMPROVES. INDEXES. INDICTS. INFORMS. INNOVATES. INSPECTS. INSTALLS. INSTRUCTS. INTERPRETS. INTERVIEWS. INVENTORIES. INVENTS. INVESTIGATES. ISSUES. ITEMIZES. To recognize, acknowledge, or establish based on the characteristics of. To make clear something which is difficult, abstract, or remote from experience especially to use pictures or sketches to make vivid or real what is being explained. To carry out or into effect a plan, program, or operation. To bring in from a foreign or external source. To correct or advance something by supplying what it lacks or wants. To classify information, usually by subject matter or name to facilitate reference. To bring legal charges against an individual or organization. To make known; to call attention to. To exercise creativity in introducing something new or in making changes. To search, through direct observations, for conditions such as errors, defects, flaws, or shortcomings. To establish in an indicated place, condition, or status; to set up for use in service. To impart knowledge systematically. To explain meanings or intentions, not immediately apparent to others, in light of individual judgment; to translate. To obtain facts or opinions through oral inquiry or examination. To catalog; to count and list; to make an itemized record of. To create; to think up or imagine. To make a methodical, searching inquiry into a situation. To put forth or to distribute officially. To enumerate one after another; to set or note down in detail. JOINS. JUDGES. JUSTIFIES. To bring or put together. To investigate and compare the evidence and merits of all issues in a case and decide where the truth lies. To prove or show to be right or reasonable in light of individual belief or facts. - 19 - staffing/classif/wrtgspec LEADS. LIFTS. LOADS. LOCATES. LUBRICATES. To guide or direct others on a course or in the direction of without final responsibility for results achieved. To use effort to overcome the force of gravity. To place in or on a means of conveyance. To search for and find. To apply a substance to machinery to reduce friction in operation. MANAGES. MANIPULATES. MANUFACTURES. MAPS. MATCHES. MEASURES. MEDIATES. MENDS. MIXES. MODIFIES. MONITORS. MOTIVATES. MOVES. To guide and coordinate worker activities and organizational or program policies, rules, practices, methods, and standards. To move, guide, or place objects or materials with skill and dexterity. To make or process raw material into a finished product. To make a survey of for the purpose of representation. To pair up or put into a set those items possessing equal or harmonizing attributes. To determine the quantity, mass, extent, or degree of in terms of a standard unit or fixed amount. To interpose with parties to reconcile them; to reconcile differences. To repair; to restore to soundness that which is broken or torn. To combine or blend particles, parts, or elements into one. To limit or restrict the meaning of; to make minor changes in. To watch, observe, or check for a specific purpose. To stimulate the active interest or desire within someone for something. To go or transport from one point to another. NEGOTIATES. NOTIFIES. NULLIFIES. To confer with others for the purpose of reaching agreement. To send a formal notice giving required or pertinent information. To make of no value or consequence; to cancel out. OBSERVES. OBTAINS. OPENS. OPERATES. ORGANIZES. ORIGINATES. OUTLINES. OVERHAULS. OVERSEES. To obtain data visually. To acquire or gain possession of. To make available for entry or passage. To start, stop, control, and adjust machinery or equipment. To take steps to set up the administrative structure or functions of an office or process. To bring into being; to initiate. To make a summary of the significant features of a subject. To make repairs, adjustments needed to restore to good working order. To watch, to monitor. PACKAGES. PERMITS. PERSUADES. PICKS UP. PLANS. POSTS. staffing/classif/wrtgspec To wrap or box an item or group of items. To consent to; to authorize. To induce others by argument or entreaty to accept a belief or position; to prevail upon others to take a course of action. To collect or lift an object or material. To devise a detailed means of course of action for attaining an objective/goal. To transfer or carry information from one record to another; to display prominently. - 20 - PREDICTS. PRESCRIBES. PRESENTS. PRESERVES. PREVENTS. PROCURES. PRODUCES. PROGRAMS. PROMOTES. PROOFREADS. PROPOSES. PULLS. PURCHASES. PUSHES. To foretell on the basis of observation, experience, or scientific reason. To recommend medical treatment with authority. To lay as a charge before the court; to offer for view. To keep safe; to protect; to keep free from decay. To stop something from occurring; to take advance measures against. To obtain possession of. To grow; to make, bear, or yield something. To arrange or work out a sequence of operations to be performed by equipment or machinery. To advance to a higher level or position; to foster the growth or development of. To read copy of a printer’s proof against the original manuscript. To formulate and suggest for adoption. To cause to move in the direction toward the source of the force. To buy or procure by committing funds. To use force upon an object to move it away from the source of the force. QUANTIFIES. QUESTIONS. To determine or express the amount of. To interrogate; to inquire. RANKS. RATES. REAPS. REBUILDS. RECOMMENDS. RECONCILES. RECORDS. REDUCES. REFERS. REFINES. REGISTERS. REGULATES. REINFORCES. REJECTS. RELEASES. REMITS. REPAIRS. REPLACES. REPORTS. REPRESENTS. RESCINDS. RESCUES. RESEARCHES. RESOLVES. RETRIEVES. staffing/classif/wrtgspec To determine or assign the relative importance of data, people, or things. To determine the rank of in relation to others of the same kind. To cut grain and pulse for harvest. To make extensive structural repairs. To suggest and support for adoption a course of action. To adjust; to make congruous; to seek agreement. To set down in writing; to preserve in some permanent form. To narrow down; to diminish in size or amount. To send or direct for aid, treatment, information, or decision. To free from impurities, imperfections, or vulgarities; to make more polished. To enter in a record or list officially. To order or restrain by rule, method, or established mode. To strengthen with additional forces. To refuse to hear, receive, or admit. To permit the publication or dissemination of. To send money in payment of. To put into good or fitting order something that is injured. To provide a substitute for something now lost, gone, or worn out. To give an account, in detail, of facts and figures. To foster general interest in, through speeches, and consultation and contacts with individuals, groups, and constituencies. To make void; to repeal; to abrogate a contract by restoring preexisting conditions. To free a person or animal from imminent danger by prompt or vigorous action. To perform a systematic, critical, intensive investigation directed toward development of new or fuller knowledge of the topic or issue studied. To decide to do or refrain from doing something; to take remedial action. To recover from a location where previously placed, set, or thrown. - 21 - REVIEWS. REVISES. REWARDS. To consider or to reexamine results for the purpose of giving an opinion or approval. To rework in order to correct or improve; to make a new, improved, or up-to-date version. To give something in recompense for worthy behavior. SALVAGES. SCANS. SCHEDULES. SCORES. SCREENS. SEALS. SEARCHES. SELECTS. SELLS. SENDS. SERVES. SERVICES. SMELLS. SOLICITS. SOLVES. SORTS. STACKS. STORES. STUDIES. SUBMITS. SUGGESTS. SUMMARIZES. SUPPLIES. SURVEYS. SYNTHESIZES. SYSTEMATIZES. To rescue or save (as from wreckage or ruin). To survey from point to point in a cursory manner. To plan a timetable; to set specific time for. To assign a numerical evaluation. To examine for the purpose of separating one group. To secure the contents of by closing with adhesive. To systematically look over and through for the purpose of finding an item. To decide on one, or a few from several possibilities. To give up property to another for money or other valuable consideration. To dispatch by a means of communication; to convey. To attend to the personal needs or requests of people. To make fit for use by providing maintenance, supplies, repairs, or installation. To acquire and examine the odor or scent with the nose. To approach with a request or plea; to strongly urge. To answer a question or work out a problem. To group or categorize according to systematic relations or common characteristics; to put in a definite place or rank according to kind, class, or other category. To load or arrange in a somewhat orderly heap or pile. To put away for future use; to deposit or receive for safe keeping. To contemplate; to learn all the possibilities, applications, variations, or relations of a subject before making plans and/or taking action. To present for the decision, judgment, or information of others. To direct attention to something for consideration. To present in a concise and compact manner. To provide space, equipment, material, and other non-financial resources. To look at or consider in a general or comprehensive way; to determine the location, form, or boundaries of by measuring the lines and angles. To compose or combine parts or elements in order to form a whole. To arrange or make by the use of a method or orderly planning. TABULATES. TEACHES. TENDS. TESTIFIES. TESTS. TOTALS. TRACES. TRADES. staffing/classif/wrtgspec To put in table form; to set up in columns, rows. To apply a guided process of assigned work, discipline, direct study, and the presentation of examples to increase the general knowledge of another person. To start, stop, and monitor the functioning of machinery and equipment. To provide oral or written testimony on facts known. To put a thing to decisive proof by thorough examination under controlled conditions. To add up; to compute. To copy as a drawing. To give in exchange for another commodity; to make a purchase. - 22 - TRAINS. TRANSACTS. TRANSCRIBES. TRANSFERS. TRANSLATES. TRANSMITS. TREATS. TURNS. TUTORS. TYPES. To develop a particular faculty or skill in others to bring them up to a predetermined standard of work performance. To carry on or handle business in accordance with a prescribed procedure. To transfer data from one form of record to another or from one method of preparation to another, without changing the nature of the data. To change from one mode of conveyance to another, or from one depository to another. To turn into one’s own or another language. To transfer or send out a signal either by radio waves or over a wire. To give medical or surgical care; to subject to chemical action. To make to rotate or revolve; to cause to move around so as to effect a desired end (as locking, opening, shutting). To instruct on an individual basis and in a special subject or for a particular occasion or purpose. To write with a typewriter. UPDATES. USHERS. To make current with most recent facts, methods, or ideas. To guide to a particular place. WASHES. WAXES. WEIGHS. WRITES. To clean by means of water and/or other substances by dipping, tumbling, or scrubbing. To rub, polish, cover, smear, or treat with a sealing substance. To determine the heaviness of an object. To set down letters, words, sentences, or figures on paper or other suitable material. staffing/classif/wrtgspec - 23 - Action Word Definition Supplement Ambiguous "Action" Words Below is a short list of imprecise "action" words, which always call for further clarification and supporting details before they could possibly serve as the means to describe work behaviors. While these words may satisfactorily serve the purposes of generalized or appropriate descriptions/ definitions of work, they should not be used in describing practically any work behavior. Accepts. Accompanies. Accomplishes. Acts for/as. Aids. Appears (before a group). Ascertains. Assists. Assumes responsibility for. Assures. Attends. Briefs. Carries out (instructions). Communicates. Conducts. Cooperates. Effects. Endorses (an idea). Enforces. Engages in. Ensures. Establishes. Executes (an action). Facilitates. Follows (instructions). Follows-up. Functions as. Furnishes. Gives. Handles. Helps. In cooperation with. Initiates. Institutes. Insures. Interacts. Interfaces. Is in charge of. Is available for. Is responsible for. Keeps abreast of. Keeps records. Keeps staff informed of. Maintains. Makes. May (perform, serve, etc.). Orientates. Participates. Performs. Prepares. Processes. Provides. Receives. Relates. Replies to. Responds to. Requests. Requires. Secures. Sees that. Serves as (in a functional role). Supervises. Supports (someone). Takes necessary action. Talks. Understands. Uses. Utilizes. Verifies. Visits. Works with. Please note that some of these words if used in an appropriate context may be acceptable action words, i.e., "Endorses a check . . .". staffing/classif/wrtgspec - 24 - APPENDIX 4 CLASS TITLE: Work Behavior/KSA Derivation Form The worker performs what action: ______________________________________ (verb) On what or to whom: ___________________________________________________________________ (object of verb) ___________________________________________________________________ ___________________________________________________________________ (to produce or achieve what results or product) ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ (using what tools, equipment and materials) ___________________________________________________________________ ___________________________________________________________________ Why: How: Under what instructions or guidance: ___________________________________________________________________ (e.g., under what kind of supervision or review) KNOWLEDGES: ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ SKILLS: ___________________________________________________________________ ___________________________________________________________________ ABILITIES: ___________________________________________________________________ ___________________________________________________________________ Rate each KSA. At hire are these KSA’s: (1) Essential (2) Desirable (3) Not necessary KSA’s required to perform or to learn to perform this behavior. staffing/classif/wrtgspec - 25 - SPECIAL WORK CONDITIONS: A. Any physical effort which is strenuous or out of the ordinary? (Be specific, weights, etc.) _______________________________________________________________ _______________________________________________________________ _______________________________________________________________ B. Any environmental conditions (weather, travel, etc.)? ____________________ _______________________________________________________________ _______________________________________________________________ _______________________________________________________________ C. Any potential physical hazards? (How predictable and controllable?) _______________________________________________________________ _______________________________________________________________ _______________________________________________________________ staffing/classif/wrtgspec - 26 -