Position Analysis Questionnaire (PAQ) Guidelines

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1 Position Analysis Questionnaire (PAQ) Guidelines Employee This questionnaire is designed to be completed online by using a MS Word template. Read each section carefully before proceeding to fill out the questionnaire. The fields/blanks within the form will expand as information is typed to allow for additional writing space. Using the Tab Key to move through the PAQ is recommended. The purpose of the PAQ is to describe position attributes for the work assigned to a position. Please remember the PAQ is describing the position, not the person holding the position. Focus on the most important tasks and make statements complete, and accurate. Please provide descriptive information in sufficient detail to establish a clear understanding of the position. Please do not copy the current job classification description. It should clearly state the primary duties and responsibilities actually being performed today. Provides detailed information on the job being performed: job, education level required, type and years of experience, knowledge, skill and abilities. Select appropriate answers for certain questions and provide additional details when asked. Be certain the questionnaire is completed, signed and dated (electronically). Retain a copy for yourself. Attach PAQ and the completed PAQ to your supervisor (day to day work) for review. Supervisor/Manager Be certain the questionnaire is completed, signed and dated for filled positions. The direct supervisor/manager is the immediate supervisor over hiring, performance evaluations and day to day. If the position is vacant, please complete the PAQ for the vacant position, sign and date. Be sure to complete supervisor certification section (Section 15). Do not change any responses given by the employee, your detailed remarks are reflected in the supervisor section (Section 15). If the supervisor/manager disagrees with content, it should be stated in detail under Section 15 and should be reviewed with the employee prior to forwarding. Electronically sign/date PAQ; save and forward to the Director/VP for review. Director, Vice President, President Be certain the questionnaire is completed, signed and dated. Electronically sign/date PAQ. Instructions for Saving PAQ electronically Save and attach the completed PAQ to your by including the following: PAQ Employee Name Job Title Job Code Example: PAQ S Johnson Dir Bureau of Elections JC 0550 Page 1 of 11 HR Admin Compensation Position Analysis Questionnaire (PAQ) June 2015

2 1. POSITION INFORMATION Position Number: Department ID: Check one: Existing Position Vacant Position Department Name: Bureau of Elections Location(s): County Administration FTE: 1.00 (Full Time Equivalent) Job Title: Director Bureau of Elections Job Code: 0550 Salary Admin Plan: MAT Pay Grade: 19 Working Job Title: Elections Director If Different: Only if different than Job Code Title Is this a temporary reassignment? Yes No x Incumbent s Name: Mary Little Check one FLSA Status: Exempt Non-Exempt Supervisor s Name: John Smith Supervisor s Position Title: County Administrator 2. GENERAL SUMMARY Provide a brief (no more than 4 sentences) general summary of the primary purpose or function of this position. Think of how you would describe the position to someone new to the MCCCD. What is the position meant to accomplish and why does it exist? Under direction of the County Administrator, plans, organizes, supervises and manages the activities of the County Elections Department in compliance with applicable laws, ordinances, rules and regulations. Responsible for directing the day to day operations in the Elections Department. Oversees and manages all employees, supervises and coordinates all elections and voting machine warehouse, including equipment. Page 2 of 11 HR Admin Compensation Position Analysis Questionnaire (PAQ) June 2015

3 3. ESSENTIAL FUNCTION (PRIMARY DUTIES AND RESPONSIBILITIES) Describe the position primary duties and responsibilities in order of importance functions and responsibilities, not to exceed What is the action being done and what is the approximate percentage of time spent performing each function. Use an action verb when describing primary functions, e.g., administers, analyzes, approves, communicates, compiles, coordinates, develops, documents, drafts, edits, enters, evaluates, files, installs, implements, interprets, investigates, leads, logs, maintains, manages, monitors, obtains, orders, oversees, prepares, provides, reconciles, records, routes, schedules, selects, submits, supervises, supports, tests, trains, updates, and verifies. List aspects of the position e.g., Daily, Weekly, Monthly, or Annually. A primary job duty generally includes significant duties and responsibilities that require at least 10% in time or importance. Total percentage must equal 100%. Write the answer in such a way that someone who knows nothing about what you do can read and understand it. Do not use acronyms, please spell it out. PRIMARY DUTIES AND RESONSIBILITIES 1. Direct and operate all activities related to the general supervision and direction of the conduct of elections; responsible for planning and designating projects, programs, for the employees within the department. Attend and conduct staff meetings for all personnel. Supervise and direct all employees, including disciplinary action, recruiting, hiring, training, evaluations, promotions and discharge within the Elections Department. Directs the election process; ensures adherence to enforce election policies; county policies and office procedures. Informs and updates the County Administrator on all issues and activities concerning the department and the elections process. 2. Responsible for preparing and accountable for managing the Elections operational budget and approving all purchases. Negotiates contracts relating to election services and bids and proposals with vendors. Directs and monitors the voting machine warehouse; responsible for the security of all inventory and voting equipment, worth over a 1, dollars. 3. Responsible for the preparation, conduction, printing signature rosters, official ballots, ordering supplies, programming, testing and sealing of voting machines. Coordinates the transport and return of all voting machines, AutoMarks, ballot boxes, tables, booths to and from all polling locations for elections and early voting sites. PERCENT OF TIME 30.00% 10.00% 10.00% 4. Responsible to comply with all of the State of Arizona Elections Procedures and Federal Voting Rights Act and to ensure proper procedures are followed by the County. Oversees the mail out and return of all absentee, Federal, military overseas United States ballots. Ensures that all new voter registration ID cards, purged cards, changes, deceased, deletions, and felon's notices are properly administered % Page 3 of 11 HR Admin Compensation Position Analysis Questionnaire (PAQ) June 2015

4 5. Responsible to assure that all voting technicians are trained and certified to program, test, seal and conduct all maintenance of all voting machines and AutoMarks. Liable for selecting and recruiting registered voters to become poll officials for elections, absentee and early voting precinct boards. Conduct election training schools for all poll officials % 6. Responsible for establishing, inspecting and selecting appropriate voting sites. Write all polling place agreements for precinct locations. Compose elections resolutions and proclamations both in English and Spanish for publications. Prepare all computer hardware for all early voting sites. Responsible for splits and creating new precincts when required or needed. Assure that an audit is conducted on all 120,000 voter registration files every odd year. Maintain and confirm that all election software is properly working. Troubleshoot and fix problems with the assistance of Elections System & Software Company % 7. Responsible to acquire a technician certificate from the Secretary of State, to program and troubleshoot the ES & S model 100 tabulator, AutoMark voter assistance terminal and the T-650. Required to attend the Secretary of State, mandatory election schools % 8. % 9. % Total percentage must equal 100%. Page 4 of 11 HR Admin Compensation Position Analysis Questionnaire (PAQ) June 2015

5 4. ORGANIZATIONAL CHART AND SUPERVISORY RESPONSIBILITY Please attach the District/College/Department organizational chart. Check the statement which best describes the position. Choose only one box. No formal supervisory authority. Lead Worker - Assigns, trains, schedules, oversees, or reviews work of others. Project Manager - No formal supervisory authority but directs work of others on specific projects. Front Line Supervisor - Plans and directs work of others, hires, trains, prepares performance appraisals, and approves leave time of others. Manager - Plans and directs the work of supervisors within a specific programmatic area. Director/Executive - Delegates authority to carry out work of multiple units to subordinate managers. If supervision performed, indicate number of employees supervised and employee status. How many people does your position directly supervise: 2 Managers (full time) How many people does your position indirectly supervise: 5: 1 Technician (part time) 1 Office Assistant (full time), 1 Sr. Elections Coordinator (full time), 2 Elections Clerks (one full time; one temporary seasonal) 5. DECISION-MAKING / PROBLEM SOLVING Check the statement which best describes the position. Choose only one box. Required to make few, if any, decisions. Decisions are defined by clear written standards or oral commands. Decisions are guided by policy, but the position has the ability to decide how to apply the policy to situations. Decide whether or not policy applies to situations. Decide what the policies are and how they will be applied. Please describe what are the most important/difficult decisions or problems you make on a regular basis. Those decisions associated with preparations for elections and actual elections. Ensuring that the voting machines are operating with no issues, and that voters are able to vote. Ensuring the success of elections and in accordance with election procedures and guidelines. Page 5 of 11 HR Admin Compensation Position Analysis Questionnaire (PAQ) June 2015

6 6. CONSEQUENCE OF ERROR Check the statement which best describes the position. Choose only one box. If work was performed in the wrong way and/or proper procedures were not followed (for example, regulations not adhered to or proper precautions not taken), what would the likely outcome be? Minimal property damage, minor injury, minor disruptions of work flow. Moderate loss of time, injury, damage, or adverse impact on health and welfare of others. Major problem failure, major property loss, or serious injury. Please describe the most serious consequence of error in your job. Failed equipment and/or failed election/questionable voting issues which could cause the election to be rerun or results counted again. 7. AUTONOMY Check the statement which best describes the position. Choose only one box. What, how and when is done for the position, are clearly defined by others. What is done is determined by others, the position has flexibility in how and when it gets done. As long as the position meets deadlines, the position is able to decide how the work gets done. Within broadly defined limits; the position is free to decide what the work day is like. Please describe what types of tasks you perform that do not require authorization. All decisions regarding the Elections office and election processes, procedures and guidelines for the County to ensure compliance with election laws, rules and regulations. Page 6 of 11 HR Admin Compensation Position Analysis Questionnaire (PAQ) June 2015

7 8. CONTACTS What work-related contacts does this position have with people or organizations inside and outside MCCCD? What are the purpose and frequency of these contacts? (Daily, Weekly, Monthly, Annually) Frequent Contacts With Purpose of Contact Frequency of Contact Governing Board Process and procedures; informational 1 or 2 times/month Executive Informational; discuss process and procedures As needed; could be daily Staff, same department Supervision of staff; training, Daily feedback, mentoring, exchange of information Staff, other departments Exchange of information; coordination of program/projects Daily and/or Weekly Public agencies Exchange of information Weekly and/or Monthly Vendors, suppliers, consultants Contract issues; vendor information Daily, Weekly, Monthly & troubleshooting Professional associations Information and research; Best Practices As needed General public Exchange of Information As needed; Annual during Election Cycle Other outside organizations Exchange of Information As needed 9. FINANCIAL RESPONSIBILITIES Is the position responsible for budget? Yes No If yes, please describe your participation and responsibilities in accounting, purchasing, budgeting and financial analysis and list any appropriate dollar amounts for which you are responsible. Responsible for preparing, managing and monitoring the departmental budget including oversight of expenditures; responsible for managing and maintaining vendor contracts; responsible for department equipment purchase including voting machines and software (including maintenance and repair contracts and warranties). I have purchasing authority up to $25,000. Beyond that amount the formal purchasing process must be adhered to. Any purchases or expenditures outside my authority and/or emergency situations need to be approved by the County Administrator. Page 7 of 11 HR Admin Compensation Position Analysis Questionnaire (PAQ) June 2015

8 10. EDUCATION Check the minimum formal educational level that a person new to this position would need to perform the job successfully. Choose only one box. EDUCATION: No formal education required Some college Master s degree High school diploma or G.E.D. Associate s degree Doctorate Trade school Other (Please specify) Bachelor s degree in Public Administration, Business Administration or related field 11. EXPERIENCE Check the minimum experience level that a person new to this position would need to perform the job successfully. Chose only one box. None None to 1 year or less 2 Years 3 5 Years 6 8 Years 9 10 Years Supervisory Experience (indicate years of experience, if required for position) Number of years of supervisory experienced required: PROFESSIONAL LICENSE, REGISTRATIONS, CERTIFICATIONS OR SPECIAL QUALIFICATIONS REQUIRED: (Please list) Valid Arizona Driver's License State of Arizona AutoMarks Certification State of Arizona Tabulator Certification Page 8 of 11 HR Admin Compensation Position Analysis Questionnaire (PAQ) June 2015

9 13. KNOWLEDGE, SKILLS AND ABILITIES What instructions, resources, guidelines, federal and state regulations/laws, technical manuals, professional journals, or policies and procedures are regularly used in this job? State statutes and Elections Handbook; Federal Elections guidelines; other County procedures and policies; Internet/online resources; professional journals What knowledge is required for this position? Knowledge of: elections processes, programs and pertinent local, state and federal laws, regulations, statutes and related guidance; principles and techniques of manual, automated and computer-based voting and elections tabulation and reporting processes and associated equipment; development and administration of budgets; principles and techniques of personnel election, training, evaluation and supervision; public sector contracting processes; principles and techniques of public relations; general office procedures and equipment; supervision of personnel. What skills are required for this position? Skill in: administering and managing a comprehensive elections program in a public-sector setting; selecting, training, supervising and evaluating performance of staff and volunteer elections technicians and workers; developing and administering budgets and fiscal controls; communicating effectively, orally and in writing; research and production of recurring and special-purpose reports and analyses; coordinating news media coverage or support for voter education and elections activities; developing and administering contracts for supplies, services and equipment; evaluating processes and procedures for improvement and cost-effectiveness; developing voter information programs and products. What abilities are required for this position? Ability to: manage personnel and communicate well with others; operate and program mechanical and electronic voting machine equipment and accessories; communicate effectively in both technical and non-technical terms; communicate effectively in both oral and written English. Some Spanish preferred; prepare accurate, concise, complete and informative written materials and make effective presentations to small or large groups; conduct meetings and training sessions with staff and community volunteers; communicate effectively with hostel individuals and the media. List any equipment, tools, technology, materials, and/or vehicles needed to perform job duties based on frequency of use: (Daily, Weekly, Monthly, Annually) Daily: Computers, printers, scanners, telephones, state statute and election handbook, internet, adding machines/calculators, typewriter, shredders, tabulator, cartridge readers. Annual or Election Cycle: Computers, printers, scanners, voting machines, automarks, telephones, state statute and election handbook, internet, voting software, adding machines, typewriter, shredders, tabulator, cartridge readers, tabulators, hydraulic dump trailer, lift gate, hand truck and pick-up truck. Page 9 of 11 HR Admin Compensation Position Analysis Questionnaire (PAQ) June 2015

10 14. PHYSICAL DEMANDS AND ENVIRONMENTAL WORKING CONDITIONS Listed below are various physical demands and working conditions. If you work in these conditions, please check each box that applies. You may consider in terms of the Daily, Weekly, Monthly, or Annually over a 12 month period. Standing Sitting Walking Climbing Stairs Bending Stooping Crouching Kneeling Pushing Carrying Pulling Crawling Reaching Twisting Balancing Viewing Monitor(s) Repetitive Motion(s) Driving Talking Listening Customer Contact Client Contact Lifting is: Consistent Occasional Choose only one box. Up to 10 pounds Up to 20 pounds Up to 30 pounds Up to 40 pounds Up to 50 pounds Over 50 pounds Listed below are environmental conditions that might be encountered in the workplace. Please check each condition that you encounter on a regular and/or occasional/seasonal basis. Noise Vibration Extreme Temp/Weather Extreme Heat Extreme Cold Wet and/or Humidity Infectious Disease Dangerous Machinery Potential Physical Harm Hazardous Chemicals Other Above during Election Cycle Page 10 of 11 HR Admin Compensation Position Analysis Questionnaire (PAQ) June 2015

11 15. SUPERVISOR CERTIFICATION: I have carefully reviewed the PAQ. Yes No Consider whether the responses are accurate and complete. If not, please explain here. I would like to provide these additions and/or clarifications. Duty 1: I would suggest that the percentage of time be reduced to 25%. Duty 6: I would increase the percentage of time to 25%. Under Duty 5: I would add that the Elections Director and designees will be available at the election sites to troubleshoot and provide additional support to the voting technicians and polling officials to address any last minute issues or problems that may occur. Provide any other relevant information related to this position, if desired. You will notice on the organization chart that we have included a completed vacant PAQ that was approved in the prioer department transfer to the County Administration Department, but was never filled. The new vacant position within the Elections Department will provide systems support and troubleshooting for automated Elections Equipment and software issues. We have included a completed vacant PAQ to reflect the requested new position. Was this position impacted by a re-organization/re-structuring within the last 2 years? Yes No If yes, how was this position impacted? Elections Department was transferred to County Administration; Elections reports to County Administrator now; job descriptions for the Elections Department were updated and revised at the time fo the transfer. 16. SIGNATURE AUTHORIZATION Checking the box serves as a valid digital signature and date... Mary Little 9/27/2012 Employee Date John Smith 10/1/2012 Supervisor/Manager Date Jonathon Barry 10/3/2012 Director or VP Date President (Optional) Date Forward completed PAQ to your local College HR Office OR District Employees to District Compensation compensation@domail.maricopa.edu Page 11 of 11 HR Admin Compensation Position Analysis Questionnaire (PAQ) June 2015

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