California State Personnel Board
Merit Selection Manual: Policy and Practices
SAMPLE JOB ANALYSIS REPORT APPENDIX H
Appendix H: Sample Job Analysis Report H1
October 2003
Introduction
This sample job analysis report demonstrates how the provisions for documenting a job
analysis study outlined in the Uniform Guidelines for Employee Selection Procedures
(Uniform Guidelines) can be adhered to by selection professionals. This sample report is
intended to serve as a model for documenting a job analysis study; however, there is no one
definitive documentation style. Agencies and departments shall adhere to the documentation
requirements outlined in the Uniform Guidelines and are encouraged to develop
documentation formats and practices that best meet the needs of their own organizations.
SAMPLE
JOB ANALYSIS
REPORT
for the classification of
STAFF SERVICES ANALYST
(General)
Department XYZ
September 2003
Author’s Name
Department XYZ
Office of Human Resources
Street Address
City, State Zip Code
Department XYZ
Office of Human Resources
STAFF SERVICES ANALYST (GENERAL) JOB ANALYSIS REPORT
i
Table of Contents
Listing of Appendices .......................................................................................................... iv
Introduction........................................................................................................................... 1
Documentation of Job Analysis Procedure ....................................................................... 2
User, Location, and Dates of Study .................................................................................... 3
User ............................................................................................................................. 3
Location of study.......................................................................................................... 3
Dates of study.............................................................................................................. 3
Problem and Setting............................................................................................................. 4
Purpose of study.......................................................................................................... 4
Classification concept .................................................................................................. 4
Classification composition............................................................................................ 5
Existing selection procedures ...................................................................................... 5
Job Analysis for Staff Services Analyst (General) ............................................................ 7
Method used to analyze the job ................................................................................... 7
Initial planning.............................................................................................................. 7
Literature review .......................................................................................................... 7
Job audits .................................................................................................................... 7
Identification of the work behaviors and work products................................................ 8
Measures of criticality .................................................................................................. 9
Sampled populations ................................................................................................... 10
Data analysis ............................................................................................................... 11
Questionnaire results ................................................................................................... 11
Reliability of the questionnaire scales .......................................................................... 13
Task/KSA relationship.................................................................................................. 13
Selection Procedure(s) and its Content.............................................................................. 15
Reading level required ................................................................................................. 15
Development of examination plan................................................................................ 15
Accuracy and Completeness............................................................................................... 17
Contact Person ..................................................................................................................... 18
Appendices ........................................................................................................................... 19
Department XYZ
Office of Human Resources
STAFF SERVICES ANALYST (GENERAL) JOB ANALYSIS REPORT
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Listing of Appendices
A. Staff Services Analyst (General) Class Specification
B. Job Audit/Interview Participants
C. Job Analysis Questionnaire
D. Subject Matter Expert (SME) Participants in the Final Review of the Job Analysis
Questionnaire
E. Questionnaire Respondents’ Demographic Information
F. Task Rating Results
G. Essential Tasks Identified through the Job Analysis
H. KSA Rating Results
I. Important KSAs Identified through the Job Analysis
J. Task/KSA Linkage Results
K. SME Participants in the Task/KSA Linkage
L. Selection Options Matrix
Department XYZ
Office of Human Resources
STAFF SERVICES ANALYST (GENERAL) JOB ANALYSIS REPORT
1
Introduction
The Federal Uniform Guidelines on Employee Selection Procedures (29 CFR 1607) require
that selection processes be demonstrably related to the actual job requirements for which the
selection procedures are being used. Should selection procedures result in adverse impact
against any protected group, the employer is required by the Uniform Guidelines to show
evidence of validity. In addition, California state law requires that all civil service examinations
be job-related (Government Code §18930), as do other professionally accepted standards,
such as the Principles for the Validation and Use of Personnel Selection Procedures (Society
for Industrial and Organizational Psychology, 1987) and the Standards for Educational and
Psychological Testing (American Educational Research Association, American Psychological
Association, & National Council on Measurement in Education, 1999).
This report describes in detail the methodology and results of the job analysis. Any reference
herein to the Staff Services Analyst (General) classification pertains only to this classification
as it is utilized by Department XYZ.
Department XYZ
Office of Human Resources
STAFF SERVICES ANALYST (GENERAL) JOB ANALYSIS REPORT
2
Documentation of Job Analysis Procedure
The structure of this portion of the report is designed to conform to the relevant paragraphs of
the Federal Uniform Guidelines on Employee Selection Procedures, Federal Register, Vol. 43,
No. 166, August, 1978, Section 15C. This report documents the job analysis procedure and
partially fulfills the requirements for a content validation strategy. Any selection procedures
utilized for the Staff Services Analyst (General) classification should be developed in
accordance with provisions of the Uniform Guidelines, based upon the results of this job
analysis, provided that this job analytic data is current and reflective of the job tasks and
requisite knowledge, skills, and abilities (KSAs) required for successful performance of those
job tasks.
Department XYZ
Office of Human Resources
STAFF SERVICES ANALYST (GENERAL) JOB ANALYSIS REPORT
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User, Location, and Dates of Study
User
The Staff Service Analyst (General) classification is a servicewide classification. The study
described herein was conducted for the Staff Services Analyst (General) classification as
utilized by Department XYZ.
Location of Study
The study’s meetings were held at Department XYZ Headquarters in Sacramento. Job audits
and interviews were conducted at Department XYZ Field Offices in Sacramento, Los Angeles,
and San Francisco, as well as Department XYZ Headquarters in Sacramento.
Dates of Study
Project work began in March 2003 and was completed in May 2003.
Department XYZ
Office of Human Resources
STAFF SERVICES ANALYST (GENERAL) JOB ANALYSIS REPORT
4
Problem and Setting
Purpose of study
The Uniform Guidelines outline the requirements necessary for employers to legally defend
employment decisions based upon both overall selection processes and individual selection
procedures. The Uniform Guidelines require that selection procedures used for any
employment decision, including initial hiring, be demonstrably related to requirements of the
job. In addition to the requirements for job-relatedness outlined in the Uniform Guidelines,
California state law (Government Code §18930) requires that all civil service examinations be
job-related, as do professionally accepted standards of the American Psychological
Association. A job analysis conducted in conformance with the Uniform Guidelines and
professionally accepted standards will provide the job-related foundation for the development
and use of selection procedures.
The primary purpose of this project was to conduct a task-based job analysis of the Staff
Services Analyst (General) classification as utilized by Department XYZ. The job analysis
results provide the necessary basis to establish the content validity of an existing selection
procedure, develop a new selection procedure, and/or make any necessary revisions to the
Staff Services Analyst (General) classification.
(Note to analyst: this section of the report should describe the project and intended outcome(s), e.g.,
conduct job analysis and develop selection procedure(s), conduct job analysis and revise classification
specification, etc.)
Classification concept
The Staff Services Analyst (General) classification is used to classify positions which may
perform part, or all, of the following duties: study the principles and techniques of the area of
work to which assigned and, under supervision, apply them; participate in analytical studies of
organization, procedures, budgetary requirements, and personnel management; gather,
tabulate, and analyze data; prepare organization, workload, and other charts; interview and
consult with departmental officials, employees, and others to give and secure information;
prepare reports and make recommendations on procedures, policies, and program
alternatives; review and analyze proposed legislation and advise management on the potential
impact; make decisions on financial, personnel, and other transactions of average complexity;
work as a field representative in intergovernmental negotiations; and, prepare correspondence.
The current Staff Services Analyst (General) class specification, dated September 22, 1977,
(1) defines the scope of work completed in the Staff Services Analyst (General) classification,
(2) defines the level and type of work performed in the Staff Services Analyst (General)
classification, and (3) details the minimum knowledge, skills, and abilities required in the Staff
Department XYZ
Office of Human Resources
STAFF SERVICES ANALYST (GENERAL) JOB ANALYSIS REPORT
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Services Analyst (General) classification. Appendix A contains a copy of the Staff Services
Analyst (General) class specification.
Classification composition
As of June 30, 2003, Department XYZ had a total of 125 Staff Services Analyst (General)
positions filled on a full-time basis, and 18 positions filled on a basis other than full-time.
Based upon the selection/hiring needs of Department XYZ, it was determined that the
selection efforts for the Staff Services Analyst (General) classification conducted on an open
basis encompassing all geographic locations throughout the state should yield adequate
numbers of candidates in all ethnic and gender groups to meet Equal Employment Opportunity
(EEO) selection objectives.
(Note to analyst: if applicable, explain the anticipated or intended examination base and indicate how
that intended examination base will meet the anticipated selection/hiring needs of the organization.)
Existing selection procedures
The most recent selection process administered for Staff Services Analyst (General) consisted
of an interview, weighted 100 percent. This selection process resulted in an eligible list dated
October 25, 2001.
In addition, according to the current Staff Services Analyst (General) class specification, the
minimum qualifications listed on the following pages have been established in order for
candidates to compete in any selection process administered for the Staff Services Analyst
(General) classification.
Either I
Education: Equivalent to graduation from college with any major, but preferably with
specialization in public or business administration, accounting, economics, political or
social science, or law. (Registration as a senior in a recognized institution will admit
applicants to the examination, but they must produce evidence of graduation or its
equivalent before they can be considered eligible for appointment.) (Work experience in
the California state service may be substituted for the required education on a year-for-
year basis by applicants who have at least six semester or nine quarter units of college
level training in public or business administration, accounting, economics, political or
social science, English, speech, statistics, law, or a closely related area.)
Or II
Six months of experience performing the duties of a Personnel Technician I, Range B,
in State service.
Department XYZ
Office of Human Resources
STAFF SERVICES ANALYST (GENERAL) JOB ANALYSIS REPORT
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Or III
Six months of experience performing the duties of a Budget Technician I, Range B, in
State service.
Or IV
Six months of experience performing the duties of a Management Services Technician,
Range B, or Occupational Technician (General), Range B, or Business Service
Assistant (Specialist), Range B, in State service.
Or V
Experience: One year of experience in the California state service performing the
duties of a class at a level of responsibility equivalent to a Program Technician II, Office
Services Supervisor I, or Office Technician;
and
Education: Twelve semester or eighteen quarter units of college courses in Public or
Business Administration, Accounting, Economics, Political or Social Science, English,
Speech, Statistics, Law, or a closely related field.
Upon appointment to the Staff Services Analyst (General) classification, a 12-month
probationary period is required.
Department XYZ
Office of Human Resources
STAFF SERVICES ANALYST (GENERAL) JOB ANALYSIS REPORT
7
Job Analysis for Staff Services Analyst (General)
Method used to analyze the job
The job analysis methodology developed for this project utilized a task analysis approach as
defined in the Uniform Guidelines. The methodology included (1) a review of literature and
other relevant background information to develop a preliminary list of task and KSA
statements; (2) on-site job audits/interviews with incumbents and first-level supervisors to
discuss, review, revise, and augment the preliminary list of task and KSA statements; (3) a
meeting with incumbents and first-level supervisors to finalize the task and KSA statements;
(4) a job analysis questionnaire sent to all incumbents and first-level supervisors; (5) an
analysis of the questionnaire data to determine the essential tasks of the Staff Services
Analyst (General) classification and the important KSAs required upon entry to the
classification for successful job performance; and, (6) a meeting with incumbents and first-level
supervisors to establish the relationship between the essential tasks and the important KSAs
as determined through the data analysis.
Initial Planning
The project began with a meeting between project staff to discuss (1) initial project timelines,
(2) the job analysis methodology, (3) the responsibilities of each project staff member in
completing the project as described below, and (4) the locations at which job audits/interviews
would be conducted.
Literature review
One of the first steps in conducting a job analysis is to review literature such as previous job
analysis reports and the class specification for the classification being studied. A job analysis
of the Staff Services Analyst (General) classification as utilized by Department XYZ was
conducted in 1984. This report was entitled Report on Staff Services Analyst Validation Study
and dated June 1984. Information obtained from review of the previous job analysis and the
class specification assisted project staff in developing a preliminary list of task and KSA
statements discussed and reviewed with Staff Services Analyst (General) incumbents and first-
level supervisors during the job audit/interview phase of the job analysis process.
Job Audits
In-depth job audits/interviews were held with a representative sample of incumbents in the
Staff Services Analyst (General) classification and first-level supervisors. A total of 18 job
audits/interviews were held at Department XYZ Field Offices throughout the state, as well as
Department XYZ
Office of Human Resources
STAFF SERVICES ANALYST (GENERAL) JOB ANALYSIS REPORT
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Department XYZ Headquarters during March 2003. Factors considered in determining the
locations and participants for the job audits/interviews included:
• Geographic location
• Size of Department XYZ Field Offices
• Participant experience level(s)
• Utilization of Staff Services Analyst (General) incumbents throughout the department
Each job audit/interview lasted approximately two hours. Following a standardized format,
project staff took detailed notes regarding (1) the participant’s training and experience in the
Staff Services Analyst (General) classification; (2) typical, frequent, and important duties
performed by an incumbent in a Staff Services Analyst (General) job/position; (3) the KSAs
required for the successful completion of job tasks; (4) personal characteristics and
competencies necessary for successful job performance; (5) equipment, materials, and
supplies used in the completion of job tasks; (6) reference materials used in the course of
completing job tasks; and, (7) the general differences between the duties of a Staff Services
Analyst (General) and his/her immediate supervisor. Each participant then reviewed, edited,
and supplemented a preliminary list of tasks and KSAs developed by project staff prior to the
job audits/interviews. Where appropriate, samples of Staff Services Analyst (General) reading
materials were collected from participants.
Appendix B contains a list of the job audit/interview participants, including work locations. The
job audit/interview notes and preliminary task and KSA lists are available in the Staff Services
Analyst (General) Job Analysis History File.
Identification of the work behaviors and work products
A preliminary list of tasks and KSAs was compiled from background research and modified
based upon information collected from job audit/interview participants. Furthermore, the entire
job analysis questionnaire, including the modified list of tasks and KSAs, was reviewed,
revised, and approved by an SME group as a final verification of accuracy before being
distributed for completion. Appendix C includes a copy of the final version of the Staff Services
Analyst (General) job analysis questionnaire, along with the rating scales used for the task and
KSA statements. Appendix D contains a list of the SMEs involved in the final review of the job
analysis questionnaire on April 15, 2003.
Department XYZ
Office of Human Resources
STAFF SERVICES ANALYST (GENERAL) JOB ANALYSIS REPORT
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Measures of Criticality
The tasks and KSAs were evaluated using the rating scales describes as follows:
Task Rating Scales
Questionnaire respondents rated each task statement on its criticality and relative time spent
performing each task. Independent rating scales were used to evaluate each task statement.
Task Scale A: Importance
This scale first identifies the essential functions of the job and then measures the importance
of those essential functions to overall successful job performance. Scale responses range
from (0) Does Not Apply to (3) Critical.
Task Scale B: Frequency of Performance
This scale assesses the relative time spent performing each task of the job. Scale responses
range from (0) Does Not Apply to (3) Frequently.
KSA Rating Scales
Questionnaire respondents rated each KSA statement on its importance, the amount of the
KSA required upon entry to the job, and the relationship between the amount of the KSA
possessed and increased job performance. Independent rating scales were used to evaluate
each KSA statement.
KSA Scale A: Importance
This scale assesses the importance of a knowledge, skill, or ability to overall successful job
performance. Scale responses range from (0) Does Not Apply to (3) Critical. KSAs with
average importance ratings of Important or Critical should be the focus of selection procedures
designed to assess competence to perform the job.
KSA Scale B: Expected at Entry to the Job
This scale assesses how much of a knowledge, skill, or ability is required upon appointment
(or entry) to the job. Scale responses range from (0) None to (3) All. KSAs which receive a
mean rating of 1.51 or greater, indicating that possession of at least most of the KSA is
required upon entry to the job, are suitable for consideration in the selection process.
KSA Scale C: Relationship to Job Performance
This scale assesses the strength of the relationship between possession of an increasing
amount of a KSA and a corresponding increase in job performance. This scale is used to
identify those KSAs of which increased amounts improve job performance. The information
obtained from this scale provides the rationale for ranking candidates who score above
minimum levels in the selection process. Scale responses range from (0) No Observable
Relationship to (1) Observable Relationship.
Department XYZ
Office of Human Resources
STAFF SERVICES ANALYST (GENERAL) JOB ANALYSIS REPORT
10
Additionally, space was provided at the end of the questionnaire for each respondent to add
tasks or KSAs not included in the questionnaire and/or to provide comments regarding the job
analysis questionnaire process. The comments provided by participants in this survey process
dealt with classification and pay issues (e.g., the diverse range of duties of the Staff Services
Analyst (General) classification). Appendix C includes copies of the actual scales used to rate
the task and KSA statements. The actual comments provided by the questionnaire
respondents can be found in the Staff Services Analyst (General) Job Analysis History File.
Sampled Populations
Questionnaire packages (which included an introductory cover memo, a job analysis
questionnaire, a copy of the task and KSA rating scales, a scannable answer sheet booklet,
and a pre-addressed, stamped return envelope) were sent to the 143 Staff Services Analyst
(General) incumbents and 40 first-level supervisors.
The questionnaires were distributed during the week of April 21, 2003 with a requested return
date of April 30, 2003. Completed questionnaires were returned to project staff by the
respondents via the pre-addressed, stamped envelopes included in the questionnaire
packages.
The following table lists the response rates to the job analysis questionnaire.
Number of
Questionnaires
Distributed
Number of
Completed
Questionnaires
Returned
Response Rate
Incumbents
143
108
73%
Supervisors
40
32
75%
A large percentage of the Staff Services Analyst (General) incumbents and first-level
supervisors responded to this questionnaire, which indicates that confidence can be placed in
the representativeness of the returns and the information provided in the questionnaire
responses.
Department XYZ
Office of Human Resources
STAFF SERVICES ANALYST (GENERAL) JOB ANALYSIS REPORT
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Data Analysis
Respondents to the questionnaire recorded their responses on scannable answer sheets, and
their responses were scanned into a data file by XYZ information technology/data processing
personnel. Using SPSS for Windows software, project staff computed frequency results for the
demographic information and for the task and KSA ratings. Additional descriptive statistics
(i.e., means, medians, and standard deviations) were computed on the task and KSA ratings.
The reliability of each of the five rating scales used was also assessed to obtain an estimate of
the consistency of the results.
Questionnaire Results
Complete demographic data describing the respondents are provided in Appendix E.
Descriptive statistics summarizing the task and KSA ratings are presented below. Complete
task and KSA results can be found in Appendices F through I, respectively.
Prior to analysis of the data, a Kruskal-Wallis test was conducted to determine if there were
any significant differences in the rating patterns among incumbents and those of their
supervisors. In analyzing the results of the Kruskal-Wallis test, it was concluded that there was
sufficient agreement and consistency in the ratings provided by the incumbent and supervisor
groups such that the data provided by these two groups could be combined into one data file
for analysis.
(Note to analyst: a Kruskal-Wallis test requires a sufficient data set of at least 30 incumbents and 30
supervisors. Another statistical analysis that could be used to analyze the incumbent and supervisor
data sets is a T Test; this statistical analysis would also require sufficient data sets of at least 30
incumbents and 30 supervisors.)
Task Ratings
Initially, any task statements that received ratings of “0” (Does Not Apply) from 50 percent or
more of the respondents were identified. Task statements rated “0” by 50 percent or more of
the respondents cannot be considered essential functions of the classification and should not
be considered further in the job analysis process. Of the original 94 tasks on the
questionnaire, 90 passed this initial screening and for purposes of job analysis can be
considered essential functions of this classification. These 90 essential tasks were then
analyzed using both of the rating scales described below. Appendix F contains a copy of the
task ratings resulting from the job analysis questionnaire data. Appendix G contains a copy of
the essential tasks for the Staff Services Analyst (General) classification identified through the
job analysis questionnaire.
Task Scale A (Importance)
Of the 90 essential tasks, 24 received mean Scale A ratings in the range of 3.00 to 2.51
(Critical); 56 received mean ratings in the range of 2.50 to 1.51 (Very Important); and, 10
Department XYZ
Office of Human Resources
STAFF SERVICES ANALYST (GENERAL) JOB ANALYSIS REPORT
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received mean ratings in the range of 1.50 to 0.98 (Moderately Important), with no tasks
receiving mean ratings below 0.98.
Task Scale B (Frequency of Performance)
Of the 90 essential tasks, 20 received mean Scale B ratings in the range of 3.00 to 2.51
(denoting frequent performance); 58 received mean ratings in the range of 2.50 to 1.51
(denoting occasional performance); and, 12 received mean ratings in the range of 1.50 to
0.83 (denoting rare performance), with no tasks receiving mean ratings below 0.83.
KSA Ratings
KSA Scale A (Importance)
Of the 123 KSAs, 51 received mean Scale A ratings in the range of 3.00 to 2.51 (Critical); 62
received mean ratings in the range of 2.50 to 1.51 (Important); and, 10 received mean ratings
in the range of 1.50 to 0.58 (Desirable), with no KSAs receiving mean ratings below 0.58. By
scale definition, the “most important” KSAs were determined to be those with mean Scale A
ratings of 1.51 or higher. Using the scale definition, a total of 113 KSAs were identified as
“most important” for successful job performance in the Staff Services Analyst (General)
classification.
KSA Scale B (Expected at Entry to the Job)
Initially, mean Scale B ratings for each KSA were reviewed to determine if any KSAs received
mean ratings on this scale of 1.50 or below, denoting that only some of this KSA is “expected
upon entry” to the job. Those KSAs with mean ratings of 1.50 or below may not be appropriate
for further consideration in the job analysis process; however, the cut-off of 1.50 is subject to
interpretation and the needs of each individual organization. In the case of the Staff Services
Analyst (General) classification, it was determined that a cutoff of 1.47 on Scale B would be
appropriate to ensure the consideration of an adequate number of important KSAs when
developing selection procedures for the Staff Services Analyst (General) classification. Of the
original 123 KSAs included on the questionnaire, 81 received Scale B ratings of at least 1.47.
Of the 113 KSAs which met or exceeded the Scale A cutoff, 81 met or exceeded the Scale B
cutoff.
A total of 81 KSAs met or exceeded the Scale B cutoff of 1.47 and the Scale A cutoff of 1.51.
For purposes of job analysis and examination development, the 81 KSAs rated as both
important and expected at entry to the job can be considered appropriate KSAs for
assessment.
Of the 81 KSAs which met or exceeded the Scale B cutoff and the Scale A cutoff, two received
a mean Scale B rating in the range of 3.00 to 2.51 (denoting that possession of all of the KSA
is expected upon entry to the job); 77 received mean ratings in the range of 2.50 to 1.51
(denoting that possession of most of the KSA is expected upon entry to the job); and, two
Department XYZ
Office of Human Resources
STAFF SERVICES ANALYST (GENERAL) JOB ANALYSIS REPORT
13
received mean ratings in the range of 1.50 to 1.47 (denoting that possession of some of the
KSA is expected upon entry to the job).
KSA Scale C (Relationship to Job Performance)
Of the 81 KSAs rated as important and expected at entry to the job, as well as appropriate for
consideration in a selection process, all received mean Scale C ratings of at least 0.75,
indicating that ranking of candidates based upon possession of these 81 KSAs would be
appropriate.
Appendix H contains a copy of the KSA ratings resulting from the job analysis questionnaire
data. Appendix I contains a copy of the KSAs identified as important and expected at entry
through the job analysis questionnaire.
Reliability of the questionnaire scales
The reliability of the task and KSA scales used on the job analysis questionnaire was assessed
to obtain an estimate of the internal consistency of the questionnaire results. The following
table presents the reliability statistics for each scale using Cronbach’s coefficient alpha.
Reliability Coefficients
Tasks KSAs
Scale A
.97 .98
Scale B
.96 .99
Scale C
-- .98
These coefficients are sufficiently large, indicating a high degree of internal consistency in the
task and KSA ratings.
Task/KSA Relationship
The job analysis methodology used in this project required the participation and involvement of
individuals knowledgeable about the content of the Staff Services Analyst (General)
classification to provide data and input linking the essential tasks of the Staff Services Analyst
(General) classification with the important KSAs required to perform those essential tasks.
Such qualified persons included both experienced job incumbents and first-level supervisors
Department XYZ
Office of Human Resources
STAFF SERVICES ANALYST (GENERAL) JOB ANALYSIS REPORT
14
familiar with the job duties and responsibilities of the Staff Services Analyst (General)
classification.
The relationship between the essential tasks and important KSAs was established by the
SMEs on May 14, 2001. For this linkage process, the SMEs completed matrices linking the
essential tasks and the important KSAs of the Staff Services Analyst (General) classification.
The SMEs used the following scale for this linkage process:
0 = No Relationship. This KSA is not needed to perform this task.
1 = Relationship. This KSA is needed to perform this task.
Each SME provided an independent judgement of the linkage value for each task/KSA pairing.
This exercise resulted in the development of a table that illustrates the relationship between
the essential job tasks and the important KSAs necessary to perform those tasks. Appendix J
contains a copy of the task/KSA linkage results. Appendix K provides a list of the SMEs who
completed the task/KSA linkage. Complete results of this exercise, including the SMEs’
individual ratings, are available in the Staff Services Analyst (General) Job Analysis History
File.
Department XYZ
Office of Human Resources
STAFF SERVICES ANALYST (GENERAL) JOB ANALYSIS REPORT
15
Selection Procedure(s) and Its Content
Reading Level Required
In order to identify the required reading level for the Staff Services Analyst (General)
classification, readability analyses were performed on samples of reading materials gathered
from job incumbents during the job audit/interview process. Reading materials sampled
included excerpts from departmental manuals and policy memos, the California Administrative
Procedure Act, and the Title 2 of the California Code of Regulations. To ensure the
appropriateness of the reading material samples, the materials were discussed with and
reviewed by Staff Services Analyst (General) incumbents and first-level supervisors as part of
the final review of the job analysis questionnaire during the job analysis phase of the project.
The reading level of these materials was analyzed using the Flesch Reading Ease formula.
The Flesch Reading Ease formula is based on the percentage of one-syllable words and the
average sentence length of a representative sample of job-related material. The Staff Services
Analyst (General) materials analyzed were found to have an average composite Reading Ease
Score of 35.6, which is considered difficult reading material according to the Flesch formula.
Additionally, the reading level of the materials was analyzed using the Flesch-Kincaid Grade
Level formula. According to the Flesch-Kincaid formula, the reading materials were found to
have an average reading level equivalent to 12
th
grade reading materials. The reading level of
selection instruments developed for the Staff Services Analyst (General) classification should
not exceed the reading level of the job materials. The readability analysis materials and
computations are available in the Staff Services Analyst (General) Job Analysis History File.
Development of examination plan
After reviewing the essential tasks and important KSAs identified through the job analysis,
project staff prepared a matrix listing selection options for each of the 81 KSAs identified for
the Staff Services Analyst (General) classification as being both important for job success and
required upon entry to the job classification (i.e., those which met the respective Scale A and
Scale B cutoffs discussed in the job analysis section of this report). The following selection
procedures were identified as being appropriate assessment techniques for the important
KSAs identified for the Staff Services Analyst (General) classification: a written examination, a
low-fidelity simulation written examination, a work sample exercise, and a structured interview.
Appendix L contains a copy of the selection options matrix.
For purposes of the discussion herein, the individual selection procedures outlined above are
defined as follows:
Department XYZ
Office of Human Resources
STAFF SERVICES ANALYST (GENERAL) JOB ANALYSIS REPORT
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• a written examination would be comprised of multiple-choice items designed to
assess a candidate’s job knowledge
• a low-fidelity simulation written examination would provide candidates with
hypothetical work situations and ask that they indicate via multiple-choice items how
they would deal with such situations; either a weighted response scoring system or a
dichotomous scoring system could be used
• a work sample exercise would require candidates to demonstrate proficiency
completing specific job tasks, demonstrate required skill sets, and/or apply a learned
body of knowledge in completing job tasks; work sample exercises could consist of (1)
a single exercise designed to replicate a single aspect or multiple aspects of the job or
(2) multiple exercises designed to simulate multiple aspects of the job and could
include any of the following types of selection instruments: performance tests, role play
exercises, oral presentations, video-based testing, writing exercises, and problem-
solving exercises
• a structured interview would be comprised of structured interview questions and/or
exercises (and accompanying pre-defined scoring criteria) posed to candidates by a
panel of interviewers; such questions and/or exercises could be pre-exposed to
candidates just prior to the actual interview to allow candidates an opportunity to
formulate their responses within a predetermined time frame and then present those
responses to the interview panel; and, questions included in the interview could be
comprised of job knowledge, situational, behavioral, and/or background questions
Department XYZ
Office of Human Resources
STAFF SERVICES ANALYST (GENERAL) JOB ANALYSIS REPORT
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Accuracy and Completeness
The job analysis and examination development project documented herein was conducted in a
manner which conforms with the requirements of the Uniform Guidelines. All job analysis and
examination development materials and documentation can be found in the Staff Services
Analyst (General) Job Analysis History File. To ensure the accuracy and completeness of this
validation study, the following steps were taken:
Job Analysis Phase of the Project
• The job analysis was conducted and reviewed by experienced staff who possess the
requisite knowledge and expertise in job analysis procedures.
• The job analysis questionnaire was developed based upon job audits/interviews with
incumbents in the job classification and input/review from first-level supervisors and
incumbents.
• The content of the job analysis questionnaire was reviewed and approved by a group of
incumbents in the job classification and first-level supervisors.
• Job analysis data was collected from both incumbents in the job classification and first-
level supervisors.
• The job analysis questionnaire answer sheets were reviewed by project staff for proper
completion and adherence to instructions.
• Data analysis procedures included a review of supervisory and incumbent ratings to
determine if rating patterns differed statistically.
A subsequent report will document any selection procedures which are developed based upon
the results of this job analysis, including details of the development of the final examination
plan.
Department XYZ
Office of Human Resources
STAFF SERVICES ANALYST (GENERAL) JOB ANALYSIS REPORT
18
Contact Person
Requests for information regarding this job analysis:
Manager’s Name
Office of Human Resources
Department XYZ
Address
City, State Zip
Phone Number
Department XYZ
Office of Human Resources
STAFF SERVICES ANALYST (GENERAL) JOB ANALYSIS REPORT
19
Appendices
Department XYZ
Office of Human Resources
STAFF SERVICES ANALYST (GENERAL) JOB ANALYSIS REPORT
Appendix A: Staff Services Analyst (General) Class Specification
Department XYZ
Office of Human Resources
STAFF SERVICES ANALYST (GENERAL) JOB ANALYSIS REPORT
SPEC: STAFF SERVICES ANALYST (VARIOUS CLASSES) SERIES
CALIFORNIA STATE PERSONNEL BOARD
SPECIFICATION
STAFF SERVICES ANALYST (VARIOUS CLASSES)
Consolidated Series Specification
(Established September 22, 1977)
Schem Class
Code Code Class
JY20 5157 Staff Services Analyst (General)
DEFINITION OF SERIES
This consolidated series specification describes a recruiting and developmental class for persons qualified to
perform analytical work in one or more areas of a broad range of governmental and managerial problems.
Incumbents are assigned duties and responsibilities commensurate with their background and training. Under
supervision, incumbents perform work of average difficulty in a wide variety of consultative and analytical staff
services assignments such as program evaluation and planning; systems development; budgeting, planning,
training, management, and personnel analysis; and do other related work.
This is the first journey level. Positions are permanently allocated to this class when the major portion of tasks
performed do not include the more responsible, varied, and difficult assignments found in the full journeyperson
level.
SCOPE OF STAFF SERVICES ANALYST (GENERAL)
Studies the principles and techniques of the area of work to which assigned and, under supervision, applies them;
participates in analytical studies of organization, procedures, budgetary requirements, and personnel
management; gathers, tabulates, and analyzes data; draws organization, workload, and other charts; interviews
and consults with departmental officials, employees, and others to give and secure information; prepares reports
and makes recommendations on procedures, policies, and program alternatives; reviews and analyzes proposed
legislation and advises management on the potential impact; makes decisions on financial, personnel, and other
transactions of average complexity; works as a field representative in intergovernmental negotiations; prepares
correspondence.
MINIMUM QUALIFICATIONS
STAFF SERVICES ANALYST (GENERAL)
Either I
Education: Equivalent to graduation from college with any major, but preferably with specialization in public or
business administration, accounting, economics, political or social science, or law. (Registration as a senior in a
recognized institution will admit applicants to the examination, but they must produce evidence of graduation or its
equivalent before they can be considered eligible for appointment.) (Work experience in the California state
Department XYZ
Office of Human Resources
STAFF SERVICES ANALYST (GENERAL) JOB ANALYSIS REPORT
service may be substituted for the required education on a year-for-year basis by applicants who have at least six
semester or nine quarter units of college level training in public or business administration, accounting,
economics, political or social science, English, speech, statistics, law, or a closely related area.)
Or II
Six months of experience performing the duties of a Personnel Technician I, Range B, in State service.
Or III
Six months of experience performing the duties of a Budget Technician I, Range B, in State service.
Or IV
Six months of experience performing the duties of a Management Services Technician, Range B, or Occupational
Technician (General), Range B, or Business Service Assistant (Specialist), Range B, in State service.
Or V
Experience: One year of experience in the California state service performing the duties of a class at a level of
responsibility equivalent to a Program Technician II, Office Services Supervisor I, or Office Technician.
and
Education: Twelve semester or eighteen quarter units of college courses in Public or Business Administration,
Accounting, Economics, Political or Social Science, English, Speech, Statistics, Law, or a closely related area.
KNOWLEDGE AND ABILITIES
STAFF SERVICES ANALYST (GENERAL)
Knowledge of: Principles, practices, and trends of public and business administration, management, and
supportive staff services such as budgeting, personnel, and management analysis; governmental functions and
organization.
Ability to: Reason logically and creatively and utilize a variety of analytical techniques to resolve complex
governmental and managerial problems; develop and evaluate alternatives; analyze data and present ideas and
information effectively both orally and in writing; consult with and advise administrators or other interested parties
on a wide variety of subject-matter areas; gain and maintain the confidence and cooperation of those contacted
during the course of work.
SPECIAL PERSONAL CHARACTERISTICS
STAFF SERVICES ANALYST (GENERAL)
Willingness as a learner to do routine or detailed work in order to learn the practical application of administrative
principles; and demonstrated capacity for development as evidenced by work history, academic attainment,
participation in school or other activities, or by well-defined occupational or avocational interests; willingness and
ability to accept increasing responsibility.
CLASS HISTORY
Date Date Title
Class Established Revised Changed
Staff Services Analyst 9/22/77 6/12/89 --
(General)
Department XYZ
Office of Human Resources
STAFF SERVICES ANALYST (GENERAL) JOB ANALYSIS REPORT
Appendix B: Job Audits/Interview Participants
Staff Services Analyst (General)
Job Audit/Interview Participants
Name Classification Work Location
James Brown Staff Services Analyst (General) Oakland
Amy Campbell Staff Services Analyst (General) Los Angeles
Michael Fleming Staff Services Analyst (General) San Diego
Grace House Staff Services Analyst (General) San Francisco
Angie Johnson Staff Services Analyst (General) Fresno
Charles Jones Staff Services Manager I Los Angeles
Trevor Klein Staff Services Analyst (General) Sacramento
Kara Mant Staff Services Manager I Headquarters - Sacramento
Shirley Martin Staff Services Analyst (General) San Francisco
Michele Martinez Staff Services Analyst (General) Redding
Lily Ochoco Staff Services Analyst (General) Redding
Sandi Rice Staff Services Manager I Fresno
Diana Rouseff Staff Services Analyst (General) Fresno
Chancal Singh Staff Services Analyst (General) Oakland
Eileen Smith Staff Services Analyst (General) Headquarters - Sacramento
Patrick Starr Staff Services Manager I San Francisco
Katherine Winn Staff Services Manager I San Diego
Department XYZ
Office of Human Resources
STAFF SERVICES ANALYST (GENERAL) JOB ANALYSIS REPORT
Appendix C: Job Analysis Questionnaire
Job Analysis Questionnaire
for
Staff Services Analyst (General)
The primary purpose of this questionnaire is to identify the tasks, as well as the knowledge,
skills, and abilities (KSAs) that are required for successful job performance within the Staff
Services Analyst (General) classification at Department XYZ. This information is necessary to
ensure that selection procedures for this classification are appropriate, job-related, and in
compliance with federal and state laws regarding employment testing.
Information about the specific tasks of the job, as well as the KSAs required to perform these
tasks, is being collected from individuals, such as yourself, who are very familiar with the job
(e.g., individuals who currently perform the job or supervise those who perform the job).
Please take the time to provide thorough, well-thought-out responses to each item in the
questionnaire. Thank you for your participation in this survey process!
Questionnaire Instructions
Specific step-by-step instructions will precede each of the three parts of this questionnaire.
The following are general guidelines that will apply to your completion of all three parts of this
questionnaire:
1. Use a soft lead (No. 2) pencil to mark your responses.
2. Do not clip, staple, or fold the answer booklet.
3. Make all erasures as complete and clean as possible
4. Mark only one response to each item.
5. Mark all responses in the answer booklet, unless specifically instructed otherwise.
Completed answer booklet and additional information (p. xx) should be returned by May 12,
2003, in the envelope provided.
If you have any questions regarding the completion of this questionnaire, please contact:
Name
Office of Human Resources
Department XYZ
Phone Number
Instructions
The questionnaire is divided into three parts:
Part One: Documentation of Rater’s Expertise
Part Two: Task Ratings
Part Three: Knowledge, Skill, and Ability (KSA) Ratings
Part One of the questionnaire asks for information to document your familiarity with the work
performed in the Staff Services Analyst (General) classification. Part Two and Three solicit
information regarding the task and KSA requirements of individuals in the Staff Services
Analyst (General) classification. Specific instructions are provided for each part of the
questionnaire. Please mark your responses to all three parts of the questionnaire in the
answer booklet. Your individual responses will be kept confidential. Only overall results from
all respondents will be compiled and used.
Before beginning Part One, please complete the top portion of the answer booklet using the
examples below.
Identification (ID) Number
Name, Work Location, Classification Title, Phone Number
Print your name, your work location, the classification you are rating, i.e., Staff Services
Analyst (General), and your work phone number in the box in the upper-right hand corner of
the answer booklet.
Example
Your questionnaire ID Number appears in the upper-right
corner of the cover page of this questionnaire. Enter this
ID number in the box in the upper-left corner of the
answer booklet. (See the example to the right using ID
number 0123.)
Part One
Documentation of Rater’s Expertise
Instructions
Answer questions “A” through “J” in the column labeled “SURVEY RESPONSES,” located on
the left side of Page One of your answer booklet just below the ID Number entry. Line A in this
column corresponds with Question A below, line B corresponds with Question B, etc. Mark
only one response to each question.
A. What is the official name of your present classification?
(0) Staff Services Analyst (General)
(1) Staff Services Manager I
(2) Staff Services Manager II
(3) Staff Services Manager III
(4) Other [If you mark “Other,” please indicate your classification on Page xx of this
questionnaire.]
B. Are you completing this questionnaire as an incumbent in the Staff Services Analyst
(General) classification or as a supervisor who supervises one or more Staff Services
Analysts?
(0) Incumbent
(1) Supervisor
C. If you are a Staff Services Analyst, what is your present range?
(0) Range A
(1) Range B
(2) Range C
D. How long have you worked in your current classification?
(0) less than six months
(1) more than six months, but less than one year
(2) at least one year, but less than two years
(3) at least two years, but less than three years
(4) at least three years, but less than five years
(5) at least five years, but less than ten years
(6) ten years or more
E. How long have you worked in your current job assignment?
(0) less than six months
(1) more than six months, but less than one year
(2) at least one year, but less than two years
(3) at least two years, but less than three years
(4) at least three years, but less than five years
(5) at least five years, but less than ten years
(6) ten years or more
F. What is the highest level of education you have completed?
(0) High school diploma or GED
(1) Up to two years of college with no degree
(2) Two-year college degree (e.g., AA degree)
(3) Three to four years of college with a two-year college degree
(4) Three to four years of college with no degree
(5) Four-year college degree (e.g., BA or BS degree)
(6) Additional education above a four-year college degree
G. If you possess a college degree (e.g., associate’s degree, bachelor’s degree, advanced
degree), as indicated in question F above, in which of the following disciplines is your
degree?
(0) N/A – I do not possess a college degree
(1) Accounting
(2) Business Administration
(3) Computer Science
(4) Economics
(5) Education
(6) Finance
(7) Law
(8) Psychology
(9) Public Administration
(10) Social Science (Sociology, Political Science, History)
(11) Statistics
(12) Other [If you mark “Other,” please indicate in what discipline you hold your degree on page xx
of this questionnaire.]
The following three questions are voluntary. This information is being collected to document
the representativeness of the respondents to this survey. Individual responses will remain
confidential.
H. What is your gender?
(0) Female
(1) Male
I. What is your age?
(0) Under 21
(1) 21 - 29
(2) 30 - 39
(3) 40 - 49
(4) 50 - 59
(5) 60 or over
J. Of which ethnic group do you consider yourself a member?
(0) White
(1) Black/African American
(2) Hispanic
(3) Asian
(4) Filipino
(5) Native American
(6) Pacific Islander
(7) Other
[If you mark “Other,” please specify your ethnic group on Page xx of this questionnaire.]
PART TWO
TASK RATINGS
INSTRUCTIONS
This part of the questionnaire lists the tasks that an employee (i.e., incumbent) in the Staff
Services Analyst (General) classification might perform. The list of tasks begins on the next
page.
Rate each of the tasks using the two scales provided on the enclosed sheet entitled “Task
Rating Scales.” PLEASE BE SURE TO RESPOND TO BOTH SCALES FOR EVERY TASK
STATEMENT.
Mark your responses to this PART TWO beginning on Page 1 of the answer booklet under the
heading “TASKS RATING SCALE.” Number 1 (the first line) corresponds to Task Statement 1;
Number 2 corresponds to Task Statement 2; etc. Likewise, Columns A and B correspond to
Task Rating Scales A and B. You will not use Column C for your task ratings.
Starting with Task 1, first rate the IMPORTANCE of Task 1 to successful job performance
using Scale A. Next, using Scale B, rate the FREQUENCY OF PERFORMANCE for the task.
When you have finished rating Task 1 on both scales, continue to rate each of the remaining
tasks in the same manner.
If you are a Staff Services Analyst incumbent, use your own first-hand knowledge of the job to
rate each of the tasks based upon the tasks you actually perform in your current assignment.
Do not consider other assignments you may have held, possible changes to your current work
assignments, or the work performed by other Staff Services Analyst incumbents.
If you are the supervisor of one or more Staff Services Analyst incumbents, rate each task
based on the tasks performed by the incumbents you supervise. Do not consider possible
workload changes that may impact tasks assigned to this job in the future or the work
performed by other Staff Services Analyst incumbents whom you do not supervise.
Staff Services Analyst (General)
Task Statements
1. Work in an environment which routinely requires a calm, courteous, and tactful approach
while handling problems or complaints.
2. Communicate verbally in stressful situations (e.g., dealing with angry or hostile
individuals, handling multiple requests for information simultaneously, defending a
conflicting opinion or approach).
3. Prepare memos, letters, and correspondence documents to communicate with peers,
supervisors, outside agency personnel, and the public.
4. Interpret complex or technical information and materials (e.g., trade journals, academic
journals, technical reports, scientific literature, work procedures).
5. Translate complex or technical information and materials (e.g., trade journals, academic
journals, technical reports, scientific literature, work procedures).
6. Calculate percentages, ratios, and proportions to solve algebraic equations.
7. Perform basic statistical analyses to summarize numerical data (e.g., calculating means
and standard deviations).
8. Verbally summarize data and information in an impromptu manner (e.g., reporting the
outcome of a meeting or debate, responding to questions following a presentation).
9. Deliver formal presentations to large groups of people (e.g., presenting a paper at a
conference, addressing a city council).
10. Work as an academic instructor or teaching assistant in an academic institution (e.g.,
grade school teacher, teaching assistant for college history class).
Note to analyst: This is intended to be a sample of the task statements for the Staff Services
Analyst (General) classification, and it is not intended that these ten tasks are inclusive of all task
statements for the Staff Services Analyst (General) classification.
PART THREE
KNOWLEDGE, SKILL, AND ABILITY (KSA) RATINGS
INSTRUCTIONS
This part of the questionnaire lists the knowledge, skills, and abilities (KSAs) that may be
required to successfully perform the job of Staff Services Analyst (General). The list of KSAs
begins on the next page.
Rate each of the KSAs using the three scales provided on the enclosed sheet entitled “KSA
RATING SCALES.” Please note that these rating scales have changed somewhat from those
used for rating the tasks. PLEASE BE SURE TO RESPOND TO ALL THREE SCALES FOR
EVERY KSA STATEMENT.
Mark your responses to this PART THREE on the pink pages (beginning on Page 5) of the
same answer booklet you have been using under the heading “KSA RATING SCALE.” You will
need to skip from #95 on the blue pages in the answer booklet to #1 on the pink pages. As
has been the case with your ratings thus far, number 1 (the first line) on the pink pages
corresponds to KSA Statement 1, and Columns A, B, and C correspond to KSA RATING
SCALES A, B, and C. You will not use lines 124 through 400 on the pink pages.
Starting with KSA 1, first rate the IMPORTANCE of KSA 1 to successful job performance using
Scale A. Next, using Scale B, EXPECTED AT ENTRY TO THE JOB, rate how much of this
KSA is required upon appointment to Range A of the Staff Services Analyst (General) job
classification. Finally, using Scale C, rate the RELATIONSHIP of possession of this KSA to
overall job performance. When you have finished rating KSA 1 on all three scales, continue to
rate each of the remaining KSAs in the same manner.
If you are a Staff Services Analyst incumbent, use your own first-hand knowledge of the job to
rate each of the KSAs based upon the requirements and qualifications of your current
classification. Do not consider other classifications you may have held, possible changes to
your current classification, or the work performed by other Staff Services Analysts incumbents.
If you are the supervisor of one or more Staff Services Analyst incumbents, rate each KSA
based on the current qualifications required of the incumbents you supervise. Do not consider
qualifications that may have been required in the past, proposed changes to job requirements
in the future, or the requirements and qualifications of other incumbents whom you do not
supervise.
Staff Services Analyst (General)
Knowledge, Skill, and Ability (KSA) Statements
1. Knowledge of proper spelling, grammar, punctuation, and sentence structure for the
English language to ensure that prepared and/or reviewed written materials are
complete, succinct, and free of writing errors.
2. Knowledge of algebraic theory and concepts to calculate a variety of values related to
work project budgets, resources, and cost/benefit analyses.
3. Knowledge of basic statistics (e.g., mean, standard deviation, variance) to calculate and
interpret data and conduct statistical analyses.
4. Skill to clearly and concisely explain, in writing, the contents of technical materials, such
as trade journals, policies, or procedures, to audiences with varying levels of expertise.
5. Skill to write memos, letters, and correspondence using proper spelling, grammar,
punctuation, and sentence structure.
6. Skill to verbally summarize a variety of facts, statistics, and/or data clearly and concisely
in an impromptu manner, adjusting the level and tone of the message appropriately to be
understood by the respective audience.
7. Skill to establish and maintain cooperative relations with a variety of individuals,
including departmental employees, personnel from other state agencies/departments,
consultants, vendors, and/or the public.
8. Skill to solve algebraic equations to calculate a variety of values related to work project
budgets, resources, and cost/benefit analyses.
9. Skill to perform basic statistical calculations (e.g., mean, standard deviation, variance) to
interpret data and conduct statistical analyses.
10. Ability to communicate verbally in stressful situations, such as when dealing with angry
or hostile individuals or under emergency conditions.
11. Ability to recognize the sensitive nature and/or political ramifications of a situation.
Note to analyst: This is intended to be a sample of the KSA statements for the Staff Services
Analyst (General) classification, and it is not intended that these eleven KSAs are inclusive of all
KSA statements for the Staff Services Analyst (General) classification.
Additional Information
If you answered (4) “Other” on Question A for your current classification, please indicate your
current classification here:
If you answered (12) “Other” on Question G for the discipline in which you hold your degree,
please indicate the discipline in which you hold your degree here:
If you answered (7) “Other” for your ethnic group on Question J, please indicate your ethnic
group here:
Please use the space below to provide any additional comments you may have that would be
helpful to this project.
THANK YOU FOR YOUR PARICIPATION IN THIS SURVEY!
YOUR TIME AND EFFORT ARE APPRECIATED.
TASK RATING SCALES
SCALE A: IMPORTANCE
Is this task an essential function of the job? If so, how important is competent
performance of this task for successful job performance? [An essential function of
a job is defined as a fundamental task or duty of the job, rather than a marginal
or trivial task or duty.]
(0) Does Not Apply This task is not an essential function of the job, or is not
performed on the job, or is trivial to successful job performance.
(1) Moderately Important Satisfactory performance of this essential task is
MODERATELY IMPORTANT to successful job performance.
(2) Very Important Satisfactory performance of this essential task is VERY
IMPORTANT to successful job performance.
(3) Critical Satisfactory performance of this essential task is CRITICAL to
successful job performance.
SCALE B: FREQUENCY OF PERFORMANCE
Compared to all other tasks performed on the job, how often is this task typically
performed?
(0) Does Not Apply This task is not an essential function of the job, or this
task is not performed on the job.
(1) Rarely This essential task is RARELY performed compared to other
tasks performed on the job.
(2) Occasionally This essential task is OCCASIONALLY performed
compared to other tasks performed on the job.
(3) Frequently This essential task is FREQUENTLY performed compared
to other tasks performed on the job.
KSA RATING SCALES
SCALE A: IMPORTANCE
How important is this knowledge, skill, or ability to successful job performance?
(0) Does Not Apply Possession of this knowledge, skill, or ability is NOT
REQUIRED for successful job performance.
(1) Desirable Possession of this knowledge, skill, or ability is HELPFUL OR
DESIRABLE but not required for successful job performance.
(2) Important Possession of this knowledge, skill, or ability is IMPORTANT and
required for successful job performance.
(3) Critical Possession of this knowledge, skill, or ability is CRITICAL and
required for successful job performance.
SCALE B: EXPECTED AT ENTRY TO THE JOB
How much of this knowledge, skill, or ability is required of a new hire when
appointed to the job (prior to any orientation, training, or on-the-job experience)?
(0) None/Trivial Possession of NONE or TRIVIAL amount of this knowledge,
skill, or ability is expected upon entry to the job.
(1) Some Possession of SOME of this knowledge, skill, or ability is expected
upon entry to the job.
(2) Most Possession of MOST of this knowledge, skill, or ability is expected
upon entry to the job.
(3) All Possession of ALL of this knowledge, skill, or ability is expected upon
entry to the job.
SCALE C: RELATIONSHIP TO JOB PERFORMANCE
Does possession of more of this knowledge, skill, or ability beyond minimum
requirements lead to better job performance?
(0) No Observable Relationship This knowledge, skill, or ability is not required
to perform the job, or possession of more of this knowledge, skill, or ability
(beyond the minimal level required) does not result in better job
performance.
(1) Observable Relationship Possession of more of this knowledge, skill, or
ability (beyond the minimal level required) does result in better job
performance.
Department XYZ
Office of Human Resources
STAFF SERVICES ANALYST (GENERAL) JOB ANALYSIS REPORT
Appendix D: SME Participants in Final Review of Job Analysis
Questionnaire
Staff Services Analyst (General)
SME Participants in Final Review of Job Analysis Questionnaire
Name Classification Work Location
Mary Anderson Staff Services Analyst (General) San Francisco
Brett Baker Staff Services Manager I Headquarters - Sacramento
Ed Lopez Staff Services Analyst (General) Los Angeles
Karen MacDonald Staff Services Analyst (General) San Diego
Heather Nola Staff Services Analyst (General) Sacramento
Anthony Walker Staff Services Manager I Fresno
Alice White Staff Services Analyst (General) Oakland
Department XYZ
Office of Human Resources
STAFF SERVICES ANALYST (GENERAL) JOB ANALYSIS REPORT
Appendix E: Questionnaire Respondents’ Demographic Information
Staff Services Analyst (General)
Questionnaire Respondents’ Demographic Information
Responses
(Frequencies)
Demographic Questions Incumbent Supervisor
A. What is the official name of you present classification?
(0) Staff Services Analyst (General) 105 0
(1) Staff Services Manager I 0 30
(2) Staff Services Manager II 0 0
(3) Staff Services Manager III 0 0
(4) Other [did not specify] 0 0
105 30
B. Are you completing this questionnaire as an incumbent
in the Staff Services Analyst (General) classification or
as a supervisor who supervises one or more Staff
Services Analysts?
(0) Incumbent 105 0
(1) Supervisor 0 30
105 30
C. If you are a Staff Services Analyst, what is your
present range?
(0) Range A 27 N/A
(1) Range B 40 N/A
(2) Range C 35 N/A
Missing Data 3 N/A
105 N/A
Department XYZ
Office of Human Resources
STAFF SERVICES ANALYST (GENERAL) JOB ANALYSIS REPORT
Responses
(Frequencies)
Demographic Questions Incumbent Supervisor
D. How long have you worked in your current
classification?
(0) less than six months 10 1
(1) at least six months, but less than one year 17 3
(2) at least one year, but less than two years 18 3
(3) at least two years, but less than three years 25 7
(4) at least three years, but less than five years 23 3
(5) at least five years, but less than ten years 7 8
(6) ten years or more 5 5
105 30
E. How long have you worked in your current job
assignment?
(0) less than six months 16 5
(1) at least six months, but less than one year 11 4
(2) at least one year, but less than two years 21 7
(3) at least two years, but less than three years 7 3
(4) at least three years, but less than five years 28 5
(5) at least five years, but less than ten years 20 2
(6) ten years or more 2 4
105 30
Department XYZ
Office of Human Resources
STAFF SERVICES ANALYST (GENERAL) JOB ANALYSIS REPORT
Responses
(Frequencies)
Demographic Questions Incumbent Supervisor
F. What is the highest level of education you have
completed?
(0) High school diploma or GED 4 0
(1) Up to two years of college with no degree 8 6
(2) Two-year college degree (e.g., AA degree) 18 4
(3) Three to four years of college with a two-year
college degree 12 8
(4) Three to four years of college with no degree 9 2
(5) Four-year college degree (e.g., BA or BS degree) 51 10
(6) Additional education above a four-year college
degree 3 0
105 30
G. If you possess a college degree (e.g., associate’s
degree, bachelor’s degree, advanced degree), as
indicated in question F above, in which of the following
disciplines is your degree
(0) N/A – I do not possess a college degree 21 8
(1) Accounting 6 0
(2) Business Administration 11 2
(3) Computer Science 4 1
(4) Economics 9 4
(5) Education 15 3
(6) Finance 3 0
(7) Law 1 0
(8) Psychology 8 3
(9) Public Administration 10 5
(10) Social Science (Sociology, Political Science,
History) 12 1
(11) Statistics 2 2
(12) Other 3 1
105 30
Department XYZ
Office of Human Resources
STAFF SERVICES ANALYST (GENERAL) JOB ANALYSIS REPORT
Responses
(Frequencies)
Demographic Questions Incumbent Supervisor
H. What is your gender?
(0) Female 59 10
(1) Male 38 17
Missing Data 8 3
105 30
I. What is your age?
(0) Under 21 0 0
(1) 21 – 29 26 0
(2) 30 – 39 19 5
(3) 40 – 49 28 9
(4) 50 – 59 16 4
(5) 60 or over 12 6
Missing Data 4 6
105 30
J. Of which ethnic group do you consider yourself a
member?
(0) White 28 10
(1) Black/African American 21 7
(2) Hispanic 18 3
(3) Asian 12 4
(4) Filipino 8 2
(5) Native American 6 1
(6) Pacific Islander 4 0
(7) Other 5 2
Missing Data 3 1
105 30
Department XYZ
Office of Human Resources
STAFF SERVICES ANALYST (GENERAL) JOB ANALYSIS REPORT
Appendix F: Task Rating Results
Staff Services Analyst (General)
Task Rating Results
Scale A
Importance
(Mean Rating)
Scale B
Frequency
(Mean Rating)
Tasks (N=94)
2.38 2.57 1.
Work in an environment which routinely requires a calm,
courteous, and tactful approach while handling problems
or complaints.
2.05 1.90 2.
Communicate verbally in stressful situations (e.g., dealing
with angry or hostile individuals, handling multiple
requests for information simultaneously, defending a
conflicting opinion or approach).
2.64 2.73 3.
Prepare memos, letters, and correspondence documents
to communicate with peers, supervisors, outside agency
personnel, and the public.
2.00 2.00 4.
Interpret complex or technical information and materials
(e.g., trade journals, academic journals, technical reports,
scientific literature, work procedures).
1.76 1.7 5.
Translate complex or technical information and materials
(e.g., trade journals, academic journals, technical reports,
scientific literature, work procedures).
2.56 2.32 6.
Calculate percentages, ratios, and proportions to solve
algebraic equations.
1.87 1.24 7.
Perform basic statistical analyses to summarize numerical
data (e.g., calculating means and standard deviations).
2.16 2.26 8.
Verbally summarize data and information in an impromptu
manner (e.g., reporting the outcome of a meeting or
debate, responding to questions following a presentation).
1.60 1.31 9.
Deliver formal presentations to large groups of people
(e.g., presenting a paper at a conference, addressing a
city council).
Department XYZ
Office of Human Resources
STAFF SERVICES ANALYST (GENERAL) JOB ANALYSIS REPORT
Scale A
Importance
(Mean Rating)
Scale B
Frequency
(Mean Rating)
Tasks (N=94)
Eliminated Eliminated 10.
Work as an academic instructor or teaching assistant in
an academic institution (e.g., grade school teacher,
teaching assistant for college history class).
Note to analyst: This is intended to be a sample of the task statements for the Staff Services Analyst
(General) classification, and it is not intended that these ten tasks are inclusive of all task statements
for the Staff Services Analyst (General) classification.
Department XYZ
Office of Human Resources
STAFF SERVICES ANALYST (GENERAL) JOB ANALYSIS REPORT
Appendix G: Essential Tasks Identified through the Job Analysis
Staff Services Analyst (General)
Essential Tasks
Scale A
Importance
(Mean Rating)
Scale B
Frequency
(Mean Rating)
Essential Tasks (N=90)
2.38 2.57 1.
Work in an environment which routinely requires a calm,
courteous, and tactful approach while handling problems
or complaints.
2.05 1.90 2.
Communicate verbally in stressful situations (e.g., dealing
with angry or hostile individuals, handling multiple
requests for information simultaneously, defending a
conflicting opinion or approach).
2.64 2.73 3.
Prepare memos, letters, and correspondence documents
to communicate with peers, supervisors, outside agency
personnel, and the public.
2.00 2.00 4.
Interpret complex or technical information and materials
(e.g., trade journals, academic journals, technical reports,
scientific literature, work procedures).
1.76 1.7 5.
Translate complex or technical information and materials
(e.g., trade journals, academic journals, technical reports,
scientific literature, work procedures).
2.56 2.32 6.
Calculate percentages, ratios, and proportions to solve
algebraic equations.
1.87 1.24 7.
Perform basic statistical analyses to summarize numerical
data (e.g., calculating means and standard deviations).
2.16 2.26 8.
Verbally summarize data and information in an impromptu
manner (e.g., reporting the outcome of a meeting or
debate, responding to questions following a presentation).
Department XYZ
Office of Human Resources
STAFF SERVICES ANALYST (GENERAL) JOB ANALYSIS REPORT
Scale A
Importance
(Mean Rating)
Scale B
Frequency
(Mean Rating)
Essential Tasks (N=90)
1.60 1.31 9.
Deliver formal presentations to large groups of people
(e.g., presenting a paper at a conference, addressing a
city council).
Note to analyst: This is intended to be a sample of the essential tasks performed in the Staff Services
Analyst (General) classification, and it is not intended that these nine tasks are inclusive of all
essential tasks for the Staff Services Analyst (General) classification.
Department XYZ
Office of Human Resources
STAFF SERVICES ANALYST (GENERAL) JOB ANALYSIS REPORT
Appendix H: Knowledge, Sill, and Ability Rating Results
Staff Services Analyst (General)
KSA Rating Results
Scale A
Importance
(Mean Rating)
Scale B
Expected
at Entry
(Mean Rating)
Scale C
Relationship
(Mean Rating)
KSAs (N=123)
2.51 2.26 .96 1.
Knowledge of proper spelling, grammar,
punctuation, and sentence structure for the
English language to ensure that prepared
and/or reviewed written materials are
complete, succinct, and free of writing
errors.
1.52 .93 .81 2.
Knowledge of algebraic theory and
concepts to calculate a variety of values
related to work project budgets, resources,
and cost/benefit analyses.
2.15 2.07 .90 3.
Knowledge of basic statistics (e.g., mean,
standard deviation, variance) to calculate
and interpret data and conduct statistical
analyses.
1.76 1.48 .76 4.
Skill to clearly and concisely explain, in
writing, the contents of technical materials,
such as trade journals, policies, or
procedures, to audiences with varying
levels of expertise.
2.62 2.33 .95 5.
Skill to write memos, letters, and
correspondence using proper spelling,
grammar, punctuation, and sentence
structure.
Department XYZ
Office of Human Resources
STAFF SERVICES ANALYST (GENERAL) JOB ANALYSIS REPORT
Scale A
Importance
(Mean Rating)
Scale B
Expected
at Entry
(Mean Rating)
Scale C
Relationship
(Mean Rating)
KSAs (N=123)
2.43 1.86 .81 6.
Skill to verbally summarize a variety of
facts, statistics, and/or data clearly and
concisely in an impromptu manner,
adjusting the level and tone of the
message appropriately to be understood
by the respective audience.
2.71 2.33 1.00 7.
Skill to establish and maintain cooperative
relations with a variety of individuals,
including departmental employees,
personnel from other state
agencies/departments, consultants,
vendors, and/or the public.
1.33 1.43 .71 8.
Skill to solve algebraic equations to
calculate a variety of values related to
work project budgets, resources, and
cost/benefit analyses.
1.67 1.60 .71 9.
Skill to perform basic statistical
calculations (e.g., mean, standard
deviation, variance) to interpret data and
conduct statistical analyses.
2.00 1.62 .90 10.
Ability to communicate verbally in stressful
situations, such as when dealing with
angry or hostile individuals or under
emergency conditions.
2.24 1.57 .95 11.
Ability to recognize the sensitive nature
and/or political ramifications of a situation.
Note to analyst: This is intended to be a sample of the KSA statements for the Staff Services Analyst
(General) classification, and it is not intended that these eleven KSAs are inclusive of all KSA
statements for the Staff Services Analyst (General) classification.
Department XYZ
Office of Human Resources
STAFF SERVICES ANALYST (GENERAL) JOB ANALYSIS REPORT
Appendix I: Important KSAs Identified through the Job Analysis
Staff Services Analyst (General)
Important KSAs Required Upon Entry
Scale A
Importance
(Mean Rating)
Scale B
Expected
at Entry
(Mean Rating)
Scale C
Relationship
(Mean Rating)
KSAs (N=81) Sorted in Scale A (Importance) Order
2.71 2.33 1.00 7.
Skill to establish and maintain cooperative
relations with a variety of individuals,
including departmental employees,
personnel from other state
agencies/departments, consultants,
vendors, and/or the public.
2.62 2.33 .95 5.
Skill to write memos, letters, and
correspondence using proper spelling,
grammar, punctuation, and sentence
structure.
2.51 2.26 .96 1.
Knowledge of proper spelling, grammar,
punctuation, and sentence structure for the
English language to ensure that prepared
and/or reviewed written materials are
complete, succinct, and free of writing
errors.
2.15 2.07 .90 3.
Knowledge of basic statistics (e.g., mean,
standard deviation, variance) to calculate
and interpret data and conduct statistical
analyses.
2.43 1.86 .81 6.
Skill to verbally summarize a variety of
facts, statistics, and/or data clearly and
concisely in an impromptu manner,
adjusting the level and tone of the
message appropriately to be understood
by the respective audience.
Department XYZ
Office of Human Resources
STAFF SERVICES ANALYST (GENERAL) JOB ANALYSIS REPORT
Scale A
Importance
(Mean Rating)
Scale B
Expected
at Entry
(Mean Rating)
Scale C
Relationship
(Mean Rating)
KSAs (N=81) Sorted in Scale A (Importance) Order
2.24 1.57 .95 11.
Ability to recognize the sensitive nature
and/or political ramifications of a situation.
2.00 1.62 .90 10.
Ability to communicate verbally in stressful
situations, such as when dealing with
angry or hostile individuals or under
emergency conditions.
1.76 1.48 .76 4.
Skill to clearly and concisely explain, in
writing, the contents of technical materials,
such as trade journals, policies, or
procedures, to audiences with varying
levels of expertise.
1.67 1.60 .71 9.
Skill to perform basic statistical
calculations (e.g., mean, standard
deviation, variance) to interpret data and
conduct statistical analyses.
Note to analyst: This is intended to be a sample of the important KSAs required upon entry for the
Staff Services Analyst (General) classification, and it is not intended that these eleven KSAs are
inclusive of all the important KSAs required upon entry for the Staff Services Analyst (General)
classification.
Department XYZ
Office of Human Resources
STAFF SERVICES ANALYST (GENERAL) JOB ANALYSIS REPORT
Appendix J: Task/KSA Linkage Results
Staff Services Analyst (General)
Task/KSA Linkage Results
KSA Statements
Tasks with a
relationship
to this KSA
1.
Knowledge of proper spelling, grammar, punctuation, and sentence
structure for the English language to ensure that prepared and/or reviewed
written materials are complete, succinct, and free of writing errors.
3
3. Knowledge of basic statistics (e.g., mean, standard deviation, variance) to
calculate and interpret data and conduct statistical analyses.
6-8
4. Skill to clearly and concisely explain, in writing, the contents of technical
materials, such as trade journals, policies, or procedures, to audiences with
varying levels of expertise.
3-5
5. Skill to write memos, letters, and correspondence using proper spelling,
grammar, punctuation, and sentence structure.
3
6. Skill to verbally summarize a variety of facts, statistics, and/or data clearly
and concisely in an impromptu manner, adjusting the level and tone of the
message appropriately to be understood by the respective audience.
5-8
7.
Skill to establish and maintain cooperative relations with a variety of
individuals, including departmental employees, personnel from other state
agencies/departments, consultants, vendors, and/or the public.
1, 2, 8, 9
9.
Skill to perform basic statistical calculations (e.g., mean, standard
deviation, variance) to interpret data and conduct statistical analyses.
6, 7
10.
Ability to communicate verbally in stressful situations, such as when
dealing with angry or hostile individuals or under emergency conditions.
1, 2
11.
Ability to recognize the sensitive nature and/or political ramifications of a
situation.
1, 3, 8, 9
Note to analyst: This is intended to be a sample of the task/KSA linkage results for the Staff Services
Analyst (General) classification, and it is not intended that these tasks and KSAs are inclusive of all the
essential tasks and important KSAs required upon entry for the Staff Services Analyst (General)
classification.
Department XYZ
Office of Human Resources
STAFF SERVICES ANALYST (GENERAL) JOB ANALYSIS REPORT
Appendix K: SME Participants in the Task/KSA Linkage
Staff Services Analyst (General)
SME Participants in the Task/KSA Linkage
Name Classification Work Location
Sheryl Abbott Staff Services Manager I San Francisco
Roger Clark Staff Services Manager I Redding
Janet Kruskas Staff Services Analyst (General) Sacramento
Michael Thomas Staff Services Manager I Fresno
Fred Stone Staff Services Analyst (General) Oakland
Department XYZ
Office of Human Resources
STAFF SERVICES ANALYST (GENERAL) JOB ANALYSIS REPORT
Appendix L: Selection Options Matrix
Staff Services Analyst (General)
Selection Options Matrix
Selection Options
Importance
Rating
(Scale A)
KSAs (N = 81)
(in order of Importance Rating)
Written
Exam
Low-Fidelity
Simulation
(written)
Work
Sample
Exercise
Structured
Interview
2.71 7.
Skill to establish and maintain cooperative relations with a variety of
individuals, including departmental employees, personnel from other state
agencies/departments, consultants, vendors, and/or the public..
X X X
2.62 5.
Skill to write memos, letters, and correspondence using proper spelling,
grammar, punctuation, and sentence structure.
X X
2.51 1.
Knowledge of proper spelling, grammar, punctuation, and sentence
structure for the English language to ensure that prepared and/or
reviewed written materials are complete, succinct, and free of writing
errors.
X X
2.15 3.
Knowledge of basic statistics (e.g., mean, standard deviation, variance) to
calculate and interpret data and conduct statistical analyses.
X X X
Department XYZ
Office of Human Resources
STAFF SERVICES ANALYST (GENERAL) JOB ANALYSIS REPORT
Selection Options
Importance
Rating
(Scale A)
KSAs (N = 81)
(in order of Importance Rating)
Written
Exam
Low-Fidelity
Simulation
(written)
Work
Sample
Exercise
Structured
Interview
2.43 6.
Skill to verbally summarize a variety of facts, statistics, and/or data clearly
and concisely in an impromptu manner, adjusting the level and tone of the
message appropriately to be understood by the respective audience.
X X
2.24 11.
Ability to recognize the sensitive nature and/or political ramifications of a
situation.
X X X
2.00 10.
Ability to communicate verbally in stressful situations, such as when
dealing with angry or hostile individuals or under emergency conditions.
X X
1.76 4.
Skill to clearly and concisely explain, in writing, the contents of technical
materials, such as trade journals, policies, or procedures, to audiences
with varying levels of expertise.
X X
1.67 9.
Skill to perform basic statistical calculations (e.g., mean, standard
deviation, variance) to interpret data and conduct statistical analyses.
X X
Note to analyst: This is intended to be a sample of the selection options matrix for the Staff Services Analyst (General) classification, and it
is not intended that these KSAs are inclusive of all the important KSAs required upon entry for the Staff Services Analyst (General)
classification.
