PAQ 04/Jan 06

POSITION ASSIGNMENT QUESTIONNAIRE (PAQ) MANAGER (MANAGER CATEGORY) POSITION
General Instructions: This PAQ must be filled out if a Manager position if being requested. This PAQ should be completed by the incumbent and the immediate supervisor. The immediate supervising manager above this position should complete this PAQ if the position is vacant or if this is a request for a new position. Note: use PAQ 02 if this position is an individual contributor or first line supervisor position.

Section 1: INITIAL INFORMATION (to be completed by Agency HR Personnel)
Agency: HR contact: Requested by supervisor/manager: HR tel number: Agency code: HR e-mail address: Telephone number: Perm #:

TOOL #: Current Classification (if TOG indicate role): Basic Operational Advanced : Requested Manager Category: Current Working Title: Incumbent’s Name:

Field of Work (FOW) code: Proposed Working Title:

Job Class Code:

Section 2: MANAGER VS. INDIVIDUAL CONTRIBUTOR CHECKLIST (to be completed
by incumbent/supervising manager)

A manager is held accountable for the allocation of resources to achieve specific program or function goals, objectives and performance measures. Managers establish the goals, policies, procedures, rules, task assignments, determine classification of staff to be employed, and other elements necessary to produce/provide the products and/or services that are required as part of the agency’s overall mission. Managers are accountable for the success of the program/function in meeting stated goals and objectives within their scope of responsibility and latitude and are responsible for the budgetary resources required to achieve success in the areas managed. Based on the description above, is this position a manager? (place “X” by correct answer) ______ Yes _____ No If “No,” do NOT use this PAQ form to document this position. Use the Technical Occupation Group PAQ form, PAQ 02.

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Section 3: SUPERVISION (to be completed by incumbent/supervising manager) Does this position supervise 2 or more positions (including responsibility for performance evaluations)? (place “X” by correct answer): ______ Yes ______ No – If “No”, is the position directly responsible for external employees through contracts, including the ability to terminate the contract for failure to perform? (if work direction or administrative oversight only, do not answer “yes” - place “X” by correct answer ): ______ Yes ______ No – if “No” – do NOT use this PAQ form to document this position. Use the Technical Occupation Group PAQ form, PAQ 02. If yes, list all positions directly supervised by this position. MC/TOG Title and Role TOOL # Perm Org # Level # of Positions Supervised by this position:

Note: To add more rows, place curser on last row, click on “table, “insert” “rows below”. Section 4: RECLASS JUSTIFICATION (SKIP IF CREATING A NEW POSITION) (to be

completed by incumbent/supervising manager)

If this is a reclassification request, why is it necessary to change the job duties? (If the job duties are NOT changing, but the agency believes the position is currently misclassified, please indicate that here.)

Section 5: GENERAL PURPOSE OF THIS MANAGER POSITION (to be completed by
incumbent/supervising manager)

Provide a brief summary statement explaining the general purpose of this position. Details on each program/function or area managed is requested in Section 7.

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Section

6:

POSITION

TASKS/ACTIVITIES by this

BREAKDOWN position in the

(to

be

completed

by

incumbent/supervising manager)

Major Tasks/Activities performed program/functions managed: Task/Activity: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12.

management

of % of Time Spent

ALL

Note: To add more rows for additional tasks, place curser on last row, click on “table, “insert” “rows below”. Section 7: MAJOR SERVICES/PROGRAMS/FUNCTIONS THIS POSITION IS ESTABLISHED TO MANAGE: (to be completed by incumbent/supervising manager) Instructions/Guidance: Each manager position exists to achieve specific objectives or outcomes in the delivery of services or programs for state government. In the Program description sections below, list the major programs, functions or services the position is established to manage and the outcomes or objectives it is expected to achieve. Typically, the major program or functional areas of responsibility of a management position can be consolidated into 1 to 4 job assignments. The number of “programs” does not matter – it is the scope, diversity and complexity of the activities managed and the true accountability of the manager for outcomes to be achieved that impact job size and Manager Category level.

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USE OF PRE-ESTABLISHED DOCUMENTATION IN LIEU OF THIS SECTION: Established manager positions typically have clear program/function descriptions, objectives, etc. documented. These documents can be substituted for the information below, BUT ONLY TO THE EXTENT THEY PROVIDE THE REQUESTED INFORMATION, INCLUDING THE SPECIFIC ACCOUNTABILITY OF THIS POSITION. The program/function descriptions may be attached with any missing information completed below if this is more efficient for documentation purposes. Note: If you are having difficulty providing distinguishing descriptions, goals, objectives and performance measures for a specific “program,” or “function” it may actually be a subfunction of a larger program or function. Be sure to combine such “sub functions” into clear, major programs or functions that can be identified by specific objectives. Additional blank program/function area description forms can be found at the end of this document. To add additional areas, copy a blank descriptive section to a new page. You may also delete description areas if unused. PROGRAM/FUNCTIONAL AREA #1: Area Title: _________ A. Area #1 - Generally describe the product or service to be provided or outcome to be achieved:

How was the program/function established? _____Established by statute/rule/mandated federal/state guidelines _____Established by upper management _____Established by this position with upper management approval _____Established by this position independently with no management oversight B. Area #1 - Generally describe how this program or service is delivered to the groups/clients served:

How is the delivery method for the program/function established? _____Established by statute/rule/mandated federal/state guidelines _____Established by upper management _____Established by this position with upper management approval _____Established by this position independently with no management oversight C. Area #1 - Who is served by this program/service/function (identify the internal groups/external citizens, clients, etc.)?

Who establishes the population/clients to be served by this program/function? _____Established by statute/rule/mandated federal/state guidelines _____Established by upper management _____Established by this position with upper management approval _____Established by this position independently with no management oversight D. Area #1 - Goals/Objectives position is accountable to achieve – list in bullet style the goals that have been identified for this program/area (do not provide narrative description of program here – just specific goals):

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How are goals/objectives established? _____Established by statute/rule/mandated federal/state guidelines _____Established by upper management _____Established by this position with upper management approval _____Established by this position independently with no management oversight E. Area #1 - Performance Measures position is accountable to achieve for this program/function (provide any specific performance measures or standards that must be achieved by this position):

How are performance measures established? _____Established by statute/rule/mandated federal/state guidelines _____Established by upper management _____Established by this position with upper management approval _____Established by this position independently with no management oversight F. Area #1 - Resources dollars spent annually to achieve outcomes (other than staff – staff are documented in Section III): 1. Description of Resource (grant allocations to community service providers, flow-through federal grant money, equipment purchases, contracts, direct welfare provided to citizens, etc.): 2. $ Amount 3. Actual approval of spending provided by (indicate a,b,c,d,e from list below or indicate other):

$ $ $ $ Use this list to answer “3” above - Who DECIDES how the dollars will be spent (exclude central budgetary review process)? a) Primarily established by statute/rule/ b) Primarily upper management c) Primarily decided by this position with upper management approval d) Primarily decided by this position independently with no oversight from manager e) Mandated federal/state grants, contracts, etc. (flow through funds)

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PROGRAM/FUNCTIONAL AREA #2: Area Title: _________ A. Area #2 - Generally describe the product or service to be provided or outcome to be achieved:

How was the program/function established? _____Established by statute/rule/mandated federal/state guidelines _____Established by upper management _____Established by this position with upper management approval _____Established by this position independently with no management oversight B. Area #2 - Generally describe how this program or service is delivered to the groups/clients served:

How is the delivery method for the program/function established? _____Established by statute/rule/mandated federal/state guidelines _____Established by upper management _____Established by this position with upper management approval _____Established by this position independently with no management oversight C. Area #2 - Who is served by this program/service/function (identify the internal groups/external citizens, clients, etc.)?

Who establishes the population/clients to be served by this program/function? _____Established by statute/rule/mandated federal/state guidelines _____Established by upper management _____Established by this position with upper management approval _____Established by this position independently with no management oversight D. Area #2 - Goals/Objectives position is accountable to achieve – list in bullet style the goals that have been identified for this program/area (do not provide narrative description of program here – just specific goals):

How are goals/objectives established? _____Established by statute/rule/mandated federal/state guidelines _____Established by upper management _____Established by this position with upper management approval _____Established by this position independently with no management oversight E. Area #2 - Performance Measures position is accountable to achieve for this program/function (provide any specific performance measures or standards that must be achieved by this position):

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How are performance measures established? _____Established by statute/rule/mandated federal/state guidelines _____Established by upper management _____Established by this position with upper management approval _____Established by this position independently with no management oversight F. Area #2 - Resources dollars spent annually to achieve outcomes (other than staff – staff are documented in Section III): 1. Description of Resource (grant allocations to community service providers, flow-through federal grant money, equipment purchases, contracts, direct welfare provided to citizens, etc.): 2. $ Amount 3. Actual approval of spending provided by (indicate a,b,c,d,e from list below or indicate other):

$ $ $ $ Use this list to answer “3” above - Who DECIDES how the dollars will be spent (exclude central budgetary review process)? a) Primarily established by statute/rule/mandated federal/state guidelines b) Primarily upper management c) Primarily decided by this position with upper management approval d) Primarily decided by this position independently with no oversight from manager e) Mandated federal/state grants, contracts, etc. (flow through funds)

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Section 8: PROBLEM-SOLVING (to be completed by incumbent/supervising manager) Describe the most challenging aspects of this position – what are the toughest problems or decisions that must be dealt with on a regular basis?

Section 9: ADDITIONAL COMMENTS (to be completed by incumbent/supervising manager)

Section 10: EMPLOYEE/PREPARER SIGNATURES: I certify that the entries herein are, to the best of my knowledge, accurate and complete. Please Print Date: Employee’s Employee’s Name: Signature: If prepared by an individual other than the incumbent, please complete: Preparer’s Preparer’s Signature: Preparer’s Title: Name:

Section 11: MANAGER REVIEW (must be completed by the direct supervising manager of the
position):

What is the most important job assignment (product or service) produced by this position?

Additional Comments:

Job Related Qualifications: Provide the JRQs required for a fully functioning (100% compa-ratio) candidate upon hire. You may attach actual Job Order form if available. DO NOT GIVE MINIMUM QUALIFICATIONS – GIVE FULL PERFORMANCE QUALIFICATIONS: Education – Specific Degree or level of education required: License/certification/registration/specialized training required: Experience: Type of Experience: Management Experience in: Non-management Experience in: Supervisory Experience in: TOTAL Experience: Years Number of Years:

Please Name:

Print

Supervising.

Manager’s Title:

MC Position Assignment Questionnaire - Page 9 TOOL # of supervising manager.position: I certify that the entries herein are accurate and complete except as noted in the comments above: Manager’s Signature: Date:

MC Position Assignment Questionnaire - Page 10 ADDITIONAL PROGRAM/FUNCTION AREA DESCRIPTION FORMS TO BE USED IF NEEDED: PROGRAM/FUNCTIONAL AREA #3: Area Title: _________
A. Area #3 - Generally describe the product or service to be provided or outcome to be achieved:

How was the program/function established? _____Established by statute/rule/mandated federal/state guidelines _____Established by upper management _____Established by this position with upper management approval _____Established by this position independently with no management oversight B. Area #3 - Generally describe how this program or service is delivered to the groups/clients served:

How is the delivery method for the program/function established? _____Established by statute/rule/mandated federal/state guidelines _____Established by upper management _____Established by this position with upper management approval _____Established by this position independently with no management oversight C. Area #3 - Who is served by this program/service/function (identify the internal groups/external citizens, clients, etc.)?

Who establishes the population/clients to be served by this program/function? _____Established by statute/rule/mandated federal/state guidelines _____Established by upper management _____Established by this position with upper management approval _____Established by this position independently with no management oversight D. Area #3 - Goals/Objectives position is accountable to achieve – list in bullet style the goals that have been identified for this program/area (do not provide narrative description of program here – just specific goals):

How are goals/objectives established? _____Established by statute/rule/mandated federal/state guidelines _____Established by upper management _____Established by this position with upper management approval _____Established by this position independently with no management oversight E. Area #3 - Performance Measures position is accountable to achieve for this program/function (provide any specific performance measures or standards that must be achieved by this position):

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How are performance measures established? _____Established by statute/rule/mandated federal/state guidelines _____Established by upper management _____Established by this position with upper management approval _____Established by this position independently with no management oversight F. Area #3 - Resources dollars spent annually to achieve outcomes (other than staff – staff are documented in Section III):
1. Description of Resource (grant allocations to community service providers, flow-through federal grant money, equipment purchases, contracts, direct welfare provided to citizens, etc.): 2. $ Amount 3. Actual approval of spending provided by (indicate a,b,c,d,e from list below or indicate other):

$ $ $ $ Use this list to answer “3” above - Who DECIDES how the dollars will be spent (exclude central budgetary review process)?
a) b) c) d) e) Primarily established by statute/rule/mandated federal/state guidelines Primarily upper management Primarily decided by this position with upper management approval Primarily decided by this position independently with no oversight from manager Mandated federal/state grants, contracts, etc. (flow through funds)

MC Position Assignment Questionnaire - Page 12 PROGRAM/FUNCTIONAL AREA #4: Area Title: _________
A. Area #4 - Generally describe the product or service to be provided or outcome to be achieved:

How was the program/function established? _____Established by statute/rule/mandated federal/state guidelines _____Established by upper management _____Established by this position with upper management approval _____Established by this position independently with no management oversight B. Area #4 - Generally describe how this program or service is delivered to the groups/clients served:

How is the delivery method for the program/function established? _____Established by statute/rule/mandated federal/state guidelines _____Established by upper management _____Established by this position with upper management approval _____Established by this position independently with no management oversight C. Area #4 - Who is served by this program/service/function (identify the internal groups/external citizens, clients, etc.)?

Who establishes the population/clients to be served by this program/function? _____Established by statute/rule/mandated federal/state guidelines _____Established by upper management _____Established by this position with upper management approval _____Established by this position independently with no management oversight D. Area #4 - Goals/Objectives position is accountable to achieve – list in bullet style the goals that have been identified for this program/area (do not provide narrative description of program here – just specific goals):

How are goals/objectives established? _____Established by statute/rule/mandated federal/state guidelines _____Established by upper management _____Established by this position with upper management approval _____Established by this position independently with no management oversight E. Area #4 - Performance Measures position is accountable to achieve for this program/function (provide any specific performance measures or standards that must be achieved by this position):

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How are performance measures established? _____Established by statute/rule/mandated federal/state guidelines _____Established by upper management _____Established by this position with upper management approval _____Established by this position independently with no management oversight F. Area #4 - Resources dollars spent annually to achieve outcomes (other than staff – staff are documented in Section III):
1. Description of Resource (grant allocations to community service providers, flow-through federal grant money, equipment purchases, contracts, direct welfare provided to citizens, etc.): 2. $ Amount 3. Actual approval of spending provided by (indicate a,b,c,d,e from list below or indicate other):

$ $ $ $ Use this list to answer “3” above - Who DECIDES how the dollars will be spent (exclude central budgetary review process)?
a) b) c) d) e) Primarily established by statute/rule/mandated federal/state guideline Primarily upper management Primarily decided by this position with upper management approval Primarily decided by this position independently with no oversight from manager Mandated federal/state grants, contracts, etc. (flow through funds)