U.S. Postal Service - American Postal Workers Union

1 Postal Service Washington, DC 20260-4250. Establishing Nonbargaining Requirements Handbook EL-350 November 1989. A. Explanation This new handbook provides detailed procedures for establishing selection requirements for Executive and Adlministrative Schedule (EAS) positions. The procedures and concepts presented here apply to nonbargaining selection procedures and systems covered by Handbook EL-311, Personnel Operations, (except those filled under the Initial Level Supervisor (ILS) and Postmaster selection systems) and to other EAS positions covered by selection procedures which reference this handbook. As appropriate, the handbook is used in conjunction with requirement statements provided by the Office of Selection and Evaluation through the Organization Management Staffing System (OMSS). B. Distribution This handbook is distributed as follows: 1. Post Offices CAG Quantity A-D .. 10. E-G .. 5. 2. Other Facilities The following facilities receive four copies each unless the quantity is specified: Bulk Mail Centers Engineering Support Center Facilities Service Centers Field Divisions (Field Director, Human Resources).

2 10. Field Training Centers Headquarters Personnel .. 100. Headquarters Service Centers Headquarters Supply .. 100. Human Resources Service Centers Inspection Service Divisions .. 1. Mail Transport Equipment Centers Mail Equipment Shop Maintenance Overhaul & Technical Service Centers Maintenance Technical Support Center Management Academy .. 150. Management Sectional Centers .. 10. Materiel Distribution Center (Somerville) .. 500. Materiel Distribution Center (Topeka) .. 500. Money Order Division National Information Systems Development Center National Test Administration Center Philatelic Sales Division Postal Data Centers Postal Employee Development Centers Procurement Service Offices Regional Chief lnspectors .. 1. Regional Directors, Human Resources Technical Training Center Transportation Management Service Centers C. Additional Copies Authorized holders of this handbook may order additional copies from the materiel distribution centers using Form 7380, MDC Supply Requisition.

3 D. Comments If you have questions or comments concerning this handbook, send a memorandum through management channels to: Director, Office of Selection and Evaluation Employee Relations Department U. S. Postal Service Headquarters 475 L'Enfant Plaza, SW. Washington, DC 20260-4250. Joel S. Trosch Assistant Postmaster General Employee Relations Department Establishing Nonbargaining Requirements Contents Chapter 1--Overview 310 Vacancies 110 Purpose 311 Determining the Need for Filling a Position 111 Vacancy Announcements 312 Establishing Requirements 112 EAS Position Vacancies Requirements Already Developed 313 Process Overview Requirements Not Yet Developed 320 Automated Vacancy Announcements 120 General 321 Using the Automated System 121 Scope 322 When the Automated System Cannot Be 122 Requirements Used 130 Terms and Definitions 131 General General Terms Chapter 4--Review and Revision of Best Meets Existing Requirements Knowledge, Skill, and Ability (KSA) 410 General Specific Terms 411 Introduction Selection Consideration Terms 412 No Arbitrary Changes Other Specific Terms - 420 Requirements Review 140 Process Summary 421 General 141 Initial Review 422 Step 1- Manager Reviews Current Conducting the Review Documents Documenting the Review 423 Step 2- Identify the Subject Matter Experts 142 Need for Changes Manager Only Minor Changes Additional SMEs Extensive Changes 424 Step 3- SMEs Review Current Documents Reviewing the Process for Establishing 425 Step 4- Establish/Develop Requirements Requirements/Special Conditions Chapter 2--Philosophy of Requirements Chapter 5--Developing Requirements Development 510 Introduction 210 General 211 Responsibility 520 Steps Needed 212 General Approach 521 Step 1 - Identify the Subject Matter Experts (SMEs).

4 521,1 Managers as SMEs Chapter 3--Posting Vacancy Representative Group as SMEs Announcements Additional SMEs Handbook EL-350, November 1989. (p. 2) Establishing Nonbargaining Requirements 522 Step 2 - Identify Duties of the Position Test 712. Use Standard Position Description Test 714. Review Duties Listed Test 713. Relevant Duties Only OF-346. Making Changes 524 Step 4 - Record Educational Requirements 523 Step 3 - Convert Duties to Requirements Degrees Needed Requirements When Degrees Are Not General Procedures for Writing Necessary Requirements Statements When Degrees Are Necessary Duty - KSA Relationship For EAS-20 and Above Example Positions Only Knowledge and Ability Degrees Added by Statements Managers/SMEs Knowledge 525 Step 5 - Record Special Conditions Ability 526 Step 6 - Finalization of Requirements/Special How to Write Knowledge Conditions and Ability Statements Determining the Number of KSAs Skill Statements Reviewing Requiremens and Special Putting Together KSAs Conditions Getting Started Using the Requirements Worksheet for Review Similar or Related Review Positions Checklist and Case Studies Example Appropriate Language Use Modifiers Purpose Chapter 6--Documentation Example Language to Avoid 610 HR Review Abstract Modifiers Synonyms Degrees or Certificates 620 Resolution of

5 Discrepancies Experience Example 630 Vacancy Announcements KSAs for Management Abilities Use a Generic Ability Statement 640 Records Management Dimensions KSAs for Human Relations and Communications Appendices When Separate Statements Are Not Used Appendix A. Appendix B. When Separate Statements Are Used Appendix C. Use KSAs for Major Functions Appendix D. Include KSAs for Major Duties Appendix E. Only Appendix F. Address All Major Duties Appendix G. Typing and Driving Requirements Appendix H. When Mandatory Appendix I. When Optional Appendix J. Handbook EL-350, November 1989. Establishing Nonbargaining Requirements 122. Chapter 1. Overview 110 Purpose ecuted at his or her facility, and then document the review. The basic characteristic which distinguishes a manager's responsibilities from those of other employees is that the manager is expected to Requirements Not Yet Developed. In some accomplish unit or functional area goals through cases, however, no requirements will be provided other people.

6 Just as a manager would think long because they have not yet been developed. The and hard about the specifications of a machine procedures outlined in this document provide a before entering into a multiyear leasing contract, systematic approach to collecting information and so must a manager think about requirements for judging how it relates to a specific job. An impor- the unit's staff. Employees are the Postal Ser- tant step in the process is gathering information vice's most vital resource, and they have a day- from the individual or individuals most knowl- to-day impact on operations which no machine edgeable about the position. They can assist in ever could. Failure to select people who can com- identifying the most critical requirements and em- petently execute their job responsibilities can phasize what is needed for selection. Step-by-step mean the unit's performance does not measure instructions have been developed to help people up to expectations.

7 At the least, the manager may knowledgeable about jobs identify and develop have to shoulder the burden of remedying or critical requirements to include in vacancy an- compensating for staff deficiencies. Staff selec- nouncements. The process also provides a docu- tion, therefore, is a key managerial function. Se- mented record of how the requirements for a lecting the people that best meet the particular position were developed. requirements for various jobs is a major step toward ensuring that the unit's goals will be met. 120 General 111 Vacancy Announcements Requirements shown in vacancy announcements 121 Scope should provide potential applicants with a precise The procedures and concepts presented here ap- idea of the qualifications being sought for the ply to all EAS positions filled under procedures vacant positions. They should also provide review in Handbook EL-311 (except those filled under committees and/or selecting officials with infor- the Initial Level Supervisor and Postmaster selec- mation useful for selecting the applicant who best tion systems) and to other EAS positions covered meets the requirements of the position.

8 By selection procedures which reference this handbook. 112 EAS Position Vacancies 122 Requirements Requirements Already Developed. Re- quirements for inclusion in vacancy announce- Requirements are the criteria by which applicants ments f o r t h e m a j o r i t y o f E x e c u t i v e a n d are measured and selected for positions. When an Administrative Schedule (EAS) position vacancies existing EAS position vacancy is about to be have been developed by the Office of Selection filled, requirements must be established which and Evaluation and can be accessed through the will be used throughout the selection process in- Human Resources Information Systems (HRIS). cluding in the review of applications and during Usually a manager with an EAS vacancy will interviews. As stated earlier, requirements have need only to review the requirements provided by already been written for most high incumbency Human Resources to ensure that they relate to positions and are available from the Human Re- the duties assigned to the position as it is ex- sources division in your office.

9 Handbook EL-350, November 1989. 130 Establishing Nonbargaining Requirements 130 Terms and Definitions highly technical or professional positions EAS-20. or above (see subchapter 524). 131 General b. Special Conditions. Position requirements essential to satisfactory job performance which The following terms and definitions are used involve a determination of an applicant's willing- throughout these guidelines. ness to meet some need rather than to the ap- plicant's knowledge or abilities ( , willingness General Terms to travel frequently; willingness to work irregular hours). Best Meets. The term best meets means the review committee or selecting official should Other Specific Terms choose an individual whose knowledge, skills, and a. Standard Position Description. Document abilities are of such high quality as to strongly used for job evaluation purposes which describes indicate that there is a high probability of suc- the major duties and tasks normally performed by cessful performance in the position.

10 An incumbent in a position. For nonbargaining positions, this information is contained in Hand- Knowledge, Skill, and Ability (KSA) book EL-202, Standard Position Descriptions. a. Knowledge. Learned information possessed b. Subject Matter Experts (SMEs). Individuals by an individual that can be applied directly to who are very knowledgeable about the position. the performance of a job task ( , knowledge of Usually SMEs are the managers of the vacant financial reporting techniques). positions and/or incumbents in identical or similar b. Skill. A present and observable profi- positions. ciency to perform a learned physical task, or a c. Supervisor/Manager. These terms are used proficiency which is acquired through practice interchangeably throughout this document to re- ( , typing, driving). Normally, skills are not fer to someone in the Executive and Administra- used to refer to requirements for EAS positions. tive Schedule (EAS) or Postal Career Executive c. Ability.