1. Module 1: Writing Your Functional Competency Assessment East Carolina University Department of Human Resources Classification and Compensation

2. Competency Assessment Plan

3. Performance Evaluation Assesses Employee based on Performance (HOW WELL they do their job) Evaluate performance results on a five level rating scale Outstanding Very Good Good Below Good Unsatisfactory

4. Competency Assessment Assesses employee based on the knowledge, skills, and abilities that they demonstrate based on the business need of the organization (WHAT the employee does in support of their position in the organization) Defined at the Contributing, Journey, and Advanced levels

7. Note: Functional

8. Key Functional Competencies Expectations Final results Communication – Verbal Communication – Written Office Technology Problem Solving Knowledge – Program Information/Records Administration Budgeting Copied straight from the competency profile.

9. Enter Expectations here

10. Key Functional Competencies ExpectationsFinal results Communication – VerbalResponds to questions/issues that deviate from standard operating procedures by determining and consulting appropriate resources such as policies, manuals or other staff. Responds to requests for program and procedural information. Contacts service recipients, vendors, or clients to provide or obtain information. Schedules and coordinates appointments, meetings and events. Demonstrates the ability to work with confidential and sensitive information. Communication – WrittenComposes written communication with guidance using standard formats. Composes correspondence involving program or operational procedures independently from general instructions or brief summaries. Office TechnologySelects, understands and learns to apply features to integrate a variety of software programs, machines or office equipment that will produce the desired results. May serve as a resource for the unit/department. Problem SolvingAssesses and may resolve unprecedented problems that require research and review of policy and procedures. Applies judgment for problem resolutions based on delegated authority from supervisor. Knowledge – ProgramUnderstands programs and services to apply this knowledge in problem-solving and responding to most questions and inquiries. Uses program knowledge to interface with other offices and organizations. Information/Records Administration Records, compiles and summarizes data using established format. Compiles and organizes information from different sources to develop reports and data. BudgetingMonitors and reconciles departmental or program budget and tracks travel and office expenditures. Functional Competency Assessment Copy and paste directly from the competency profile at the appropriate level based on overall level of the position.

11. Enter Final Results

12. Writing Your Final Results Separate performance from competencies Stick to the facts Give specific detail

13. Key Functional Competencies ExpectationsFinal results Communication – VerbalResponds to questions/issues that deviate from standard operating procedures by determining and consulting appropriate resources such as policies, manuals or other staff. Responds to requests for program and procedural information. Contacts service recipients, vendors, or clients to provide or obtain information. Schedules and coordinates appointments, meetings and events. Demonstrates the ability to work with confidential and sensitive information. Handles all day-to-day calls and visitors. Provided accurate information regarding the park. Has begun to contact vending machine companies regarding stock and maintenance. Is researching the purchase of new desk equipment including a computer by contacting local companies represented on state contracts to obtain quotes and processing requirements. Communication – WrittenComposes written communication with guidance using standard formats. Composes correspondence involving program or operational procedures independently from general instructions or brief summaries. Handles letters for various reasons at request of superintendent prior to sending out. Also wrote rough draft of the yearly report based on the format of the previous year. Office TechnologySelects, understands and learns to apply features to integrate a variety of software programs, machines or office equipment that will produce the desired results. May serve as a resource for the unit/department. Has learned most aspects of computer in the use of word processing and occasionally spreadsheets for the yearly report. Assists others in learning the computer and special features of MS-Word. Problem SolvingAssesses and may resolve unprecedented problems that require research and review of policy and procedures. Applies judgment for problem resolutions based on delegated authority from supervisor. Has handled problems with computer in superintendent’s office by contacting Division computer consultant to request maintenance. Knowledge – ProgramUnderstands programs and services to apply this knowledge in problem- solving and responding to most questions and inquiries. Uses program knowledge to interface with other offices and organizations. Recent changes in the purchase and maintenance of uniforms for park rangers has occurred. Received the regulation changes and made sure all rangers understood. Information/Records Administration Records, compiles and summarizes data using established format. Compiles and organizes information from different sources to develop reports and data. Marks files so employees may be able to find forms they need. Keeps files stocked with forms for the division. BudgetingMonitors and reconciles departmental or program budget and tracks travel and office expenditures. Monitors program expenditures and office expenditures by maintaining a spreadsheet for all items expensed monthly. Also keeps track of all travel done by park rangers and the park superintendent. Functional Competency Assessment Final results are based on the knowledge, skills, and abilities demonstrated by the employee.

14. Determining Overall Competency Level Assess in relation to the established Functional Competencies from the Competency Profile. Review 1 competency at a time Assign 3 pt. rating (C,J,A) for each competency based on the final results

15. Determining Overall Competency Level (cont.) Overall level = majority of individual Key Functional Competencies Exception - if one or more Key Functional Competencies is more critical to the organization, may carry more “weight” in final assessment. Consistency must be applied to all employees

16. What to Consider… How much variety in the work? Is the work complex? How much independence? Is decision making required? What is the consequence of an error? Analytical skills required? Types of tools/equipment used Level of leadership

17. What Not to Consider ….. Performance (U, BG, G, VG, O) Years of service

18. Enter Development Activities

19. Selecting Career Development Activities What is the organizational need? What employee competencies need development or strengthening to accomplish the above? What areas does employee wish to improve? Include Employee and Supervisor responsibilities

20. Functional Competency Assessment Example