Page 97 - Personnel Policy and Procedures Manual

framework of positions for all jobs within Augusta, Georgia without regard to whether or not they have an
incumbent in a specific job. As incumbents grow and change jobs within Augusta, Georgia, their job title,
salary and other attributes may change, but the position the incumbent was in will likely still exist and will
be maintained. Position control will allow Augusta, Georgia to track the history of the position, track
vacancies, and track positions filled with temporary and contract workers. The system will bridge the gap
between typical employee information (HRIS) and position information (Budgets).

Position Tracking

Position tracking refers to a system of tracking information based upon a unique position ID number with
the primary purpose of managing positions more precisely and thus enable more accurate monitoring of the
approval process. Approved/funded positions will be tracked as authorized. Positions that are not
approved/funded will be tracked as recognized. Recognized positions will be included on the official
departmental organizational charts maintained by the Human Resources Department, and if future funding
becomes available and approved, they may be moved to authorize status. The system can also track
vacancies, over filling, under filling and full-time equivalents (FTE). Position titles will include the official
title as approved by the approval process and the organization title (e.g., Equipment Operator II may be
known in the department as Bush Hog Driver).

Position Approval Process

The approval process for hiring of all positions will be the Department Director, Human Resources Director,
Finance, and the Administrator.

i) Existing Authorized Positions - The Department Director shall forward a Personnel Action Form
(PAF) to the Human Resources Department. Human Resources will verify that the salary is within
guidelines and forward to OMB to verify funding. The verified PAF will then be forwarded to the
Administrator for approval and returned to Human Resources for normal processing.

ii) New Positions - The Department Director will forward a Position Description draft and a revised
organizational chart to the Human Resources Department. This will document the concept of the
position. The Classification/Compensation Administration will perform the job analysis, determine
whether or not the position should be in the classified or unclassified, and assign a salary grade. The
allocation request will then be forwarded to Finance and the Administrator for verification of
funding and approval.

(a) If funded and approved, the position will be placed into the employment process pursuant
to the relevant Policies and Procedures.

(b) If not funded or approved, the position will be marked as recognized and returned to the
Classification/Compensation Section for recording prior to returning to the Department.
Recognized positions will be suspended for possible future funding or future budget years.

Administration

The Human Resources Director or his/her designee shall have responsibility for the implementation and
administration of the Position Management Program.

All Rights Reserved – As approved by the Commission on 05-07-2019 97 | P a g e