Module 1: Writing Your Functional Competency Assessment

East Carolina University Department of Human Resources Classification and Compensation

Competency Assessment Plan

Duties and Responsibilities (Position Description) Key Job Responsibilities (Expectations and Goals) Performance Management Work Plan

Career Development Plan

Statewide ECU Adapted Competencies Competencies

Key Competencies

Competency Assessment Plan

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

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

Note: Functional

Key Functional Competencies

Expectations

Final results

Communication Verbal

Communication Written

Office Technology

Copied straight from the competency profile.

Problem Solving

Knowledge Program

Information/Records Administration

Budgeting

Enter Expectations here

Functional Competency Assessment

Key Functional Competencies
Communication Verbal

Expectations

Final results

Responds 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 Written

Composes written communication with guidance using standard formats. Composes correspondence involving program or operational procedures independently from general instructions or brief summaries.

Copy and paste directly from the competency profile at the appropriate level based on overall level of the position.

Office Technology

Selects, 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.
Assesses 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. Understands 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. Records, compiles and summarizes data using established format. Compiles and organizes information from different sources to develop reports and data. Monitors and reconciles departmental or program budget and tracks travel and office expenditures.

Problem Solving

Knowledge Program

Information/Records Administration Budgeting

Enter Final Results

Writing Your Final Results

Separate performance from competencies Stick to the facts Give specific detail

Functional Competency Assessment

Key Functional Competencies
Communication Verbal

Expectations
Responds 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.

Final results
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. 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. 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. Has handled problems with computer in superintendents office by contacting Division computer consultant to request maintenance. Recent changes in the purchase and maintenance of uniforms for park rangers has occurred. Received the regulation changes and made sure all rangers understood. Marks files so employees may be able to find forms they need. Keeps files stocked with forms for the division. 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.

Communication Written

Office Technology

Final results are based on the skills, Composes written knowledge, communication with guidance using standard formats. Composes correspondence involving program or operational procedures and independently from generalabilities instructions or brief summaries. demonstrated by Selects, understands and learns to apply features to integrate a variety of software programs, machines or office equipment that will produce the the employee.
desired results. May serve as a resource for the unit/department.

Problem Solving

Assesses 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. Understands programs and services to apply this knowledge in problemsolving and responding to most questions and inquiries. Uses program knowledge to interface with other offices and organizations. Records, compiles and summarizes data using established format. Compiles and organizes information from different sources to develop reports and data. Monitors and reconciles departmental or program budget and tracks travel and office expenditures.

Knowledge Program

Information/Records Administration Budgeting

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

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

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

What Not to Consider ..

Performance (U, BG, G, VG, O) Years of service

Enter Development Activities

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

Functional Competency Assessment Example