EPP 70: Classification Administration

I. Purpose and Scope

To communicate the Classification system to implement organizational changes necessary for the efficient operation of County business and to ensure an adequate structure to differentiate jobs across the County that can be easily maintained, facilitates internal equity, and defines the general scope and complexity of work performed.

This policy applies to all departments, offices, and districts covered by Human Resources personnel administration. 
Exemptions from this policy include:

• Elected Officials
• Advisory board or commission members whose principal vocation is other than as a County employee
• On-site property managers residing in County-owned or County-provided facilities
• Any special Deputy Sheriff or peace officer appointed to act without compensation from the County
• Volunteers
• Independent Contractors, providers, and vendors
• Temporary Agency employees

II. Authority

This policy is established by the County Administrator's administrative rule-making authority pursuant to County Code 2.09.060.E

Federal and state regulations, primarily federal Fair Labor Standards Act (FLSA) and State of Oregon Revised Statutes, and Oregon Equal Pay Act.

III. General Policy

Employees/positions will be assigned to Classifications/jobs based on duties, authority, responsibilities, and the required knowledge, skills, abilities, education, training, experience, and other qualifications.

Classification processes are maintained by the Department of Human Resources. Other departments/offices may not develop more or less restrictive "department classification policies" in place of these authorized processes without prior review and approval from the Department of Human Resources.

IV. Definitions

1. Appointing Authority – Any person vested with the authority to appoint individuals to County positions. Such authority will be vested in elected officials and department directors and may be delegated to supervisory employees within a department or division.
2. Base Pay Rate: The rate or step in the range of the Compensation Plan to which the employee's position/classification is assigned. Base Pay Rate does not include any add-to-pay.
3. Classification: A group of positions with shared or similar duties, responsibilities and Minimum Qualifications to permit grouping under a common title and description.
4. Classification Description: General document whose purpose is to clearly describe a type and level of a body of work.
5. Compensation Plan (Pay Plans): Describes the salary grades, minimum pay rates, and maximum pay rates for each County Position or Classification.
6. Employee: A person who has been directly hired by Clackamas County to perform work for wages or salary. This does not include independent contractors, temporary agency employees, volunteers, unpaid interns, or participants in work training administered under a state or federal assistance program.
7. Minimum Qualifications: Minimum Qualifications are the minimum amounts of education or experience and the minimum level of knowledge, skills, abilities, licensures, certifications and other job-related requirements that must be met for a candidate to be considered for a Position.
8. Position: A group of duties and responsibilities designed to be performed by the employment of one qualified individual. Multiple positions can be assigned to one Classification.
9. Position Description: Document that describes the body of work assigned to a specific Position.
10. Position Review: Process used by Human Resources to assign each Position to the correct Classification. The goal is to assure that the same title, salary range, qualification requirements, training, performance standards, etc. are applied uniformly to all Positions similar in responsibilities, duties and skills.
11. Promotion: When an existing employee is hired into a different classification with a higher salary range.
12. Reclassification: A process/action that changes the Classification assignment of a Position (vacant or filled by an employee) based on changes in the scope, duties, and responsibilities of the work assigned.
13. Transfer: Movement of an eligible employee to a different Position within the same Classification. A Transfer occurs within the employee's current department (Intra) or results in movement to a different department/appointing authority (Inter), and may be voluntary or involuntary.  
14. Work of Comparable Character (WCC): Work that requires substantially similar knowledge skills, effort, responsibility and working conditions in the performance of work regardless of Position Description or job title.

V. Policy Guidelines

• Classification Plan

The Department of Human Resources is responsible for maintaining a Classification Plan. The Director of Human Resources has the final authority over the

A. Classification Plan.

The Classification Plan will consist of orderly groupings and structured formal standards commonly referred to as Classification Descriptions. These Classification Descriptions represent the number and variety of job categories needed to identify all jobs in the County government. Classification Descriptions are written documents to describe the type and level of a body of work.

The Classification Plan has Classifications ranging from generally descriptive of a type and level of work to job specific. Specific Classification Descriptions directly relate to a particular occupation and level of work and may read more similar to a Position Description though not as detailed.

Position Descriptions are written documents to describe the body of work assigned to a specific Position, clearly stating the tasks, authority and responsibilities that go together to make up a job. A completed Position Classification Questionnaire (PCQ) is an example of a Position Description.

Every Position, whether filled or vacant, must have a Position Description on file with Human Resources. Appointing Authorities and their management are responsible to develop and maintain Position Descriptions for all positions within their department. Managers are also responsible for ensuring that Position Descriptions for each position under their supervision are periodically reviewed to ensure their accuracy, and that copies of accurate Position Descriptions are on file with the Department of Human Resources, Classification and Compensation.

B. Classification Assignment of Positions

No Position may be filled until it has been properly classified. All new positions and vacant positions that have previously been classified but have had a substantial change in duties will be submitted to Classification and Compensation for review and assignment prior to being filled.

The Position Review Process is used to assign each Position to the correct Classification. The goal is to ensure that the same title, salary range, qualification requirements, training, performance standards, etc. are applied uniformly to all positions similar in responsibilities, duties and skills.

Position questionnaires are the principal documents for making Position and Classification assignment decisions, which include Position Classification Questionnaires (PCQ) and Temporary Classification Questionnaires (TCQ).

Assignment of Duties: Managers are responsible for defining work and assigning duties and responsibilities. Duties may be removed or reassigned in order to maintain duties that are consistent with an employee's current Classification/Position. Management also has the right to add, remove or reassign duties in lieu of reclassifying a Position.

Refer to EPP #21 Position Allocation and Job Requisition Procedures for additional information regarding reclassifying and refilling an existing Position and establishing a new Position.

C. Classification Review

Classification reviews are intended to ensure Clackamas County classifications remain up-to-date and are reflective of the current business needs. Classification reviews may include but are not limited to: creation of new classifications, changes to job content/organizational structure, County Administrator requested reviews, or as initiated by the Director of Human Resources or their designee.
Human Resources shall consult with department or major division directors prior to the initiation of a classification review.

IV. Process And Procedures

A. Position Review

Employees and/or managers may request a review of a position when it is believed the duties performed are no longer consistent with the assigned Classification. A request to review a position is initiated by completing the appropriate Position Description/position review form which is submitted to Classification and Compensation.

• Employee: An employee may request a review of their position by submitting a completed Position Description/position review form to their supervisor/manager.
• Within fourteen (14) days the supervisor/manager must discuss the information contained within the Position Description/position review form with the employee, and document their agreement or disagreement with this content and the request.
• If the employee wishes to move forward with a Position review after this employee/management conversation, the Position Description/position review form will be forwarded through the department's chain of management for review/signatures and then submitted to Classification and Compensation. Management has 14 days from the date of employee meeting to submit completed form to Classification and Compensation.

New Position/Repurpose Vacant Position: Management is required to submit a completed Position Description/position review form when requesting to repurpose an existing vacant position and when requesting a new position.

Classification and Compensation will determine whether to accept the submitted Position Description/position review form for Position review. Notification will be sent to all relevant stakeholders.

• A submitted Position Description/position review form may be denied for Position review if there had been a recent review and no significant changes to the duties and responsibilities have occurred, or if an action such as a pending reorganization, move to a different work unit, or a change in supervisor would alter the position's duties and responsibilities.

Throughout a Position review process, Classification and Compensation communicates with the employee and management, providing information as to project status and analysis.

Upon completing a Position review, Classification and Compensation makes a recommendation to department management that may be:

• assignment to the same Classification (no change),
• assignment to another existing Classification which may include edits or revisions to that Classification (upward or other Reclassification),
• recommendation to create a new Classification in order to assign position.

Classification and Compensation discusses with Department management potential impacts and implementation strategies. Department management reserves the right to reassign duties and responsibilities if reclassification does not meet organizational, business, and/or budget needs.

New Classification: If recommendation involves creating a new Classification, Classification and Compensation drafts a new Classification Description. Classification and Compensation also conducts an analysis to determine and recommend a salary grade for the new Classification. This final recommendation is documented in a staff report to the County Administrator.

Upon approval by the County Administrator, Classification and Compensation will implement the recommendations. Bargaining with associated Union(s) would occur for represented position(s). Associated Union(s) have fourteen (14) days to either formally agree to salary grade recommendation or express concerns. Classification and Compensation will clarify and resolve union questions or concerns.

B. Position Reclassification with Incumbent

When Classification and Compensation reclassifies a Position, the employee occupying the Position will be reclassified if the following criteria is met:

1. Minimum Qualifications and Pre-Employment Requirements: The Appointing Authority and the Human Resources Department validate that the employee possesses the Minimum Qualifications and meets any pre-employment requirements of the Position.
2. Performance of assigned duties: 
3. Upward Reclassifications: The employee has been in the position performing the assigned higher-level duties and responsibilities for a minimum of six months.
4. Other Reclassifications: The employee has been assigned the duties of the relevant Classification.

When a Position is reclassified and the employee meets the criteria for an Upward Reclassification, a recruitment process will be waived, and the employee will be reclassified along with the Position. The reclassified employee's Base Pay Rate will be adjusted on the effective date of Reclassification.

Classification and Compensation may formally re-evaluate a reclassified position to ensure duties remain consistent with the assigned Classification.

If an employee does not meet the minimum qualifications of the reclassified position, the employee may be qualified for other vacant position(s) within their original Classification or a vacant position in a different Classification such as through a voluntary demotion or open/internal recruitment. If the employee does not meet the minimum qualifications of the reclassified position and employee is unsuccessful in other options, the employee will be laid off and placed on a layoff register for their former classification for two years unless specified otherwise in a collective bargaining agreement. Employees in Limited Term status or on employment agreement are not eligible to be placed on a layoff register.

Position Reclassification with Incumbent does not apply, unless otherwise provided, for:

1. Temporary status including Seasonal Temporary and On-Call Relief
2. County Executives under employment contract with the Board of County Commissioners
3. Department Executives and other County Administrator designated county Positions under employment contract with the County Administrator.
4. Positions within Office of County Counsel under employment contract with the County Counsel.
5. Placement on Layoff Register Following Reclassification

If a position occupied by an employee is reclassified to a classification with a lower salary range, the employee will be placed on a layoff registers for two (2) years unless specified otherwise in a collective bargaining agreement. Employee will be given preference in referral to vacant positions within the same Classification as held prior to Reclassification. Employee must meet the Minimum Qualifications and any pre-employment requirements of the vacant position. Employees in the initial County probation period, Limited Term status, temporary, seasonal, or on employment agreement are not eligible to be placed on a layoff register.

C. Placement on Layoff Register Following Reclassification does not apply to:

1. Initial County Probationary status
2. Limited Term Appointment status
3. Temporary status including Seasonal Temporary and On-Call Relief
4. Less than Half Time Regular Part-Time Positions
5. County Executives under employment contract with the Board of County Commissioners
6. Department Executives and other County Administrator designated county Positions under employment contract with the County Administrator.
7. Positions within Office of County Counsel under employment contract with the County Counsel.

D. Classification of Positions Impacted by Reorganization/Restructuring

Reorganization/restructuring of a department, division, program, section or work group may become necessary to meet organizational needs, and typically involves one or more of the following

• Immediate assignment of new responsibilities and authority within a work unit
• Change to span of control
• Merger of two or more work units
• Elimination of programs, which may impact positions
• Change to Appointing Authority

Classification & Compensation will work with department management to determine if any classification assignment of positions are impacted by the reorganization/restructure.promtra

E. Request for Review

A request for review process including the Classification and Compensation Review Panel is allowed when an employee disagrees with:

• Classification and Compensation's Position Review recommendation.
• A Salary range recommendation for nonrepresented employees, and for represented employees if specified in the employee's collective bargaining agreement.

Issues not reviewable in a request for review process and Classification and Compensation Review Panel:

• Management's assignment of duties to an employee or to a Classification.
• Creation, deletion or change to a Classification.
  • The Classification and Compensation Review Panel may not create a new Classification to accommodate an employee's position, delete a Classification from the County's classification plan, or change any portion of a Classification Description.
• Salary range recommendations for represented employees.
  • Unless, as noted above, this is authorized in the applicable collective bargaining agreement.

Request for Review Process:

1. An employee who is dissatisfied with a Classification allocation determination or salary range recommendation has fourteen (14) calendar days from the date notification was sent to employee to complete and submit a Request For Review form.
2. Classification and Compensation receives and reviews submitted request for review form and provides information to employee about next steps in the process.
3. Human Resources Director reviews all related materials, and then meets with employee to discuss the request for review. After consideration of issues, Human Resources Director provides a written response to employee stating decision to uphold Classification and Compensation's determination/recommendation or propose an alternative recommendation.
4. If employee remains dissatisfied with Human Resources Director's findings, employee has ten (10) calendar days from the date of notification by the Human Resources Director to submit a written request to have the matter be heard by the Classification and Compensation Review Panel. If employee does not submit a written request by the deadline, the Human Resources Director's findings will be implemented.
   • For Temporary status including Seasonal Temporary and On-Call Relief and Nonrepresented Employment Contract positions, the Classification and Compensation Review Panel is not applicable and the Human Resources Director's findings will be implemented.

F. Classification and Compensation Review Panel

Classification and Compensation Review Panel (CCRP) Process:

1. Panel Members – The five panel members will be selected by the Human Resources Director and will include two (2) management employees, two (2) bargaining unit members, and one (1) mutually appointed County employee. At least one bargaining unit member must be from the same union as the employee bringing forth the review.
   • Each of the County's bargaining groups will nominate one (1) employee from their membership. The two selected bargaining unit members will be from these nominations.
   • Each County department will provide one (1) management employee from their department for consideration. The two selected management employees will be from this group. 
   • A mutually agreed upon employee will be selected.
   • If a conflict of interest exists between employee and bargaining unit member serving on the CCRP, the bargaining unit shall choose a substitute member. If a conflict of interest exists with a management member of the CCRP, the Human Resources Director will appoint an alternate from the remainder group of management employees.
   • Any person presenting information or providing representation for the employee is not allowed to be a Panel member for that employee's review.
2. Notification – Human Resources will send written notification of date, time and location of CCRP review at least fourteen (14) days in advance. Notification will be made to CCRP members, employee requesting review, and employee's supervisor and appointing authority.
3. Documents – All documents in support of the matter to be brought to the CCRP must be submitted to Classification and Compensation no later than ten (10) calendar days prior to the scheduled CCRP meeting. These documents will be distributed at least five (5) calendar days prior to the scheduled meeting of the CCRP to CCRP members, employee, appointing authority and any active participant in the review process as identified by the employee or management.
4. Presentation to the CCRP – The Human Resources Director or designee will begin meeting by providing a summary of the issue being brought forth, a review of the employee's initial request for review and the written findings generated in response to the request for review. The employee, employee's representative, employee's appointing authority and/or management from employee's department, and Classification and Compensation staff will have the opportunity to present information in support of their respective positions. It is the responsibility of the employee to demonstrate why the Classification or salary range recommendation is inappropriate, to identify which current Classification(s) or salary range(s) is more appropriate, and to provide adequate information and detail to support the claim. Members of the CCRP may ask any questions of the parties presenting information that will assist them in forming an opinion as to the appropriate Classification for the Position or salary range for the Classification.
5. Opinion Response by the CCRP – Following conclusion of the meeting and parties excused, CCRP Panel members will discuss the issue and materials presented to them and formulate an opinion(s) as to the appropriate Classification allocation or salary range for the Classification. The CCRP Panel members will discuss their opinions with the Human Resources Director and submit one written "Opinion Response" sheet to the Human Resources Director documenting the opinions of the CCRP regardless of whether or not a consensus opinion was formed. 
   • The CCRP may only recommend an allocation to a current Classification or a salary range for the Classification to which the position is assigned. 
   • The CCRP may not recommend a salary range change for a single position that would result in the position having a different salary range than the Classification to which it is assigned.
6. Final Determination – The Human Resources Director will consider the opinions of the CCRP when determining the final Classification allocation of a position and/or arriving at a final salary range recommendation to go the County Administrator. The Human Resources Director will prepare a written report of his/her final recommendation and include a brief summary of the issues raised during the request for review process and the opinions of the CCRP. A copy of this report will be sent to the employee and the employee's appointing authority. If the Human Resources Director's recommendation includes a final salary range recommendation, this written report will be included in the information presented to the County Administrator requesting a change to Classification's salary range.
   • The Human Resources Director has final authority on the Classification allocation.
   • The County Administrator has final authority on the salary range placement.
7. The CCRP does not apply to temporary nor nonrepresented employment contract employees.

G. Transfer

Intradepartmental Transfer within the same department:

• An intradepartmental transfer may be voluntary or involuntary. If involuntary, the Appointing Authority must give the employee a minimum of ten (10) working days notice.
• A department can move an employee to a different division/work unit by submitting a Personnel Action form to the Human Resources Department for a change in supervisor. This is not a transfer as the employee's position number is not changed.

Transfer Request Form: If an employee wishes to be considered for an Interdepartmental transfer within their Classification to a different department/appointing authority, the employee will complete and submit a Transfer Request Form to the Human Resources Department. The Human Resources Department will review the employee's transfer request and qualifications, including, but not limited to their knowledge, skills, and abilities against those that are required of a particular position.

For Intradepartmental Transfer within a large department, an Appointing Authority may designate  the process outlined for Interdepartmental Transfer as appropriate for their department.

Transfer List: If an employee's transfer request is approved, Human Resources Department will place employee's name on the transfer list at their current Classification and notify employee. Placement on a transfer list is not shared with the employee's supervisor. However, if/when an employee is referred to a department for transfer consideration to an open position, the employee's transfer status becomes known to one or more managers and the employee's supervisor may be contacted as a reference.

Employees will be removed from transfer list for the following, whichever occurs first:

• After one (1) year from when placed on the transfer list.
• Employee requests Human Resources Department to remove their name from the transfer list.
• After employee rejects one (1) job offer.

Should a recruitment become available in which there is an employee(s) on the transfer list, they will be invited to an interview provided they meet the Minimum Qualifications. There is no guarantee of a job offer for an employee on the transfer list as they must competitively compete for the position.

Transfer is not a Lateral Hire (previously referred to as reassignment) as transfer can only occur within the same Classification. A Lateral Hire is the movement of an employee from one Classification/Position to a different Classification/Position where the new Classification carries the same salary grade/range, typically via voluntarily applying and being selected in a recruitment process.

Transfer is not a voluntary demotion or a career change demotion. In these situations, the employee voluntarily requests or seeks a change to a different Classification/Position that carries a lower salary grade.

Transfer Request Information and Form

Transfer does not apply to:

1. Initial County Probationary status
2. Limited Term Appointment status
3. Temporary status including Seasonal Temporary and On-Call Relief
4. Less than Half Time Regular Part-Time Positions
5. County Executives under employment contract with the Board of County Commissioners
6. Department Executives and other County Administrator designated county Positions under employment contract with the County Administrator.
7. Positions within Office of County Counsel under employment contract with the County Counsel.

H. Entrance into Classification with Lower Salary Range via:

1. Voluntary Demotion
2. Voluntary Demotion in Lieu of Layoff
3. Involuntary Demotion
4. Career Change Demotion
5. ADA Accommodation

Voluntary Demotion:  Action is employee requested and requires management approval. Voluntary demotion may be used as an option to retain employment when layoff is imminent (Voluntary Demotion in Lieu of Layoff) or for other reasons where the action is entirely voluntary on the part of the employee.

If an employee wishes to be considered for a voluntary demotion, the employee will complete and submit a Voluntary Request form to the Human Resources Department. The Human Resources Department will review the employee's request and qualifications, including, but not limited to their knowledge, skills, and abilities against those that are required of a particular Position.

If an employee's request is approved, Human Resources Department will place employee's name on the voluntary demotion list for the requested Classification and notify employee. Placement on a voluntary demotion list is not shared with the employee's supervisor. However, if/when an employee is referred to a department hiring authority, the employee's request and status becomes known to one or more managers and the employee's supervisor may be contacted as a reference.

Employees will be removed from voluntary demotion list for the following, whichever occurs first:

• After one (1) year from when placed on the voluntary demotion list.
• Employee requests Human Resources Department to remove their name from the voluntary demotion list.
• After employee rejects one (1) job offer.

Should a recruitment become available in which there is an employee(s) on the voluntary demotion list, they will be invited to an interview provided they meet the Minimum Qualifications. There is no guarantee of a job offer for an employee on the voluntary demotion list as they must competitively compete for the Position.

Career Change Demotion:  Employee voluntarily and successfully competed in a recruitment and selection process conducted by the Human Resources Department and was referred and selected by the Hiring Authority.

Involuntary Demotion: This action is not entirely voluntary on the part of the employee. An involuntary demotion may be an outcome of disciplinary action.

For Voluntary and Involuntary Demotion, except demotion in lieu of layoff, the employee must have previously held the lower-level County Classification, or the Classification is a lower-level Classification within the employee's same Classification series. 
This section does not apply to:

• Initial County Probationary status
• Limited Term Appointment status
• Temporary status including Seasonal Temporary and On-Call Relief
• Less than Half Time Regular Part-Time Positions
• County Executives under employment contract with the Board of County Commissioners
• Department Executives and other County Administrator designated county Positions under employment contract with the County Administrator.
• Positions within Office of County Counsel under employment contract with the County Counsel.

I. Rehire Reinstatement

Appointing Authorities have the option of filling a vacant position by rehiring a former regular status employee who has left County employment within the previous six months.

Any rehire reinstatement must meet eligibility criteria, be approved by Human Resources Department, and be submitted as a reinstatement on a Personnel Action form.

No guarantee of reemployment exists to former employees. Hiring Management may approve or deny a request for reinstatement.  
Eligibility Criteria:

1. Prior to resignation from County employment, employee completed initial County probationary period and reached regular status, and submitted at least a two (2) weeks notice of resignation.
2. Reinstatement is to vacant position within same department and classification, and within six (6) months from effective date of employee's resignation.
3. Former employee meets all current pre-employment requirements. All current pre-employment requirements must be cleared even if employee had previously cleared them while originally employed with the County.

If an Appointing Authority, through a County recruitment and selection process, rehires a former employee into the same classification as they previously held and the former employee meets the criteria for rehire reinstatement, the former employee's rehire Placement Event will be conducted as outlined in the Rehire Reinstatement section of the Pay Administration Policy. 

J. Supervisory & Confidential Employee Exemptions From Bargaining Unit

The Human Resources Department is responsible for reviewing the duties and authority assigned to the Position and determining the appropriate bargaining unit or management group. The Human Resources Department complies with the Oregon Revised Statutes definitions for supervisory or confidential employee.

VII. Access to Policy

Access to this administrative policy will be:

• Filed in the County's policy management system, Power DMS
• Posted to the County's internet.

VIII. Addenda

EPPs Containing Additional Relevant Information

• EPP 21 - Position Allocation and Job Requisition Procedures
• EPP 71 - Pay Administration

For additional information regarding the Reclassification and refill of an existing Position and to establish a new Position, refer to EPP 21 Position Allocation and Job Requisition Procedures.

For information regarding the pay impacts to an employee as a result of a Reclassification and/or Salary Grade Adjustment, refer to EPP 71 Pay Administration.

Name of Policy : Classification Administration 
Policy #: EPP 70
Policy Owner Name: Evelyn Minor-Lawrence
Policy Owner Position: Human Resources Director
Approved ByGary Schmidt, County Administrator
Effective Date: 3/14/2026
Approved Date: 3/10/2026
Next Review Date: 3/14/2029