What is a Desk Audit?
The desk audit is the method Human Resource’s classification system uses for obtaining information about a position in order to properly classify the position. Human Resources Classification Specialists conduct interviews with the employee. The specialists may schedule a follow-up meeting with the first level supervisor to verify the assignment of work and the nature of supervision. A position desk audit focuses solely on the current work assigned and does not address hypothetical or projected duties. Positions are classified based on major regular and recurring essential duties. Additionally, volume of work will not be considered as a factor in grade classification.
Benefits of a Desk Audit:
- Verifies and clarifies information in the Position Management action and documentation.
- Provides examples of work performed.
- Allows employees an opportunity to explain and demonstrate what their position does.
Prior to the Desk Audit:
Prior to the Desk Audit, the employee shall fill out the Position Duties Template and submit it to the Human Resources Classification Specialists. The Position Duties Template must be submitted before the Desk Audit can be scheduled. This template can be downloaded from the link below.
Prepare for the Desk Audit:
The desk audit interview is usually conducted at the employee’s work site and generally lasts 30 minutes to one hour. Employees should be ready to describe to the HR classification specialist the responsibilities of their position and discuss all the functional areas within their job including specific examples that best illustrate each area of responsibility. The employee may provide samples of work, if appropriate, and will be asked to discuss facets of the position that require originality, innovation, or creativity.
Keep in mind, the classification specialist will be assessing:
1) The nature of the work (kind of work);
2) The variety (scope and range); and,
3) The difficulty of the work (judgment, skill, and knowledge).
If deemed necessary, the classification specialist may also meet with the first level supervisor to verify the assignment of work and the nature of supervision. Supervisors should be prepared to explain a request to change the title, classification, or grade level of the position.
REMEMBER: The classification specialist classifies the position, not the person. The classification specialist will analyze the duties, level of responsibility, and skills and knowledge required of the position to render a classification decision. Personal attributes (e.g., the employee's value, performance, longevity, reliability) are not part of the classification review process and decision.
Questions that may be asked during the Desk Audit
- What are the major duties of this position? What percentage of time is spent on those duties?
- What is the most difficult aspect of the position?
- What decisions will this position have authority to make?
- Will this position establish policies and procedures?
- Does this position supervise others?