Competency Assessment Questionnaire Interpretation Key*

A competency is the knowledge, skill, ability and/or enabling behavior required to effectively perform work. The competency profile for each job describes the particular knowledge, skills, abilities, enabling behaviors and level of performance required to do that job. The Competency Assessment Questionnaire provides supervisors reliable performance-based assessments of participants applying for acceptance into succession plan development programs. Competencybased assessment focuses both the employee applying for acceptance and the supervisor deciding to accept or not accept an employee into a succession plan development program on job requirements and behaviors needed to do the job well. The Office of Personnel Managements HR Manager is the source of the competencies used in the competency assessment process. HR Manager, a database of valid and reliable competencies, provides an occupational profile for each job in the State personnel system. Each profile lists the competencies needed to be successful at entry into a position and those needed to perform at more advanced levels. Most of the competencies in the profile have levels of proficiency described in behavioral terms, enabling matching of descriptions of accomplishments or actual accomplishments to a particular level of performance. The competencies that do not have proficiency levels described are usually isolated enabling behaviors that are difficult to quantify (e.g., self-esteem). The HR Manager also provides competency- and performance-based questions for use in structured interviews. Our succession plan competency assessment procedure utilizes both features (proficiency levels and competency-based questions). Used together, supervisors are able to make acceptance and non-acceptance decisions based solely on competency assessment. The procedure instructs supervisors to use the proficiency level descriptions to establish performance criteria, and instructs them to use the questions to assess an employees competency level based on those established performance criteria. The proficiency level descriptions are matched to the five levels assigned each of the factors (decision making, complexity, purpose of contact, and line/staff authority) included in the States job evaluation system so during the structured interview, listen for the specifics the questions yield about an applicants performance. The questions may be modified to include job specific terminology. When you question employees about their competencies, listen for information that describes performance criteria established for the job and indicators of superior performance in their responses.

*The questions used in this Interpretation Key are from the HR Manager database. To find additional questions login to the HR Manager, select Recruitment and Selection, and then navigate to the occupational profile for your position. Scroll to the bottom of the page and click View Questions. Access to the HR Manager is limited by licensing agreements; please contact your HR staff for login instructions.

Competency Assessment Questionnaire Interpretation Key

Arithmeticperforms computations such as addition, subtraction, multiplication, and division correctly using whole numbers, fractions, decimals, and percentages. Question: Individual Contributor/Work Leader/Staff Authority level positions 1. Describe how you have used mathematical computations to complete a work assignment. What calculations did you perform and what size were the sets of numbers with which you worked? What was the result? Readingunderstands and interprets written material, including technical material, rules, regulations, instructions, reports, charts, graphs, or tables; applies what is learned from written material to specific situations. Questions: Individual Contributor/Work Leader/Staff Authority level positions 1. Describe the types of written materials you have read to perform your work. How have you applied the information to your work? 2. Describe the types of charts, tables, graphs or diagrams you have read to perform your work. How have you applied the information to your work? Self-Managementsets well-defined and realistic personal goals; displays a high level of initiative, effort, and commitment towards completing assignments in a timely manner; works with minimal supervision; is motivated to achieve; demonstrates responsible behavior. Question: Individual Contributor/Work Leader/Staff Authority level positions 1. Describe a situation in which you met a goal or took initiative to complete an assignment. Who set the goal and what did you do to try to achieve the goal? What was the outcome? Problem SolvingIdentifies problems; determines accuracy and relevance of information; uses sound judgment to generate and evaluate alternatives, and to make recommendations. Question: Individual Contributor/Work Leader/Staff Authority level positions 1. Describe a situation in which you identified a problem, and evaluated the alternatives to make a recommendation or decision. What was the problem and who was affected? How did you generate and evaluate your alternatives? What was the outcome? Writingrecognizes or uses correct English grammar, punctuation, and spelling; communicates information in a succinct and organized manner; produces written information, which may include technical material, that is appropriate for the intended audience. Questions: Individual Contributor/Work Leader/Staff Authority level positions 1. Describe the types of documents you have written. What types of information did you present and how did you organize what you wrote? Who was the audience? How did you adapt the writing to meet the audiences level of knowledge? What was the outcome? 2. Describe the types of documents you proofread or edited. What changes did you suggest? What was the outcome?

Interpersonal Skillsshows understanding, courtesy, tact, empathy, concern; develops and maintains relationships; may deal with people who are difficult, hostile, distressed; relates well to people from varied backgrounds and situations; is sensitive to individual differences. Questions: Individual Contributor/Work Leader/Staff Authority level positions 1. Describe a situation in which you developed or maintained work relationships with others within or outside of your work unit. What was the length of contact? How did these relationships affect your work? 2. Describe a situation in which you had to deal with individuals who were difficult, hostile, or distressed. Who was involved? What specific actions did you take and what was the outcome? ReasoningIdentifies rules, principles, or relationships that explain facts, data, or other information; analyzes information and makes correct inferences or draws accurate conclusions. Question: Individual Contributor/Work Leader/Staff Authority level positions 1. Describe a situation in which you analyzed and interpreted information. What information were you given? Describe any guidelines you used. Explain how you arrived at a conclusion. What was the outcome? Oral Communicationexpresses information to individuals or groups effectively, taking into account the audience and nature of the information; makes clear and convincing oral presentations; listens to others, attends to nonverbal cues, and responds appropriately. Questions: Individual Contributor/Work Leader/Staff Authority level positions 1. Describe a situation in which you have made an oral presentation to an individual or a group. What kind of information did you present and how did you organize it into a presentation? Who was the audience? 2. Describe a situation in which you orally defended or explained a recommendation or idea. What kind of information did you present and how did you organize your material? Who was the audience? Teamworkencourages and facilitates cooperation, pride, trust, and group identity; fosters commitment and team spirit; works with others to achieve goals. Question: Individual Contributor/Work Leader/Staff Authority level positions 1. Describe a situation in which you worked with a team to achieve a common goal. What was the goal? Who was on the team and how was the team assembled? What steps did you take to work towards meeting the goal? What was the outcome? Technology ApplicationUses machines, tools, or equipment effectively; uses computers and computer applications to analyze and communicate information in the appropriate format. Question: Individual Contributor/Work Leader/Staff Authority level positions 1. Describe a situation in which you used computers or other equipment to help accomplish work. What was the work and how did the application of technology affect the outcome? What role did you play in selecting and applying the technology to the task?

Flexibilityis open to change and new information; adapts behavior or work methods in response to new information, changing conditions, or unexpected obstacles; effectively deals with ambiguity. Question: Individual Contributor/Work Leader/Staff Authority level positions 1. Describe a situation when you had to modify an existing plan or otherwise had to change direction in response to a changing situation. What was involved? What did you do and what was the outcome? Decision Makingmakes sound and well informed, and objective decisions; perceives the impact and implications of decisions; commits to action, even in uncertain situations, to accomplish organizational goals; causes change. Question: Individual Contributor/Work Leader/Staff Authority level positions 1. Describe a situation in which you made a decision that impacted your work and/or the work of others. What were the alternatives that you considered and what did you decide? Who was affected by your decision? What was the outcome of your decision? Customer Serviceworks with customers to assess needs, provide assistance, resolve problems, satisfy expectations; knows products and services; is committed to providing quality products and services. Question: Individual Contributor/Work Leader/Staff Authority level positions 1. Describe a situation in which you assisted a customer or client. What level of contact did you have with them? What specific actions did you take to assist the customer or client? What was the result? Planning and Evaluatingorganizes work, sets priorities, determines resource requirements; determines short- or long-term goals and strategies to achieve them; coordinates with other organizations or parts of the organization; monitors progress, evaluates outcomes. Question: Individual Contributor/Work Leader/Staff Authority level positions 1. Describe a situation in which you planned, organized or evaluated a program, project, or assignment. Who was involved? Describe any guidelines you used to determine the steps you needed to take. What was the timeframe? What was the outcome? Mathematical Reasoningsolves problems by choosing appropriately from a variety of mathematical and statistical techniques. Question: Individual Contributor/Work Leader/Staff Authority level positions 1. Describe how you have applied mathematical or statistical techniques to perform your work. What mathematical or statistical techniques did you apply? Describe any guideline you used to determine the techniques you used. Information Managementidentifies a need for and knows where or how to gather information; organizes and maintains information or information management systems. Question: Individual Contributor/Work Leader/Staff Authority level positions 1. Describe a situation in which you gathered or organized information that was needed by others. Describe any guidelines you had to help you organize and maintain the information?

Creative Thinkinguses imagination to develop new insights into situations and applies innovative solutions to problems; designs new methods where established methods and procedures are inapplicable or are unavailable. Question: Individual Contributor/Work Leader/Staff Authority level positions 1. Describe a situation when you developed an innovative way to perform work or an innovative way to modify a work activity. Who was affected? What was the result? Visionunderstands where the organization is headed and how to make a contribution; takes a longterm view and recognizes opportunities to help the organization accomplish its objectives or move toward the vision. Question: Individual Contributor/Work Leader/Staff Authority level positions 1. Describe a situation in which you helped meet your organizations objectives or worked towards the organizations vision. What was involved and what was your role? What was the outcome? Leadershipinfluences, motivates, and challenges others; adapts leadership styles to a variety of situations. Question: Individual Contributor/Work Leader/Staff Authority level positions 1. Describe a situation in which you led or motivated others. What was the goal and who was involved? What did you do and what was the outcome? Influencing/Negotiatingpersuades others to accept recommendations, cooperate, or change their behavior; works with others towards an agreement; negotiates to find mutually acceptable solutions. Question: Individual Contributor/Work Leader/Staff Authority level positions 1. Describe a situation in which you negotiated and agreement or persuaded others to accept recommendations or a new viewpoint. What was the issue and who was involved? What was the outcome? Conflict Managementmanages and resolves conflicts, grievances, confrontations, or disagreements in a constructive manner to minimize negative personal impact. Question: Individual Contributor/Work Leader/Staff Authority level positions 1. Describe a situation at work in which you prevented or handled a conflict or confrontation. What was the issue and who was involved? Describe any guidelines or standard procedures you used to help you handle the situation. What was the outcome?

Oral Communicationexpresses ideas and facts to individuals or groups effectively; makes clear and convincing oral presentations; listens to others; facilitates an open exchange of ideas. Questions: Unit Supervisor/Senior Authority/Manager/Leading Authority/Senior Manager level positions 1. Describe the types of audiences you have addressed as part of your work and the type of information you presented. 2. Describe a situation where you had to defend or explain an idea or proposal. Who was the audience, what was the issue and what was the outcome? Problem Solvingidentifies and analyzes problems; uses sound reasoning to arrive at conclusions; finds alternative solutions to complex problems; distinguishes between relevant and irrelevant information to make logical judgments. Question: Unit Supervisor/Senior Authority/Manager/Leading Authority/Senior Manager level positions 1. Describe the types of problems (e.g., programmatic or organizational) you have handled. Give an example of a problem. What was the problem, what alternatives did you consider, how did you deal with it, who was affected, and what was the outcome? Written Communicationexpresses facts and ideas in writing in a succinct and organized manner. Questions: Unit Supervisor/Senior Authority/Manager/Leading Authority/Senior Manager level positions 1. Describe you past achievements which demonstrate you writing ability. 2. Describe the kinds of documents you have been responsible for writing or editing, the types of review they had, and your target audiences, both inside and outside your organization. Leadershipinspires, motivates, guides others toward goals; coaches, mentors, challenges staff; adapts leadership styles to various situations; models high standards of honesty, integrity, trust, openness, and respect for individuals by applying these values daily. Question: Unit Supervisor/Senior Authority/Manager/Leading Authority/Senior Manager level positions 1. Describe a situation where you performed a leadership role and/or motivated others toward the accomplishment of a goal. What was involved, what did you do, and what was the outcome? Decisivenessmakes sound and well-informed decisions; perceives the impact and implications of decisions; commits to action, even in uncertain situations, in order to accomplish organizational goals; causes change. Questions: Unit Supervisor/Senior Authority/Manager/Leading Authority/Senior Manager level positions 1. Describe a decision or decisions you have been responsible for, who was affected, and the risks involved. What were the results? 2. Describe a situation in which you took corrective action (e.g., against an employee or contractor). Who was involved and what was the outcome? 3. Describe a situation where you had to make a decision in the absence of guidance or adequate information. Who was involved and what was the outcome?

Flexibilityis open to change and new information; adapts behavior and work methods in response to new information, changing conditions, or unexpected obstacles; effectively deals with pressure and ambiguity. Questions: Unit Supervisor/Senior Authority/Manager/Leading Authority/Senior Manager level positions 1. Describe a situation when you had to modify a plan or had to change direction in response to a changing situation (e.g., deadlines, requirements, resources, technology, leadership). What was involved, what did you do, and what was the outcome? 2. Give an example of an unstructured situation involving a project or program where you had to operate without clear guidelines. What was the situation, what did you do, and what was the outcome? 3. Describe a work situation in which you were under pressure due to deadlines, changes in staff or budget resources, or organizational changes. What was the situation, what did you do, and what was the outcome? Interpersonal Skillsconsiders and responds appropriately to the needs, feelings, and capabilities of others; adjusts approaches to suit different people and situations. Questions: Unit Supervisor/Senior Authority/Manager/Leading Authority/Senior Manager level positions 1. Give an example of a project or a situation that required dealing with a diverse group of people and establishing cooperative relationships to accomplish a specific goal. Who was involved? What was the issue or objective? What did you do? 2. Describe a situation in which you represented you organization and dealt with a variety of stakeholders. Who was involved, what was the issue or objective, what did you do, and what was the outcome? Self-Directiondemonstrates belief in own abilities and ideas; is self-motivated and results-oriented; recognizes own strengths and weaknesses; seeks feedback from others and opportunities for selflearning and development. Questions: Unit Supervisor/Senior Authority/Manager/Leading Authority/Senior Manager level positions 1. Describe a situation in which you set your own goals and implemented them. What was involved and what was the outcome? 2. Describe a situation in which you initiated and developed a new program, product, or service. What was involved and what was the outcome? 3. Describe any self-development activities you have undertaken during the past several years. Human Resources Managementempowers staff by sharing power and authority; develops lower levels of leadership, pushing authority down and out throughout the organization; shares rewards with staff; ensures staff are properly selected, used, appraised, and developed, and are treated fairly. Questions: Unit Supervisor/Senior Authority/Manager/Leading Authority/Senior Manager level positions 1. Describe you accomplishments related to human resource management. What human resource management functions have you carried out, what was your role, and what were the results? 2. Have you designed or implemented any innovative human resource strategy or system? Describe the human resource management function or functions involved, the type of innovation, and the outcome.

Influencing/Negotiatingpersuades others; develops networks and coalitions; gains cooperation from others to obtain information and accomplish goals; negotiates to find mutually acceptable solutions; builds consensus through give and take. Questions: Unit Supervisor/Senior Authority/Manager/Leading Authority/Senior Manager level positions 1. Describe a situation in your work where you had to use persuasion to gain cooperation from others to accomplish a goal. Who were the individual involved, what was the issue, and what was the outcome? 2. Have you acted in the role of a negotiator? What did you negotiate, with whom, and what was the outcome? 3. Have you had training in or experience applying formal negotiation or bargaining techniques (e.g., win-win negotiation, interest-based bargaining, alternative dispute resolution)? Describe the situation, how you applied these techniques, and the outcome. Team Buildingmanages group processes; encourages and facilitates cooperation, pride, trust, and group identity; fosters commitment and team spirit; works with others to achieve goals. Question: Unit Supervisor/Senior Authority/Manager/Leading Authority/Senior Manager level positions 1. Have you ever created a team? What was the purpose and what was the outcome? What sis you do to ensure team effectiveness? Creative Thinkingdevelops new insights into situations and applies innovative solutions to make organizational improvements; designs and implements new or cutting-edge programs/processes. Questions: Unit Supervisor/Senior Authority/Manager/Leading Authority/Senior Manager level positions 1. Give an example of a new product, program or service that you developed. 2. Give an example of a situation in which you provided an innovative solution to make an organizational improvement. What did you do, what were the results, and what level of the organization was affected? 3. What do you do to encourage creativity in others? Technical Competenceunderstands and appropriately applies procedures, requirements, regulations, and policies related to specialized expertise (for example, engineering, physical science, law, or accounting); maintains credibility with others on technical matters. Questions: Unit Supervisor/Senior Authority/Manager/Leading Authority/Senior Manager level positions 1. Describe how your training and/or experience have contributed to your technical competence. 2. Give examples of work products or roles you have performed which demonstrate competence in your area of expertise. 3. Describe a situation in which you gave expert advice in your area of expertise to others. What did you do and what was the outcome? 4. What do you do when you are give an assignment in an area that is beyond your own expertise? 5. What do you do to stay current in your field?

Client OrientationAnticipates and meets the needs of clients; achieves quality end-products; is committed to improving services. Question: Unit Supervisor/Senior Authority/Manager/Leading Authority/Senior Manager level positions 1. Have you been involved in any efforts to assess customer needs and improve processes to deliver better products or services? Who were your customers, what methods did you use, what role did you play in the process, and what was the outcome? Conflict Managementmanages and resolves conflicts, confrontations, and disagreements in a positive and constructive manner to minimize negative personal impact. Questions: Unit Supervisor/Senior Authority/Manager/Leading Authority/Senior Manager level positions 1. Describe a conflict situation you encountered in your work and how you handled it. Who was involved, what was the issue, and what was the outcome? 2. Describe a situation in which you identified a potential conflict situation in your organization. Did you take any actions to prevent it from developing? If so, describe the actions you took and the outcome. 3. Have you had any training or experience applying alternative dispute resolution techniques? Describe the issue and parties involved, how you applied the techniques, and the outcome. Visionenvisions a long-term view and initiates organizational change for the future; builds the vision with others; spots opportunities to move the organization toward the vision. Questions: Unit Supervisor/Senior Authority/Manager/Leading Authority/Senior Manager level positions 1. Give an example of a situation where you took a long-term view and redirected a project or program. Describe the scope, what was involved, your role, and the outcome. 2. To what extent have you initiated or participated in an organizational change effort and at what level of the organization? What was involved, what was your role, and what was the outcome? Planning and Evaluatingdetermines objectives and strategies; coordinates with other parts of the organization to accomplish goals; monitors and evaluates the progress and outcomes of operational plans; anticipates potential threats or opportunities. Questions: Unit Supervisor/Senior Authority/Manager/Leading Authority/Senior Manager level positions 1. What types of measures have you used in evaluating a project, product, service or program? 2. Describe a project or program that you planned and/or evaluated. What was involved, how did you plan the project and achieve the desired objectives? What were the results and impact on your organization? External Awarenessidentifies and keeps up-to-date on key agency policies/priorities and economic, political, and social trends which affect the organization; understands where the organization is headed and how to make a contribution. Question: Unit Supervisor/Senior Authority/Manager/Leading Authority/Senior Manager level positions 1. Describe how you keep up-to-date on key agency policies and priorities and any external trends affecting your organization.

Managing Diverse Workforceis sensitive to cultural diversity, race, gender, and other individual differences in the workforce; manages workforce diversity. Question: Unit Supervisor/Senior Authority/Manager/Leading Authority/Senior Manager level positions 1. Describe any contributions you have made to maintain or promote workforce diversity. What was your role, what was the outcome, and what level of the organization was affected?

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