County Government Pay Classification Studies in West Virginia

1. County Government Pay Classification Studies in West Virginia Michael Dougherty WVU Extension Service 2004 SRDC CRED Conference May 19-21, 2004 Tampa, Fla.

2. West Virginia Situation • Counties often lack professional expertise • Less than half have administrator/manager/assistant • Constitutional offices described, protected • Everything else falls to County Commission • Elected officials can have intramural squabbling 2004 SRDC CRED Conference May 19-21, 2004 Tampa, Fla.

3. WVU Extension Involvement Photo from WVU • Began at request of PA faculty member • Requested assistance, expertise • Planned to advise and counsel on a project • Work transferred to Extension • Take advantage of expertise, outreach mission • Part of Local Gov’t Technical Assistance • Formal administration followed after initial project • Projects have various educational aspects 2004 SRDC CRED Conference May 19-21, 2004 Tampa, Fla.

4. Five Projects in Four WV Counties • Hancock County • 1997 • 2000 • Jackson County • 1998-1999 • Fayette County • 2001-2003 • Taylor County • 2002-2003 2004 SRDC CRED Conference May 19-21, 2004 Tampa, Fla.

5. Methodology • Agreement (contract) to conduct study • Completion of “Job Analysis Worksheet” • On-site interview of employees • Rating of positions by “Universal Job Factors” • Development of initial pay grade levels • Salary review and “Salary Survey” • Completion of pay system with job descriptions 2004 SRDC CRED Conference May 19-21, 2004 Tampa, Fla.

6. Identification Job Duties Job Qualifications Supervision Received Supervision Given Contacts Responsibilities Consequence of Error Working Conditions Additional Comments Supervisor Review Job Analysis Worksheet Sections 2004 SRDC CRED Conference May 19-21, 2004 Tampa, Fla.

7. Interviews with Employees • On-site, 15 minutes conversations • Private, confidential sessions • Inquire about uncertainties on worksheets • Chance to educate employees about process • Results form basis job descriptions • Done by faculty member and MPA intern 2004 SRDC CRED Conference May 19-21, 2004 Tampa, Fla.

8. Education Experience Initiative and Ingenuity Physical Demand Mental Demand Equipment or Process Material or Product Safety of Others Work of Others Working Conditions Purpose of Contacts Universal Job Factors 2004 SRDC CRED Conference May 19-21, 2004 Tampa, Fla.

9. Development of Initial Pay Grades • Start with raw factor scores • Combine similar scores to simplify system • Examine positions with more than one person • Review like positions across offices • Done by MPA intern, faculty member reviews 2004 SRDC CRED Conference May 19-21, 2004 Tampa, Fla.

10. Salary Review and Salary Survey • Review salaries of all current employees • Survey labor market for comparative salaries • Private firms same size as county • Neighboring and like counties • Area municipalities • Also seeks information on benefits package • Information compiled, use to check salaries • Done by MPA intern, faculty member reviews 2004 SRDC CRED Conference May 19-21, 2004 Tampa, Fla.

11. Completion of Pay System • Preface or end notes contains special info • Explanation of methodology • Documentation of special circumstances • Includes all job descriptions • Includes one or more pay systems • Generally 5 percent between grades • Range of 2 to 5 percent between steps • Provides information on implementation 2004 SRDC CRED Conference May 19-21, 2004 Tampa, Fla.

12. Project 1: Hancock 1997 Photo from WV Web • 54 persons in 35 positions • Over $196,000 implementation cost • $71,000 over anticipated cost • Adopted November 1997 • Included review personnel manual • Two interns used, Spring and Fall semester 2004 SRDC CRED Conference May 19-21, 2004 Tampa, Fla.

13. Project 2: Jackson County Photo from WV Web • 91 persons in 41 positions • $10,104 additional cost for implementation • Above $49,686 for across-the-board raises • Adopted August 1999 • Intern worked Fall 1998 2004 SRDC CRED Conference May 19-21, 2004 Tampa, Fla.

14. Project 3: Hancock 2000 Photo from WV Web • About 60 persons in 42 positions • 18 positions recommended for upgrades • 5 percentage increase models for pay scale • Delivered November 2000 – no action taken • Included review of new leave policy • Intern worked Summer 2000 2004 SRDC CRED Conference May 19-21, 2004 Tampa, Fla.

15. Project 4: Fayette County Photo from WV Web • 117 persons in 56 positions • Three different pay scales (step differentials) • $17,160 to $37,728 implementation cost • $34,603 to $68,652 annual cost • Delivered April 2003 – to be considered FY2005 • Included sick leave policy review • Intern worked late 2001 to early 2002 2004 SRDC CRED Conference May 19-21, 2004 Tampa, Fla.

16. Project 5: Taylor County Photo from WV Web • 42 persons in 24 positions (full-time & part-time) • Task lists generated for 34 persons • $41,288 in raises for FT personnel for FY2003 • Recommendations for FY2004 not implemented • Job descriptions, task lists delivered April 2003 • Included personnel policy review • Special attention sexual harassment policy • Led to separate project to recodify personnel manual 2004 SRDC CRED Conference May 19-21, 2004 Tampa, Fla.

17. Lessons Learned • County officials have the final say • “Champion” needed to ensure implementation • Job Analysis Worksheet has its limitations • MPA Interns must be properly prepared • More positions than would have been expected • Timetable must give way to flexibility • Taking time a necessary investment 2004 SRDC CRED Conference May 19-21, 2004 Tampa, Fla.

18. Contact Information Photo from WVU • Michael Dougherty • Extension Specialist, CRED • Community, Economic and Workforce Development • WVU Extension Service • 2104 Ag. Sciences Bldg., PO Box 6108 Morgantown, WV 26506-6108 • Phone: 304-293-6131 Ext. 4215 • Fax: 304-293-6954 • Email: Michael.Dougherty@mail.wvu.edu 2004 SRDC CRED Conference May 19-21, 2004 Tampa, Fla.