Page | 1 of 11 HR Admin – Compensation – Position Analysis Questionnaire (PAQ) – June 2015
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 e-mail 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 e-mail 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 e-mail by including the following: PAQ Employee Name Job Title Job Code
Page | 2 of 11 HR Admin – Compensation – Position Analysis Questionnaire (PAQ) – June 2015 1. POSITION INFORMATION
Position Number: 99999999 Check one: Existing Position Vacant Position FTE: 1.00
(Full Time Equivalent)
Department ID: 700-151710
Department Name: Bureau of Elections Location(s): County Administration
Job Title: Director Bureau of Elections Job Code: 0550
Salary Admin Plan: MAT Pay Grade: 19 Is this a temporary reassignment? Yes No x
Working Job Title: Elections Director If Different: Only if different than Job Code Title
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 m ore 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 | 3 of 11 HR Admin – Compensation – Position Analysis Questionnaire (PAQ) – June 2015 3. ESSENTIAL FUNCTION (PRIMARY DUTIES AND RESPONSIBILITIES)
Describe the position primary duties and responsibilities in order of importance functions and responsibilities, not to exceed 8-10. 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 PERCENT OF TIME
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.
30.00%
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 1,000.000.00 dollars.
10.00%
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.
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 | 4 of 11 HR Admin – Compensation – Position Analysis Questionnaire (PAQ) – June 2015
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.
10.00%
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.
20.00%
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.
10.00%
8.
%
9.
%
Page | 5 of 11 HR Admin – Compensation – Position Analysis Questionnaire (PAQ) – June 2015 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 | 6 of 11 HR Admin – Compensation – Position Analysis Questionnaire (PAQ) – June 2015 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
re-run 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 | 7 of 11 HR Admin – Compensation – Position Analysis Questionnaire (PAQ) – June 2015 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,
feedback, mentoring, exchange of
information
Daily
Staff, other departments
Exchange of information;
coordination of program/projects
Daily and/or Weekly
Public agenciesExchange of information
Weekly and/or Monthly
Vendors, suppliers, consultantsContract issues; vendor information
& troubleshooting
Daily, Weekly, Monthly
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 | 8 of 11 HR Admin – Compensation – Position Analysis Questionnaire (PAQ) – June 2015 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 Bachelor’s degree
Other (Please specify) 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: 3
12. 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 | 9 of 11 HR Admin – Compensation – Position Analysis Questionnaire (PAQ) – June 2015 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,
Page | 10 of 11 HR Admin – Compensation – Position Analysis Questionnaire (PAQ) – June 2015 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 Crawling
Sitting Reaching
Walking Twisting
Climbing Stairs Balancing
Bending Viewing Monitor(s)
Stooping Repetitive Motion(s)
Crouching Driving
Kneeling Talking
Pushing Listening
Carrying Customer Contact
Pulling Client Contact
Lifting is: Regular 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 Regular Regular Regular Regular Regular Regular Regular Regular Regular Regular Occasional/Seasonal Occasional/Seasonal Occasional/Seasonal Occasional/Seasonal Occasional/Seasonal Occasional/Seasonal Occasional/Seasonal Occasional/Seasonal Occasional/Seasonal Occasional/Seasonal Other Above during
Election Cycle
Page | 11 of 11 HR Admin – Compensation – Position Analysis Questionnaire (PAQ) – June 2015 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
