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December 17, 2017
Are you working 'Out of Title'?
Updated On: Mar 06, 2014

In an economic environment when employers are asking you to 'do more with less', employees may find that they are "working out of title".  The Local 755 contract addresses this issue, but it may be appropriate to file a "Desk Audit" with the NJ Civil Service Commission. 

  1. A desk audit is an evaluation of the duties of a position resulting from an appeal, question, or complaint that an individual's duties do not conform to the current job description for their title. Desk audits can be done in person, by telephone interview, or by questionnaire. Desk audits are performed by CSC's staff at the request of an Appointing Authority, employee, or by a CSC staff member that has a question about duties of a particular position. » NJAC 4A:3-3.5.

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  2. The first step in the process is to discuss the situation with your supervisor. If the problem does not get resolved, a Position Classification Questionnaire should be completed.    In State service, complete form DPF-44S. You must specify the title which you believe is appropriate to the duties you are performing, and explain how the duties at issue are more appropriate to the requested title than to the title in which you are currently serving. The questionnaire should then be submitted to your supervisor to complete and sign. Your supervisor shall forward the completed questionnaire to the program manager/division director to complete and sign.  The supervisor and program manager/division director shall complete their portions of the questionnaire and provide their signatures within 15 days of your submission of the appeal to your supervisor.  By no later than the end of this period, the program manager/division director shall submit to the agency representative the completed questionnaire, along with your most recent PAR form.  Within 10 days of receipt of the appeal, the agency representative shall either notify you that specific additional information is required, or forward the appeal with organizational chart to the appropriate representative of the Civil Service Commission.  The agency representative shall notify you of the submission to the Commission representative. 

    In local service, the appeal must identify the specific duties that do not conform to the specification for the title and, if you propose a different title for the position, an explanation of how that existing title more accurately describes the duties of the position than the current or proposed title. If requested by a representative of the Commission, the appeal shall also include a completed Position Classification Questionnaire (DPF-44) and an organizational chart. If your supervisor has not signed the questionnaire within five working days of receipt of the questionnaire, you may forward the questionnaire to the appropriate representative of the Commission without your supervisor's signature but with a notation of the date of presentation to your supervisor.

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  3. You can check the job description and title code search for the title you hold to see if your job duties and responsibilities match. Your duties and responsibilities should match the definition, be similar to the examples of work, and the requirements listed should match the basic minimum requirements that someone in your position would need to be successful.

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  4. In position classification determinations, the analyst compares the duties described by the employee in the position; any comments by the supervisor; and the organization structure of the unit in which the position is located to the information in the job descriptions.

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  5. Non competitive permanent are titles in the career service where competitive testing is not required due to the nature of the knowledge, skills, and abilities associated with the job or difficulties associated with recruiting » NJAC 4A:3-1.2(c).
    Competitive permanent titles are those allocated to the competitive division of the career service and are subject to an examination process and successful completion of a working test period. » NJAC 4A:4-1.1

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  6. Open Competitive examinations are tests that are announced on the internet and are open to members of the general public who meet the prescribed requirements for admission.

    Promotional exams are for positions in competitive titles and are opened to employees working within a specific department and unit within a State Agency or civil service jurisdiction.

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  7. Salaries for county and municipal government positions are determined by local ordinance and are not maintained by the Civil Service Commission. You may contact the individual county or municipality directly to inquire as to the salary information for titles used within their respective jurisdiction.
    Salaries for State government positions are available on the CSC website in the Compensation Compendium. Refer to the alpha letter and two digit numerical codes at the end of the job description to determine the current salary for a particular title.

 

It is recommended that you speak with a representative before filing with the Commission.   We are here to help you decide if this is your best course of action and to even review your audit before sending it in, giving you your best chance at success.


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