TASK BANK FOR ADMINISTRATIVE AND SUPERVISORY POLICE Michael J. Dollard New York State Department of Civil Service Building 1, Harriman Campus Albany, NY 12239 (518) 457-2357 June 1991 (c) Copyright 1991 New York State Department of Civil Service [==][==][==][==][==][==][==][==][==][==][==][==][==][==][==][==][==][==] INTRODUCTION This monograph consists of a bank of job tasks in the administrative police area, categorized and ordered according to a three digit numerical code based on the level of complexity of the task and its relationship of 'data', 'people' and 'things.' The classification scheme is not new, but is based on the scheme originated by the United States Employment Service, and refined in a number of ways by a number of people such as Sidney Fine. As used in this study, the 'data' dimension has six clusters organized more or less hierarchically: 1 - Comparing 2 - Copying 3 - Compiling/ Computing 4 - Analyzing 5 - Coordinating/ Innovating 6 - Synthesizing The 'people' dimension has six clusters: 1 - Helps/Takes Instruction 2 - Exchanging Information 4 - Instructing 5 - Supervision 6 - Negotiating 7 - mentoring The 'things' dimension has three clusters: 1 - Handling 2 - Operating 3 - Precision Work The tasks were draw from a number of sources, such as existing classification specifications, job analysis questionnaires, task-based E&E (Education and Experience) questionnaires, etc. obtained from federal, state and local sources. Several hundred documents containing several thousand task statements served as the basic pool. Obvious duplicates were removed, and the remainder were sorted and resorted, combined or teased apart, re-written, moved from one classification to another (and, sometimes, back) -- in short massaged and re-massaged to produce task statements generally consistent in terms of form, language and level of complexity. This study was performed in order to produce a working tool. It is not a work of great sophistication, or one based on subtle theory. Most readers will find tasks that they would describe and/or classify differently. I find that perfectly understandable and acceptable; it is, as I said above, intended to be a working tool, and not a statement of theory. If you find it useful, so much the better. If you have suggestions for changes and improvements, I would like to hear from you. Beginning on the next page is a listing of the basic categories, and the task verbs I have placed in each. In other studies of this type that I have seen, there is a clear effort to place a given verb in no more than one category. I have not done that. My understanding of English is that the connotation of a word is as important as the denotation of the word -- in short, context is everything! I have used connotation and denotation to group tasks, and to move tasks from one classification to another. But there are words (like 'monitors' and 'prepares' and 'maintains') that will be found in multiple categories. I have listed the verbs as they are found in the main task listing: If a verb is found in classification '300' only, then it will be listed under Cluster 3 (Compiling/ Computing) in the 'Data' dimension only; if a verb is found in category '120' only, then it will be listed under Cluster 1 in the 'Data' dimension, and under Cluster 2 in the 'People' dimension; if a verb is found in category '120' and in category '222,' it will be listed in both Cluster 1 and Cluster 2 in the 'Data' dimension, in Cluster 2 of the 'People; dimension, and in Cluster 2 of the 'Things' dimension. Verbs and Categories for Task Bank Preparation (Includes verbs from Clerical Task Bank, Accounting/Finance Task Bank, Police Task Bank and the 1970 Job Analysis study by California State College, Long Beach) D A T A P E O P L E T H I N G S 1 - Comparing 1 - Helps/Takes 1 - Handling ****************** Instruction ************ checks ************************* assembles classifies assists carries collates learns collates compares counts counts 2 - Exchanging Information distributes cross references ************************** files distributes accepts inventories edits administers (tests) issues examines advises lifts files answers maintains grades arranges for maintains library indexes assists maintains stocks inspects authorizes moves monitors books packs notarizes charges out prepares proofreads compiles receives proofs completes retrieves ranks conducts secures reads consults shelves retrieves contacts ships selects coordinates sorts shelves corresponds stores sorts delivers transports stores dictates unpacks verifies distributes determines 2 - Operating 2 Copying dispatches ************* ****************** documents Administers (tests) administers examines backs up (tests) explains checks out answers greets clears arranges for informs computes arrests interprets corrects assembles interviews enters assigns investigates extracts backs up issues inputs charges out maintains inspects clears negotiates keyboards completes notifies maintains contacts patrols measures corrects places microfilms delivers provides operates dispatches questions prepares distributes receives records documents reconciles repairs enters records retrieves explains refers runs extracts reminds searches greets requests services identifies researches sorts interviews schedules splices issues screens transcribes keyboards sets up types maintains supervises updates microfilms verifies monitors 4 - Coaching/Instructing operates ************************** 3 - Precision places briefs Work posts demonstrates *********** prepares explains sets up processes instructs proofs interprets provides teaches receives trains reconciles trouble-shoots records refers 5 - Supervising registers ************************** reminds administers requests approves researches assigns retrieves controls routes directs runs disapproves screens disciplines searches enforces sets up establishes sorts evaluates tabulates formulates transcribes leads types maintains updates monitors motivates 3 - Compiling/ observes Computing plans ****************** recommends accepts resolves assembles reviews audits (checks) schedules authorizes supervises balances calibrates checks . 6 - Negotiating . ************************* . bargains codes confers combines mediates compiles represents completes computes 7 - Mentoring contacts ************************* coordinates advises corresponds arbitrates credits counsels debits diagnoses determines judges draws provides technical estimates assistance extracts indexes inventories maintains maintains calendar maintains library maintains stocks measures notifies operates places plots prepares processes reconciles records revises schedules searches secures verifies 4 - Analyzing ****************** analyzes appraise assesses audits (reviews and examines) checks classifies codes develops edits evaluates examines indexes interprets investigates observes patrols performs experiments prepares minutes performs studies prepares application prepares summaries prepares draft reads refers to researches reviews searches studies translates 5 - Coordinating/ Innovating ****************** acts adjudicates administers advises approves arrests assigns authorizes books briefs conducts confers consults controls creates decides demonstrates determines designs directs disapproves disciplines drafts draws establishes evaluates executes explains implements 5 - Coodinating/ Innovating *************** instructs lays out maintains manages monitors negotiates orients plans prepares provides technical assistance recommends represents resolves reviews schedules supervises teaches trains trouble-shoots writes 6 - Synthesizing ****************** composes designs develops estimates formulates instructs interviews plans testifies Task Code Description ***102*** Comparing/-/Operating 001 102 Operates assorted office machines, including computers and computer terminals, fax machines, copiers, etc. 002 102 Operates photo-identification and fingerprinting equipment ***120*** Comparing/Exchanging Information/- 003 120 Witnesses the taking of statements, administration of tests, and other legal proceedings ***122*** Comparing/Exchanging Information/Operating 004 122 Administers intoxication tests ***200*** Copying/-/- 005 200 Completes (fill out) legal forms and documents 006 200 Maintains logs of activity 007 200 Tracks (monitors and records) work assigned and completed ***220*** Copying/Exchanging Information/- 008 220 Dispatches police resources (officers, equipment, etc.) to crime, accident and disaster scenes 009 220 Issues appearance tickets 010 220 Receives complaints from public, requests for service, requests for information, etc. ***301*** Compiling/-/Handling 011 301 Secures property and evidence obtained in the course of investigations ***302*** Compiling/-/Operating 012 302 Transports prisoners ***400*** Analyzing/-/- 013 400 Analyzes crime and accident statistics 014 400 Analyzes local conditions and patterns of events to determine the proper disposition of department resources 015 400 Identifies needed services and programs 016 400 Prepares the budget request for the department 017 400 Prepares applications and supporting documentation for state and/or federal grants 018 400 Prepares reports of findings of investigations and studies 019 400 Prepares the Uniform crime Report 020 400 Prepares reports of internal security investigations for management and/or elected officials 021 400 Prepares periodic operational reports to management and/or elected officials 022 400 Researches law books to determine the status of specific activities (i.e., determine the charge and the appropriate section number) 023 400 Researches department records relative to forthcoming court appearances 024 400 Reviews requisitions/expenditures for conformance with the budget appropriation 025 400 Reviews news releases, brochures, annual reports, and other public information documents related to the activities of the agency 026 400 Reviews contemporary literature in the field 027 400 Reviews grievances submitted by staff, and recommends resolution 028 400 Reviews narrative, statistical and financial reports from staff to identify problems, processes out of control limits, need for intervention, etc. 029 400 Reviews proposals from staff for feasibility, conformance to organizational goals, appropriate use of resources, etc. 030 400 Reviews draft policy and legislation for potential impact on agency operations 031 400 Reviews proposed policy and procedural guidelines and manuals for appropriateness and conformance to agency goals and objectives 032 400 Reviews proposed procedures for appropriateness and conformance to organizational goals and objectives 033 400 Reviews Department records and reports to insure conformance with law, rules and regulations 034 400 Reviews daily operations reports from the Divisions 035 400 Reviews requests for non-routine equipment, services and supplies for appropriateness and conformance to the agency's goals and objectives 036 400 Reviews briefing materials on the status of the jurisdiction (complaint and activity logs, interjurisdictional and command messages, orders of the day, etc.) 037 400 Reviews for purposes of accuracy and appropriateness: news releases, brochures, annual reports, and other public information documents related to the activities of the agency 038 400 Reviews and approves applications for state and/or federal grants 039 400 Reviews and approves payment of all Department expenditures ***420*** Analyzing/Exchanging Information/- 040 420 Studies businesses, schools and other properties for security problems, and recommends improvements 041 420 Investigates unusual, criminal or emergency behavior or situations identified while on patrol 042 420 Investigates grievances submitted by employees of the Department 043 420 Investigates allegations of misconduct or laxity by members of the agency 044 420 Monitors licensed premises for violations, disturbances, etc. through personal visitations 045 420 Monitors community activity through personal contact with community residents 046 420 Patrols an area, either on foot or in a vehicle looking for unusual, criminal or emergency behavior or situations ***450*** Analyzing/Supervising/- 047 450 Evaluates the performance of subordinate officers 048 450 Monitors subordinate employees' conformance with time and attendance rules 049 450 Monitors the workload of subordinates, and makes adjustments as necessary and appropriate 050 450 Observes subordinate officers in the field, critiquing their performance, behavior and appearance 051 450 Reviews major felony cases for progress, procedure 052 450 Reviews staff performance, imposing sanctions and rewards as appropriate 053 450 Reviews work of subordinates for accuracy, completeness, timeliness and conformance to agency standards 054 450 Reviews reports of subordinates for accuracy, completeness and comformance to standards 055 450 Reviews disciplinary charges against officers, and make recommendations to management and/or elected officials 056 450 Reviews and coordinates performance evaluations for all agency staff, insuring consistent standards ***500*** Coordinating/-/- 057 500 Acts as the Emergency Coordinator for the jurisdiction, coordinating multi-agency response to major emergencies 058 500 Adjudicates grievances submitted by employees of the Department 059 500 Approves the transfer of funds from one budget account to another 060 500 Approves (reviews and evaluates) the specifications for equipment and supplies to be bought by/for the Department 061 500 Controls the disbursement and use of the Department's confidential funds 062 500 Decides on requests for time off, vacation, shift and patrol zone reassignments, etc. 063 500 Determines criteria for issuance of appearance tickets, and for the setting and acceptance of bail 064 500 Establishes operational goals and objectives for the agency (e.g., increases in patrol coverage, improvements in traffic control, etc.) 065 500 Establishes and accepts bail 066 500 Establishes guidelines for agency training 067 500 Establishes work standards for departmental personnel 068 500 Establishes the deployment of agency resources (sets patterns of patrol, staffing patterns of operating divisions, disposition of equipment, etc.) 069 500 Monitors the agency budget to insure that the agency operates within the budget ***520*** Coordinating/Exchanging Information/- 070 520 Arrests individuals for violations of law 071 520 Books prisoners 072 520 Coordinates and consolidates the budget proposals from the divisions into a single departmental budget proposal 073 520 Directs traffic 074 520 Establishes roadblocks/traffic checks for proper registration and safety of vehicles 075 520 Establishes roadblocks/traffic checks for intoxicated drivers, drug users, etc. 076 520 Maintains liaison with citizen groups such as the Citizens Relations Board, ethnic and service organizations, etc. 077 520 Maintains liaison with personnel and civil service staff (for the purpose of assuring compliance with the Civil Service Law and Rules) 078 520 Maintains liaison with top finance officials (e.g., Budget Director, Comptroller, etc.) 079 520 Maintains liaison with elected officials (e.g., Mayor, City Council, Board of Supervisors, etc.) 080 520 Maintains liaison with police officials in neighboring jurisdictions, and with state and federal police officials 081 520 Maintains liaison with Training Academy staff concerning the content and progress of both entry- and in-service training. 082 520 Maintains liaison with counsel and/or other legal officers on questions of legislation, litigation, contract negotiations and the legal impact of policy and procedures 083 520 Maintains traffic safety through monitoring traffic (including use of radar), issuing summons 084 520 Meets with attorneys (District Attorney's Office, Corporation Counsel's Office, Department Counsel's Office, etc.), concerning pending litigation 085 520 Meets with community residents to discuss complaints, requests for service, etc. 086 520 Promotes positive community relations through participation in community projects and programs 087 520 Promotes positive public response to the department through visiting the neighborhoods, talking with residents, etc. 088 520 Promotes positive public response to the department by visiting the schools, youth groups, etc. 089 520 Questions prisoners and arresting officer concerning the circumstances of the arrest 090 520 Recommends to management and/or elected officials budget transfers and other fiscal actions to meet the needs of the agency 091 520 Represents the agency at formal and ceremonial functions (e.g., civic holidays, graduations, inaugurations, etc.) 092 520 Represents the department in meetings with community interest groups and activists 093 520 Responds to crime, accident and emergency scenes (goes to scene, renders assistance as necessary, summons aid as necessary, secures area, investigates and documents situation, etc.) 094 520 Responds to domestic violence scenes (goes to scene, renders assistance as necessary, summons aid as necessary, secures area, investigates and documents situation, etc.) ***540*** Coordinating/Instructing/- 095 540 Briefs the patrol force 096 540 Instructs staff in police methods, techniques and procedures in formal training sessions 097 540 Makes presentations to elected officials, community groups and the media to improve their understanding of police issues and programs ***550*** Coordinating/Supervising/- 098 550 Administers the agency training program (schedules courses, arranges for facilities and trainers, reviews training content, schedules trainees, etc.) 099 550 Administers the negotiated (employment) contracts 100 550 Approves (reviews and evaluates) staff work on various papers, records and reports for accuracy, completeness and conformance to standards 101 550 Approves (reviews and evaluates) all recommendations for Departmental citations and awards 102 550 Assigns work to subordinate staff 103 550 Directs (takes personal command) a force of officers at major crime scenes, accident scenes, disaster scenes, etc. 104 550 Directs (takes personal command) a force of officers in sensitive investigations and other sensitive police actions 105 550 Directs (takes personal command) a force of officers in major police actions, particularly those involving multiple divisions and/or multiple police agencies 106 550 Directs (takes personal command) a force of officers in emergency police actions such as natural disasters, major transportation accidents, hostage situations, etc. 107 550 Directs the administrative staff in compiling statistical data for the preparation of various reports 108 550 Establishes traffic control and traffic safety (directs