About the Annual Classification Survey

The Enabling Act of the State of Alabama requires that all positions in the Merit System be reviewed by the Personnel Board of Jefferson County (PBJC) at least once every five years to assure that employees have been assigned to appropriate classifications. The intent of the survey is to validate classifications and identify any employees who are performing duties that are significantly different from their classification. The Survey is not intended to address the normal functions of business operations that may occur at anytime, including pay issues within classifications, reclassification of employees, promotion of employees or other organizational changes. This review is called the “Survey” and begins each July 1st.

In order to collect information on each position, the PBJC uses a web-based Position Description Questionnaire (PDQ). An employee simply logs into the site and the PDQ is automatically populated with information about the employee’s classification that is on file with the PBJC. The employee provides feedback regarding the accuracy of the information and adds information as necessary or as prompted by the form. The PDQ is then electronically routed, for review and comment, to the employee’s supervisor, department head, Appointing Authority and finally to the PBJC for final review.

Some, but not all, positions will be audited. An audit is an on-site interview with an employee. Audits are conducted to validate information provided on the PDQ and to gather additional information that might be needed to determine whether an employee is properly classified.

The end result of the Survey process is a determination by the PBJC as to whether the duties performed by any particular employee are consistent with his or her classification or are substantially more consistent with another classification in the Merit System. If it is determined that an employee is not properly classified, a recommendation will be made as to a more appropriate classification. If an employee or Appointing Authority disagrees with the recommendation by the PBJC, they may appeal that recommendation. The decision of the PBJC, following review of an employee’s appeal, is final.

If the final determination is to reclassify the position occupied by an employee, the employee must meet all eligibility requirements for the new class. They may be temporarily appointed to the position until such time a test is administered and the employee can be included on a register. To be hired into the position on a regular appointment, the temporarily appointed employee must be within certifiable range. See Rules and Regulations Section 7.7 “Reallocation of Positions”. An Appointing Authority always has the discretion to remove the duties that caused the employee to be reclassified, so that the position classification remains unchanged and any incumbent employee unaffected. An Appointing Authority may also reassign an employee to any vacant position of the same or lower classification for which the Appointing Authority feels the employee is qualified.

The survey is adopted by June 30.