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1 | P a g e O c t o b e r 2 1 , 2 0 0 9
KEY Unit 206 = Bargaining unit
represented by AFSCME for clerical and office employees
Standard Menu = Standard Menu of Approved Position Qualifications for Unit 206 Positions
KSA = knowledge, skill or ability
PD = position description
MQ = minimum qualification
PQ = preferred qualification
Guide to Filling Unit 206 Positions
using the Standard Menu of ApprovedPosition Qualifications for Unit 206 Positions
Goals
1. Provide hiring supervisors with applicants qualified to perform each unit 206 job. 2. Use the Standard Menu of Approved Position Qualifications for Unit 206 Positions effectively. 3. Understand three categories of job‐related qualifications: MINIMUM (required) at hire, PREFERRED
(desired) at hire, and NOT NEEDED at hire. 4. Select minimum qualifications from the Standard Menu of Approved Position Qualifications for Unit
206 Positions (Standard Menu) that reflect important knowledge, skills and abilities (KSAs) needed at hire.
5. Develop preferred qualifications that enhance the supervisor’s ability to hire the most qualified applicant for a job.
6. Improve the ability of potential applicants to self‐identify whether they’re qualified for a vacancy.
Background Bargaining unit 206 (Clerical and Office Unit) positions are represented by AFSCME, Council No. 5 (Association of Federal, State, County and Municipal Employees). The Standard Menu described in this guide was developed in 1998 by a meet and confer committee that included representatives of State of Minnesota management and AFSCME.
For the purpose of position qualifications, “qualified” means that the newly‐hired employee has the job‐related KSAs for initial appointment to the position and needed for satisfactory job performance.
The State of Minnesota and AFSCME have agreed that the minimum qualifications (MQs) for unit 206 positions will consist of KSAs that are on the Standard Menu and any others that have been pre‐approved through the process outlined in Appendix P – Unit Position Qualifications in the AFSCME contract.
Recommendation It’s usually a good idea for the HR consultant and hiring supervisor to collaborate on the hiring process for a unit 206 vacancy.
STEP 1 Understand the kind and level of work performed
1. Collect job‐related information Start by reviewing the job’s position description (PD). You can also talk with individual(s) familiar with the job, observe the work being performed, and/or use questionnaire(s) to gather more job‐related information.
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Position description (PD) A PD is an important document that includes (1) a specific job’s responsibilities and tasks AND (2) the KSAs needed to perform them when the employee is “fully functioning.” An employee needs time to become fully proficient in a new job, and is not expected to have all of the KSAs described in the PD at the time of hire. That’s why it’s important to distinguish between which important KSAs are needed at hire and which can be learned afterward.
2. Make sure the job’s PD is accurate and‐up‐to‐date Check to make sure that the PD is up‐to‐date and the job is clearly‐defined. If it isn’t, make
any needed revisions so the PD is consistent with the job’s requirements.
The different sections in a PD need to be job‐related and complement each other. It is especially important that the responsibilities and tasks described in Part B (Principal Responsibilities, Tasks and Performance Indicators) support the KSAs described in Part C (Nature and Scope). For example, if Part B doesn’t include responsibilities or tasks that require skill in desktop publishing, working with spreadsheets, or database management, it’s not appropriate to require those skills in Part C. If Part B doesn’t include tasks that require a driver’s license, it’s not appropriate to include the requirement for a driver’s license in Part C.
3. Focus on job performance Identify important work behaviors and work products associated with satisfactory job
performance. These are the building blocks for a job‐related and performance‐based approach to selection.
STEP 2 Identify the KSAs needed to do the work
1. At this point, you’re looking for any KSAs that are reasonably likely to affect a new employee’s potential for satisfactory job performance. In Step 3, you’ll decide which of these KSAs are required at hire, preferred at hire, and learned after hire.
KNOWLEDGE, SKILLS, and ABILITIES (KSAs) are the job‐related attributes required to perform the assigned work.
KNOWLEDGE is the information (often technical in nature) needed to perform the work required by the job. It includes familiarity, awareness, or understanding gained through experience or study. Some knowledge may be required at hire; other knowledge is typically learned on the job.
SKILL is the level of proficiency needed to perform a specific task or group of tasks. Skills
are learned behaviors that demonstrate the ability to perform an observable behavior or a behavior that results in an observable product.
ABILITY is a defined domain of cognitive, perceptual, psychomotor, or physical functioning. It is the quality of being able to accomplish an observable action, whether based on cognitive, perceptual, psychomotor, or physical capacity.
Adapted from the Society for Industrial and Organizational Psychology, Inc. (2003) and U.S. Department of Labor, Employment & Training Administration (2009)
2. Use the checklist on pages 3 and 4 to begin identifying your job’s needs for KSAs. This checklist is based on the Standard Menu. The following tips will help you use the checklist effectively:
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KSAs on the checklist are all from the Standard Menu. Read the initial considerations to decide which KSAs might be relevant for your vacancy. Click on each highlighted link for KSAs that seem relevant for more useful information. You can skip the other KSAs.
Reviewing the considerations on the checklist and other clarifying information included with each KSA link on the Standard Menu will help you to describe the level of each KSA that is relevant for a unit 206 vacancy.
For ease of use, the Standard Menu items are grouped into categories to illustrate areas of similarity and overlap.
By applying the State’s basic “(KSA) sufficient to…” format, you can clarify the level of KSA needed for successful performance in any unit 206 job.
Checklist from Standard Menu of Approved Position Qualifications for Unit 206 Positions
Content area
KSAs from
Standard Menu Initial considerations
Language English What kind and level of English proficiency is needed to do the work? This is an often‐used KSA.
Specialized terminology Will the employee need to know specialized terminology? If not, skip this KSA.
Non‐English languages Will the employee need to communicate in a language other than English? If not, skip this KSA.
Signing skills Will the employee need to communicate effectively in American Sign Language? If not, skip this KSA.
Stenography
If the employee won’t need this rarely‐used skill, omit it.
Dictaphone/tape transcription
If the employee won’t need this occasionally‐used skill, skip this KSA.
Customer service
Customer service skills These are the strategies an organization uses to provide direct services to meet its customers’ needs. This is an often‐used KSA.
Technology Data entry
Is skill in entering data electronically needed?
Typing/keyboarding
What level and/or type of skill is needed? Is accuracy more important than speed? This is an often‐used KSA.
Word processing Will the employee use word processing software to format and produce a variety of written documents? If not, skip this KSA.
Desktop publishing Is this KSA essential, desirable, or not needed after hire? If it isn’t needed, skip this specialized KSA.
Spreadsheets What does the employee need to be able to DO with spreadsheets? If the answer is “nothing,” skip this KSA.
Database management What role will the employee perform in managing electronic databases? If none, skip this KSA.
Computerized inventory control systems
Although some positions may use this kind of software, is the KSA essential, desirable, or not needed at hire? If this specialized KSA isn’t needed at hire or on the job, omit it.
Numerical Math What kind and level of math skills does the employee need? If none, skip this KSA.
Bookkeeping Is prior training and/or experience in bookkeeping needed at hire? If only math skills are needed, use “Math” instead.
Accounting/budgeting/expense
Does the employee need to know accounting? Will s/he work with budget and/or expense documents? When used, it’s important to clarify the expertise that’s needed in this broad KSA.
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KSAs from Standard Menu Initial considerations
Physical demands
Physical demands All jobs have some kind of physical demands…which ones fit this job?
Driver’s license
Driver’s license Use caution with this KSA. Does the employee really need a driver’s license to do the work…or just be able to get from place to place?
Leadership Leadwork skills It’s a good idea to clarify which leadwork skills are needed for a particular job.
Development of admin‐istrative & programmatic procedures
This KSA was not meant to be included for every higher level 206 job…or for positions below the Senior level. Use it only when relevant for a particular job.
Specialized experience
Legal secretary Unless the job needs legal secretary training or experience, omit this KSA.
3. Create a separate list of other relevant job‐related KSAs that aren’t included on the Standard
Menu. These can’t be used as MQs, but will be useful in distinguishing between preferred and not needed at hire qualifications. Examples include:
subject knowledge (for example, field of study)
program knowledge (for example, knowledge of work‐related procedures, regulations, rules and statutes)
personal characteristics (for example, dependable, cooperative, flexible, ability to multi‐task, time management skills)
technical or specialized knowledge or skills (for example, specific systems, procedures, equipment, or software skills; MAPS; SEMA4; contract procedures)
other job‐related KSAs that aren’t included in the Standard Menu
STEP 3 Identify the extent to which each KSA identified in Step 2 is needed at hire by separating them into three categories: (1) minimum, (2) preferred, and (3) not needed at hire
In GENERAL: Be sure that any criteria you use to differentiate among applicants for classified positions
are job‐related, consistent, objective, legal, defensible…and reasonable.
Use these kinds of considerations to decide which KSAs are important at hire: frequency of performance, anticipated amount of time spent performing the activity, consequence of error or unsatisfactory performance, and relationship to successful job performance.
You’ll need to distinguish between (1) a KSA’s importance and (2) the need for a new employee to possess the KSA at hire. For exampIe, if an employee can acquire a KSA during a brief orientation within two weeks of being hired, how important is that KSA at hire?
It’s a good idea to use “knowledge of,” “skill in,” and “ability to” statements to help clarify MQs and preferred qualifications (PQs).
It’s a good idea to use “sufficient to” statements as needed to clarify the level of KSA being sought for each MQ and PQ. For example, “Knowledge of written and spoken English sufficient to understand and be understood during in‐person, e‐mail/written, and phone interactions with customers.”
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MINIMUM QUALIFICATIONS (MQs)
1. To be a MQ and required at hire:
The KSA must be on the Standard Menu or pre‐approved through the process outlined in Appendix P – Unit Position Qualifications in the AFSCME contract. The Standard Menu includes KSAs that have been approved as MQs for ALL state agencies. Agencies may have additional KSAs that have been pre‐approved for their use in filling
specific jobs. If a KSA hasn’t been pre‐approved, it cannot be used as a MQ.
The KSA must be job‐related and “essential” or “critical” at hire. In other words, the KSA (1) must be important and necessary, and (2) can’t be readily acquired after hire.
The KSA must be needed to perform responsibilities described in the job’s PD.
It must be possible to evaluate the KSA during the selection process and/or probationary period (see Step 4 for clarification). If a KSA can’t be evaluated, don’t use it as a MQ.
2. Avoid these common mistakes when selecting minimum qualifications:
Issue Why is it a problem?
KSA is not included on the Standard Menu of Position Qualifications for Unit 206 Positions
The State of Minnesota and AFSCME have agreed that only pre‐approved KSAs will be used for MQs. If a KSA isn’t on the Standard Menu, talk with your agency’s labor relations representative and/or MMB agency services representative re: the review process for requiring a MQ.
Knowledge of specific software is required at hire, including SEMA4 and MAPS
This requirement was intentionally excluded from the Standard Menu.
NOTE: Specific software can be included as examples for MQs in such areas as word processing, spreadsheets, and accounting/ budgeting/expense. For example, the MQ could be written like this:
“Knowledge of word processing software, such as Microsoft Word Office, sufficient to __________________________________.”
The phrase, “such as Microsoft Word Office,” provides an example of relevant software, but doesn’t require the applicant to have experience with that particular software. The assumption is that someone who knows one type of software can learn similar software in a reasonable amount of time.
KSA is too general or broadly defined
It won’t be clear to ANYONE who’s actually qualified.
Without a clear means of differentiating among applicants, you may need to consider more applicants than are reasonably well‐qualified for your vacancy.
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Issue Why is it a problem?
The KSA:
Is not supported by the job’s PD
Is not clearly job‐related
Can be learned shortly after hire
Is unimportant or irrelevant
Is too narrow or restrictive
Is too stringent
May create an inappropriate adverse impact situation by requiring MQs that aren’t supported by the PD or needed at hire for successful job performance.
May exclude too many qualified applicants and/or overly restrict the number of qualified applicants from which to choose.
Include one or more KSAs for MQs that aren’t consistent with the desired level of competition
For example: When announcing open competitive – including KSA(s) that can only be gained from working in state government
When open to all eligible state employees – including KSA(s) that can only be gained by working in a specific state agency
This practice is confusing to the potential applicants you’re trying to recruit and typically results in many of them not being considered qualified.
Take one or more of these corrective actions:
If the KSA is important and essential at hire, restrict the level of competition
Modify the MQ so it fits the level of competition
Move the KSA(s) from MQ to PQ
PREFERRED QUALIFICATIONS (PQs)
1. To be a PREFERRED qualification:
The KSA is not essential or required at hire, but is job‐related and desirable because it would (1) significantly reduce training time or costs, and/or (2) greatly increase the likelihood of satisfactory or excellent job performance; OR
The KSA (1) is believed to be important at hire, but hasn’t been pre‐approved for use as a MQ for unit 206 positions, or (2) is on the Standard Menu, but fits the description of PQ better than MQ.
The KSA is supported by the position’s PD.
It’s possible to identify whether the applicant/new employee possesses the KSA during the selection process and/or probationary period.
2. PQs can’t be used to determine whether an applicant is minimally qualified for a vacancy, but may be used to identify the most qualified applicants.
3. Shouldn’t duplicate the MQs, although they may clarify them.
4. When PQs are used, limit them to a reasonable number, such as 1 – 5 PQs.
NOT NEEDED at hire
To be considered NOT NEEDED at hire:
1. The new employee will receive training on the KSA after hire or can otherwise acquire the KSA on the job shortly after hire (for example, during the probationary period); OR
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2. The KSA isn’t important enough for satisfactory job performance to include it as a minimum or preferred qualification.
In general, it is important to avoid making hiring decisions on the basis of KSAs (1) that are typically learned while being oriented to the job; (2) for which the employee will receive training; and (3) that can be readily learned in a reasonable amount of time after hire.
EXAMPLES
These two examples demonstrate how the minimum and preferred qualifications might look for very different unit 206 jobs:
Example #1
Minimum Qualifications Knowledge of:
English sufficient to (1) speak, read, understand, and respond to written and spoken communications with customers; and (2) file and retrieve information based on content, using alphabetical filing practices
Skill in:
Customer service sufficient to answer phones, refer callers, and greet visitors with courtesy and respect
Data entry sufficient to maintain accurate records
Ability to:
Type or keyboard accurately
Learn to enter data into established spreadsheets and generate routine reports
Learn, understand, and apply the DNR’s specialized ecosystems terminology within three months of hire
Preferred Qualifications Receptionist experience
Business school coursework
Knowledge of Microsoft Word and Excel
Example #2
Minimum Qualifications Knowledge of:
Typing/keyboarding sufficient to perform skilled production typing with extensive use of numbers and columns
Advanced software applications, such as _____________, sufficient to develop and modify spreadsheets from a variety of sources and generate lists, tables, and graphs to track projects and activities
Skill in:
Transcribing tapes sufficient to type recorded material with a high degree of accuracy and speed
Math sufficient to prepare, maintain and review complex purchasing files,
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reports, and price lists
Ability to:
Effectively communicate with and elicit information from customers with tact and diplomacy in difficult situations
Preferred Qualifications
High level of initiative, effort and commitment to completing assignments efficiently
Ability to align behavior with the organization’s needs, priorities, and goals
Ability to encourage and facilitate cooperation among team members
STEP 4 Decide how to evaluate each minimum (MQ) and preferred (PQ)
qualification
Steps 4 and 5 are being developed and will be added soon.
STEP 5 Write an effective job announcement
Addendum A
Standard Menu of Approved Position Qualifications for Unit 206
Positions
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English (speaking and/or writing and/or reading orally)
It’s important to clarify the kind and level of English proficiency each unit 206 job requires. You can replace the information in parentheses above with more specific information about a particular vacancy’s reading, writing and/or speaking
requirements.
EXAMPLES
Knowledge of: English (reading, writing and speaking)
Written and spoken English, including the meaning and spelling of words, rules of composition, and grammar sufficient to _______________
Knowledge of English sufficient to: Perform the job duties described above, using reading, writing, and speaking skills
Answer telephones, direct calls, and take messages
Communicate effectively with internal and external customers
Understand and be understood during in‐person, e‐mail/written, and phone interactions with others
Prepare written responses to routine inquiries
Apply accurate spelling and grammar in written communications
Write, prepare, and edit materials, using correct spelling, punctuation, grammar, and sentence construction
Read, explain, and interpret a variety of materials and follow detailed instructions
Fluently speak, read, understand, and respond to a variety of written and spoken communications, such as customers’ questions, product catalogs, requisitions, purchase orders, detailed instructions and procedures, inventory records, and distribution lists
Present clear and concise explanations of governing rules and regulations
Interpret and communicate work policies and procedures to staff
Follow detailed instructions and explain complex processes to customers
Explain the reasons for transactions and procedures, rules, and regulations so others understand the information they are being given
Interview consumers and employers, present job‐seeking skills training, draft correspondence, and complete forms
Skill in: Using business English grammar, spelling and punctuation to write and edit reports, letters, and
other documents
Ability to: Read and write a variety of materials in English
Understand written and spoken English sufficient to maintain complex records, files, notes, and logs
Make presentations in English to diverse customer groups
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Specialized terminology (for example, medical coding/terminology or legal terminology)
Use this KSA when the work requires specialized terminology. In some cases, knowledge of the specialized terminology is needed at hire. Sometimes, only the ability to learn the specialized terminology within a reasonable amount of time is needed at hire. When using this KSA, replace the examples included in parentheses above with the specialized terminology your position needs to know or be able to use.
EXAMPLES
Knowledge of: Medical coding/terminology sufficient to develop and maintain accurate medical records
Medical terminology sufficient to understand and analyze workers’ compensation reports
Medical terminology sufficient to transcribe medical reports, correspondence, records, patient‐care information, statistics, medical research, and administrative material
Legal and real estate terminology sufficient to read, interpret, and create a variety of real estate documents
Legal terminology sufficient to understand judges’ decisions and related legal actions while reviewing case files for completeness
Legal terminology sufficient to comprehend and draft a variety of legal documents
Governmental accounting terminology sufficient to maintain a major set of accounts or pre‐audit transactions of multiple programs and activities
Budget terminology, preparation, and use sufficient to assist with budget planning
Specialized terminology related to accounting, bookkeeping, accounts receivable, and purchasing
Specialized printing terminology sufficient to develop printing specifications and coordinate projects with printers
Specialized terminology used in special education and related educational terms
(Insert type of) terminology sufficient to draft related documents and correspondence with accuracy
Skill in: Reading, writing, and speaking medical terminology
Translating medical jargon and abbreviations into their expanded forms to ensure the accuracy of patient and health care facility records
Ability to: Learn, understand, and apply the (insert relevant division’s or other clarifier’s) business
terminology within three months of hire
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Non‐English languages (speaking/translation and/or writing and/or reading, e.g., Spanish, Hmong, Braille)
When knowledge of a language other than English is required, employees also typically need English proficiency to be effective translators and communicators between the two languages. When using this KSA, replace the information in parentheses above with
information about your job’s particular needs.
EXAMPLES
Knowledge of: The structure and content of (insert language) and English, including the meaning and spelling of
words, rules of composition and grammar, and pronunciation
Written and spoken (insert language) and English sufficient to translate messages from one language to the other, while maintaining message content, context, and style
(Insert language) and English sufficient to read written materials, such as _____, and rewrite material into (insert language)
(Insert language) and English sufficient to proofread, edit, and revise translated materials
Skill in: Adapting translations between (insert language) and English to each customer’s needs
Ability to: Listen to speakers’ statements to determine their meanings and to prepare (insert language)/
English translations that are adapted to each customer’s needs
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Signing skills
“Signing skills” typically refer to an employee’s need for fluency in American Sign Language (ASL). When signing skills are required, English proficiency is also typically needed to ensure accurate translations and effective communication.
EXAMPLES
Knowledge of: American Sign Language and English sufficient to translate messages while maintaining message
content, context, and style
Skill in: Translating between written and spoken English and sign language according to each customer’s
needs
Ability to: Listen to speakers’ statements to determine their meanings and to provide accurate translations
between sign language and spoken English that are adapted to each customer’s needs
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Stenography (wpm)
DEFINITION: The process of writing in shorthand is called stenography. Stenographers use shorthand or stenograph machines to take and transcribe exact records of legal proceedings and other events where verbatim written accounts of meetings are needed for correspondence, records, or legal proof. Words per minute (wpm) can be used as one indicator of proficiency, but isn’t necessary. Shorthand was used more widely in the past, before recording and dictation machines became available.
EXAMPLES
Skill in stenography sufficient to: Take and transcribe shorthand sufficient to take notes and convert dictated materials or rough
notes to written form with a high degree of accuracy
Use a stenotype machine to document all statements made in official proceedings, and then translate and display the symbols as text in computer‐aided transcription
Record subject matter involving specialized terminology at a rapid rate over sustained periods of time
Attend formal or informal hearings, conferences or meetings, record the proceedings verbatim manually or with specialized equipment, transcribe the notes, and edit and assemble transcripts and records.
Provide closed‐captioning and real‐time translating services to the deaf and hard‐of‐hearing community.
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Dictaphone/tape transcription
DEFINITION: The name “Dictaphone” was originally trademarked in 1907 for a specific device that made sound recordings of speech for later playback or to be typed into print. The term became commonly used to describe any such device. Tape transcription services are provided when meeting participants want verbatim records of hearings or other events. This technology has significantly decreased employers’ use of stenographers to take and transcribe shorthand notes.
EXAMPLES
Skill in transcription sufficient to: Convert dictated materials or rough notes from machine to written form
Listen to and interpret people’s recorded speech without omissions and put it into correctly punctuated, grammatical sentences
Edit materials for typographical and textual errors, assemble and certify completed transcripts and records
Produce a variety of medical reports, such as patient histories, physical examinations, emergency room visits, operations, chart reviews, consultation, or discharge summaries
Review and edit reports or dictated materials for spelling, grammar, clarity, consistency, and proper medical terminology
Produce verbatim records of proceedings, using a multi‐channel recording system
Produce dictated reports in printed or electronic form for a physician’s review, signature, and corrections, and inclusion in patients’ medical records
Translate medical jargon and abbreviations into their expanded forms for accurate patient and health care facility records (also see Special Terminology)
Use multichannel digital and analog recording systems to enter, update, modify, delete, retrieve, or report data
Monitor and evaluate other employees’ production of accurate transcripts
Ability to: Transcribe dictated or recorded material from tapes
Learn how to transcribe dictated or recorded material from tapes
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Customer service skills (phone, in person, public presentations)
DEFINITION: Customer service is defined as “the strategies an organization uses to provide direct services to meet its customers’ needs.”
This is one of the most frequently‐used KSAs for unit 206 positions. It provides an opportunity to clarify what is meant by “customer service” for a particular job. It’s important to remember that state employees typically have internal (within the work unit) and external
customers to whom they provide service.
EXAMPLES
Knowledge of: Customer service practices and principles sufficient to identify each customer’s needs, meet
quality standards for services, and evaluate customer satisfaction
Skill in customer service sufficient to: Perform the duties described above with courtesy, respect, and interest in positive problem
solving
Answer the phone, refer callers, and greet visitors with courtesy and respect
Provide prompt, courteous and accurate information to customers in person, on the phone, and through e‐mail and other written correspondence
Guide tourist groups and answer questions about the facility
Respond effectively to customers who have questions about agency operations and procedures (in person, on the phone, and through public presentations)
Schedule and confirm customers’ appointments in person, on the phone, and through e‐mail and other written correspondence
Answer questions and advise customers of licensing policies, procedures, and regulations
Promptly respond to customer and supplier inquiries about order status, changes, or cancellations
Contact suppliers to schedule or expedite deliveries and to resolve shortages, missed or late deliveries, and other problems
Accurately perform intake, assist with forms completion, and develop and maintain good working relationships with customers
Courteously confer with customers or supervisors to address requests for service or equipment questions and problems
Determine customers’ design needs, and collaborate with them throughout design projects
Effectively communicate and elicit information with tact and diplomacy in difficult situations
Interpret and explain program information to applicants, such as eligibility requirements, application details, payment methods, and their legal rights
Convey complicated information in an understandable manner as an expert resource for outside agencies and individuals
Ensure that other employees take appropriate actions to address customers’ problems
Provide guidance to other employees on handling difficult or complex problems and resolving escalated complaints or disputes
Ability to: Use customer skills on the phone, in person and online to provide effective general and
specialized office support (this requires common courtesy, tact, interest in positive problem
O c t o b e r 2 1 , 2 0 0 9
solving, empathy, and the ability to organize ideas logically)
Learn to use a multi‐line telephone console and take accurate messages
Communicate with customers, employees, and other individuals to answer questions, explain information, take orders, and address complaints
Explain laws, rules, regulations, standards, policies, and procedures to customers
Obtain and examine all relevant information to assess the validity of customers’ complaints and to determine possible causes
Manage customers’ complaints tactfully and thoroughly
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Data entry performance
DEFINITION: Data entry is the process of entering data into a computerized database or spreadsheet. Data entry can be performed through keyboard entry, mouse, stylus, touch screen, scanning, or through voice recognition software.
Employees may perform a variety of roles related to data entry, from (1) learning to perform simple data entry in pre‐determined formats without checking the data, to (2) organizing and editing information before entering the data, to (3) identifying and correcting others’ data
entry errors, or to (4) evaluating an agency’s existing data entry system and recommending improvements. Which data entry skill(s), if any, does your position need?
EXAMPLES
Knowledge of: Current data entry procedures, including filing and storage
Skill in data entry sufficient to: Read source documents and enter data in specific data fields
Maintain accurate budget records and reports
Compile, sort, and verify data accuracy before entering it
Locate and correct data entry errors
Receive and review source documents, compare documents to database information, and edit, code, and correct documents
Identify and correct the causes of data entry errors made by others
Evaluate the agency’s existing data entry system and recommend improvements
Ability to: Input data quickly and accurately
Check input and output data for completeness, accuracy, and discrepancies
Compare data with source documents and learn to enter data in specific data fields
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Typing/keyboarding (wpm)
DEFINITION: Typing previously referred to skill in producing written materials on manual and then electric typewriters. There was a specific skill‐set that typists learned, which included deciding among and applying different formats for correspondence and other business documents. Since most typewriters have been replaced by computers, “keyboarding” is the more current term. Typing and keyboarding usually require more advanced skills than simple data entry, and include mastering basic keyboarding techniques with speed and control and formatting and producing simple to complex documents.
Speed and accuracy in the form of words per minute (wpm) with a set number of allowable errors is one indicator of proficiency. If you use wpm or another performance test, be sure to use the same testing process under the same testing conditions for all applicants.
EXAMPLES
Knowledge of: Typing/keyboarding sufficient to perform skilled typing tasks with speed and accuracy
Skill in: Keyboarding/typing, using Microsoft Word or equivalent software, sufficient to produce memos
and correspondence in an efficient and timely manner
Ability to: Perform or learn to perform accurate keyboarding
Keyboard/type a variety of documents accurately at 40 wpm with five errors or less
Perform production typing with extensive use of numbers, charts and columns, and type letters, forms, memoranda and other materials
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Word processing
DEFINITION: Word processing involves using a computer and specialized software to create, edit, format, produce, print, and save documents, images, and text. This KSA often includes (1) producing more diverse types of documents and (2) a stronger emphasis on formatting, editing and/or sentence structure than reflected by the “typing/keyboarding” KSA.
EXAMPLES
Knowledge of: Word processing sufficient to use software to create, format, edit, print, and save a variety of
documents, including spreadsheets, tables, charts, and graphs
Skill in word processing sufficient to: Use software, such as Microsoft Word, to type and format letters, memos, reports, and minutes
of meetings
Prepare memos, reports, invoices, financial statements, and other documents
Type correspondence, reports, text and other written material from rough drafts, corrected copies, voice recordings, dictation or previous versions on a computer
Construct, edit and finalize memos, letters, and other written materials
Prepare memos and letters that are grammatically correct, in proper format, and free of spelling errors
Create reports by combining and presenting data from multiple sources in an organized format
Prepare loan applications, closing documents, legal documents, letters, forms, notices, and checks
Ability to: Use word processing, spreadsheet, and other software applications to prepare reports, invoices,
financial statements, letters, case histories, and medical records (also see Spreadsheets)
Check completed work for spelling, grammar, punctuation, and format
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Desktop publishing
DEFINITION: Desktop publishing combines a personal computer with page layout software to design and create documents for publication. It has a stronger emphasis on varied document design than the “data entry,” “typing/keyboarding,” and “word processing” KSAs.
EXAMPLES
Knowledge of: Desktop publishing sufficient to recommend and produce final publication design and layouts
Skill in desktop publishing sufficient to: Use software, such as PagePlus or Publishing Studio, to design, lay out, and produce a variety of
high‐quality publications
Provide comprehensive hands‐on, computer‐generated graphic design services and design consultation for agency staff
Perform web page layout and design services for the agency
Position text and art elements from a variety of databases to design print or web pages
Ability to: Teach other employees how to use desktop publishing software, such as Microsoft Publisher, to
effectively produce a variety of agency publications
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Spreadsheets
DEFINITION: A spreadsheet is a table of values arranged in rows and columns to summarize numerical data. Spreadsheet applications are computer programs that allow us to create and manipulate spreadsheets electronically. Each value sits in a cell. The user can define what kind of data is in each cell and how different cells depend on each other. The relationships between cells are called formulas and the names of the cells are called labels.
Employees’ roles in working with spreadsheets vary, from learning how to enter data into established spreadsheets to creating new spreadsheets or teaching other employees how to design and use spreadsheets. Does this job require related KSAs?
EXAMPLES
Knowledge of: Computer software applications to create spreadsheets from a variety of sources and compile
lists, spreadsheets, and graphs to track projects and activities
Skill in: Using spreadsheet software applications, such as Microsoft Excel or Lotus Symphony, to enter,
compile, store, and retrieve data in a variety of reports
Using word processing, spreadsheet, and other software applications to prepare reports, invoices, financial statements, letters, case histories, and medical records (also see Word Processing)
Developing and modifying electronic spreadsheets
Using advanced spreadsheet features to develop and modify spreadsheets
Managing and using spreadsheets sufficient to track and create statistical reports
Ability to: Learn how to enter data into established spreadsheets
Enter data into established spreadsheets
Teach others how to create and use spreadsheets effectively
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Database management
DEFINITION: A database is an integrated collection of information that is organized and stored in a computer system so it can be easily accessed, managed, and updated. Database management (DBM) involves using computer programs to define, enter, organize, store, modify, extract, and protect the data in a database.
Many positions in state government only need to know some aspects of database management. When this KSA is used, it’s important to clarify which aspects are needed.
EXAMPLES
Knowledge of: Basic principles, practices and techniques of database management
Standard computer software programs for word processing, spreadsheets, and databases sufficient to create, modify, and protect them (combines word processing and spreadsheets with database management)
Complex databases and query programming languages, and technical skills sufficient to use non‐standard or advanced software features as research tools and generate a variety of reports
Skill in database management sufficient to: Enter and retrieve data for reports
Sort or classify information into existing databases according to established guidelines
Perform searches to find relevant information and produce up‐to‐date reports
Develop and accurately enter information into a database and produce ad‐hoc queries and reports for management’s use
Develop tables and manipulate, retrieve, and analyze data
Create and update databases with software such as SQL
Set up and run basic queries, review and analyze data, and identify problem areas
Develop and maintain databases and calendars for staff
Collect, compile, maintain, and present data from multiple databases
Ability to: Learn how to establish, maintain, and use electronic databases
Compile, research, and analyze information from databases
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Computerized inventory control systems
DEFINITION: Computerized inventory control systems used specialized software to perform a variety of inventory control functions.
Some unit 206 positions, particularly in the Central Stores Administrative Specialist class series, use specialized inventory control systems. Before selecting this KSA, consider whether it’s really needed for your job. Even when a job requires the use of
computerized inventory control systems, will the new employee need to be trained on your specific system and/or are related KSAs essential or desired at hire?
EXAMPLES
Knowledge of: Computerized inventory control systems, such as ________, sufficient to evaluate the current
system and recommend system changes, maintain and update inventories or equipment, supplies, and commodities
Skill in: Using computerized inventory control systems, such as ________, to track the status of
requisitions, contracts, and orders
Using computerized inventory control systems to maintain an accurate inventory of textbooks and supplies
Ability to: Use computerized inventory control systems to direct items according to established routing
schemes, using computer‐controlled keyboards or voice recognition equipment
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Math (e.g., equations, account reconciliation, making change)
Math can include anything from simple arithmetic to more complex algebra, geometry, calculus, statistics, or other areas of specialization. When unit 206 positions need to know something about math, it’s usually arithmetic or other basic business math. In other words,
which, if any, of the following KSAs are needed?
Add, subtract, multiply, divide
Fractions, decimals, percentages
Applying basic formulas or other practical applications
Others? When using this KSA, replace the examples in parentheses above with information that clarifies your particular job’s math‐related KSA requirements.
EXAMPLES
Knowledge of: Math (arithmetic) sufficient to add, subtract, multiply and divide whole numbers, fractions,
decimals; calculate percentages; and use simple formulas
Arithmetic sufficient to compare delivered items to invoice statements and maintain accurate inventories of supplies
Math sufficient to maintain complete and accurate financial records, balance and resolve discrepancies, and determine eligibility and level of benefits
Skill in: Math sufficient to calculate, review and reconcile financial data and balance accounts
Math sufficient to make change, apply simple formulas to numerical data, compute account balances and amounts owed, and solve applied/practical problems requiring choice and sequence of arithmetic operations
Ability to: Collect payments, count money and make change for customers
Compute the prices of items or groups of items
Compute and verify totals on report forms, requisitions, or bills, using a calculator
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Bookkeeping
DEFINITION: Bookkeeping is the systematic recording of an organization’s financial transactions and a critical starting point for the accounting process. The two most common bookkeeping methods are single‐entry and double‐entry. Bookkeeping involves updating and maintaining accounting records, including spreadsheets, for expenditures, receipts, accounts payable and receivable, and profit and loss statements. Having accurate financial records helps managers and business owners answer important questions.
There is overlap between this KSA and the one titled “accounting/budgeting/expense.”
EXAMPLES
Knowledge of: Bookkeeping procedures sufficient to maintain accurate budget records and reports
Bookkeeping practices and procedures sufficient to analyze financial transactions and assign them to specific accounts, write original journal entries that credit and debit appropriate accounts, post entries to ledger accounts, and adjust entries at the end of each accounting period
Math, accounting practices, and bookkeeping sufficient to independently calculate payroll, maintain complete and accurate payroll records, and resolve discrepancies (NOTE: This example combines several related KSAs)
Skill in bookkeeping sufficient to: Post data and maintain records concerning costs of goods and services and the shipment of
goods
Prepare, maintain and review purchasing files, reports, and price lists
Calculate, prepare, and issue bills, invoices, account statements, and other financial statements according to established procedures
Calculate costs of orders, and charge or forward invoices to appropriate accounts
Reconcile daily summaries of transactions to balance books
Ability to: Collect, count and disburse money, do basic bookkeeping, and complete banking transactions
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Accounting/budgeting/expense
When this broad KSA is used, it’s important to clarify what it means and the level of competency or proficiency required or preferred at hire. It’s particularly important to add “sufficient to” statement(s) so prospective applicants can evaluate whether or not they’re qualified.
There is overlap between this KSA and the one titled “bookkeeping.”
EXAMPLES
Knowledge of: Basic accounting procedures sufficient to prepare itemized statements, bills or invoices, and
record amounts due for items purchased or services rendered
Accounts receivable and computerized billing systems, such as the State of Minnesota’s MAPS system, sufficient to enter and access information, and identify and adjust for potential problems
Sound business practices as applied to disbursements, purchasing and receipts techniques and internal control concepts
Generally accepted accounting principles (GAAP) and practices sufficient to analyze, interpret, and prepare financial information, records and reports; locate errors; and recommend solutions to procedural and other fiscal problems
Minnesota Accounting and Procurement System (MAPS), or other private or governmental accounting system, sufficient query and compile records and reports, and assist with preparing and maintaining spending plans, financial status reports, and budget requests
Skill in: Basic accounting sufficient to identify and resolve discrepancies in accounting records
Basic accounting procedures sufficient to complete forms and documents that comply with GAAP standards and maintain accurate and complete financial records
Accounting sufficient to review, analyze and verify financial records, calculate monthly fees, and prepare financial summaries and reports
Accounting sufficient to reconcile differences between invoices, receipts and purchase orders, and estimate needs based on historical data and events affecting the account
Accounting/budgeting/expense reporting sufficient to monitor and balance multiple budgets and grants, analyze various line items, ensure that spending is within budget and grant guidelines, and effectively recommend fund transfers
Accounting/budgeting/expense reporting sufficient to use a computerized point‐of‐sale accounting system for budgeting, revenue reporting, inventory, and procurement
Ability to: Perform or learn to perform administrative support work for a work unit’s expense and budget
administration
Compare prices, specifications, and delivery dates to determine the best bid among potential suppliers
Interpret and explain accounting and related fiscal policies, procedures, and practices to customers
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Physical demands (e.g., lifting, standing, sitting, pulling)
When used, replace the examples after this KSA with your vacancy’s specific requirements. Vacancy Builder includes a physical requirements field, which defines very light, light, medium, heavy, and very heavy physical demands statements. If you choose one of these
alternatives, your Vacancy Builder will auto‐populate with related information. You can edit this language to fit your position’s needs OR you can describe your job’s physical demands with statements similar to the following examples.
EXAMPLES
Ability to: Open, sort, and deliver mail
Label and stuff envelopes
Work in a seated or standing position for extended periods of time
Collect and deliver paperwork, records, supplies and other items from one location to another
Safely place supplies and other materials in storage and display areas, up to a height of four feet
Sort or assemble forms and other materials
Use a keyboard to enter electronic data for extended periods of time
Move items weighing up to 25 pounds on a regular basis
Move items weighing up to 25 pounds while unpacking, packing, and delivering textbooks and other supplies to classrooms
Remain mobile for up to four hours at a time and up to seven hours during an eight hour work shift
Stand for up to 90% of the day with frequent bending, lifting, maneuvering of carts and hampers, and moving materials weighing 15 – 70 pounds on a daily basis
Move from one location to another while navigating uneven terrain
Climb ladders while holding small items weighing up to 10 pounds
File and rotate base files and medical files; this includes considerable lifting, bending, and occasionally moving heavy files of up to 50 pounds
Move push carts with a push force of 30 pounds
Collect, unload, and sort items weighing up to 40 pounds during delivery routes
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Driver’s license (possession of valid driver’s license)
Many jobs require the ability for an employee to get from one place to another. That requirement is often different from the need for a driver’s license. Use this KSA when an employee must drive a state vehicle that requires licensure. When a job only requires the
ability to get from one location to another, it’s usually more appropriate to clarify this requirement in the Job Duties section of the job announcement. For example, “Travel quarterly with some overnights to provide training in multiple locations throughout Minnesota.”
Even when it’s appropriate to require a driver’s license, most jobs don’t need a Minnesota driver’s license. For example, a Wisconsin driver’s license is fine for most jobs. Only require a
Minnesota driver’s license when no other state driver’s license will do.
There is a license field in Vacancy Builder that includes various driver’s licenses. If you choose one of these alternatives, your Vacancy Builder will auto‐populate with related information. You can edit this language to fit your position’s needs. Another alternative is to include a simple
statement similar to the following examples.
EXAMPLES
Possession of: Valid, Class D (basic) driver’s license
Ability to:
Maintain a valid, Class D (basic) driver’s license
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Leadwork skills (e.g., the experience, organizational and/or personal skills necessary to perform hiring, assigning work, directing, scheduling,
vacation/sick leave approval, and/or manage an office)
It’s acceptable to replace the examples in parentheses after “Leadwork skills” with a more specific description of the particular leadwork skills required for your vacancy.
EXAMPLES
Skill in: Training and guiding the work assignments of student workers
Leadwork sufficient to implement personnel rules and regulations affecting the hire of emergency __________ workers
Directing the work of office, administrative, or customer service employees to ensure adherence to quality standards, deadlines, and proper procedures, while correcting errors or problems
Providing leadwork for others sufficient to plan, coordinate, and direct office support activities
Using leadwork skills to manage work through others to achieve unit goals
Using leadwork skills to set work priorities, arrange staff coverage to meet workload needs, initiate new work assignments, and resolve work‐related issues
Leadwork sufficient to provide office management for the __________ unit.
Ability to: Oversee, lead, train, and evaluate the work of lower level employees
Plan, schedule, assign, review, and evaluate the work of others
Manage an office, and plan, organize, administer, and direct the work of other employees
Plan, schedule, assign, review, evaluate, coach, train, and recommend the hire/fire and discipline of assigned employees
Develop and conduct training for administrative support employees
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Development of administrative and programmatic procedures (standard for senior and principal levels only)
When using this KSA, remove the information in parentheses above; it’s included as an internal reminder and is likely to confuse applicants. Although this KSA is listed as “standard” for senior and principal levels only, that doesn’t mean every higher level unit 206 job will
include it. Only use this KSA when it’s relevant for a particular vacancy.
EXAMPLES
Knowledge of: The agency’s mission and functions sufficient to develop administrative and program procedures
The agency’s legal records management requirements sufficient to develop administrative and program procedures
Skill in: Developing and implementing administrative and program policies, procedures, and service
standards in cooperation with management
Obtaining, organizing, and drafting administrative materials for public information or office use
Ability to: Analyze and make recommendations to management for new or revised administrative and
program practices and procedures for smooth and efficient office operation
Develop and implement work procedures for the _________ unit
Develop, modify, and evaluate/improve administrative and program procedures
Design, interpret, and explain administrative and program procedures
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Legal secretary
This KSA was added for the Legal Secretary classes in unit 206, which require specialized skills similar to those described in the following examples.
EXAMPLES
Education or Experience: Completion of a legal secretary training program, legal secretary certification, or experience as a legal secretary.
Legal secretarial experience or training that demonstrates the following skills and abilities:
Skill in: Using legal terminology and procedures sufficient to draft documents and correspondence
Preparing and processing legal papers and correspondence
Organizing and maintaining law libraries, documents, and case files
Taking notes at legal meetings, such as client interviews, hearings, or depositions
Reviewing legal publications and performing database searches to identify laws and court decisions relevant to pending cases
Ability to: Assist attorneys with legal research by locating and compiling relevant information