Washington, D.C. 20530

June 20, 2001

MEMORANDUM FOR BUREAU PERSONNEL OFFICERS

SUBJECT:      New Examining Options and Department Procedures for Filling Clerical and Administrative Support Positions

The Office of Personnel Management (OPM) has made a significant change to the Qualification Standard for Clerical and Administrative Support Positions. The written test requirement for positions covered by this standard has been eliminated. This means agencies are no longer required to use the OPM clerical examination when filling positions covered by the standard, and applicants are no longer required to take and pass the OPM written test, unless required by the agency. The experience and educational qualification requirements and proficiency performance test requirements remain the same.

Given this change, agencies now have more flexibility in determining how they will assess the qualifications of applicants for clerical and administrative support positions. In filling such positions in the Department, Bureau Personnel Officers (BPOs) may use any of the following assessment options, or a combination thereof, as appropriate for the position being filled.

1. Commercially developed test or agency developed test/assessment procedures. Such tests do not require OPM approval, but must be valid, job-related, and meet the professional standards contained in the Uniform Guidelines on Employee Section Procedures (29 CFR 1607). These guidelines can be found at:   www.dol.gov/dol/allcfr/Title_41/Part_60-3/toc.htm. An abbreviated explanation of the requirements can also be found in 5 CFR 300.103. Agencies can consult with OPM for assistance in evaluating commercially developed assessments.



2. Rating schedule/crediting plan to evaluate a candidate's job-related competencies, knowledge, skills, and abilities by reviewing the candidate's experience, education, and accomplishments against a set of predetermined job related benchmarks.



3. Work sample where candidates are rated by examiners on their performance using exercises that simulate tasks which have been determined (through job analysis) to be important for successful performance in the position to be filled.



4. Structured interview where interviewers ask candidates a set of standardized, job-related questions, and rate the candidates' responses based on predetermined, job-related criteria; or



5. Examining services provided by OPM such as:
   
   
   • case examining using an automated staffing system;
   • inventory-based examining which produces multiple lists of eligible candidates;
   • examining administration where OPM manages the administration of written examination including all logistical details relating to test site selection, competitor scheduling, scoring and issuance of competitor results;
   • test material developed by OPM and administered by individuals trained and certified by OPM as test administrators/examiners, or test materials ordered for one-time use from OPM Service Centers; or
   • structured interview training and question development through OPM.

Additional information on candidate assessment techniques may be found in OPM's Delegated Examining Unit Manual at www.opm.gov/deu.

In filling clerical and administrative support positions, BPOs must decide which assessment option will be used when a job vacancy is announced. There is no requirement to use the same assessment tool each time a specific position is filled. Since assessment options may vary for each position, it is important to remember that the most effective assessment option is one that will provide accurate information about a candidate's ability to successfully perform the job. Accordingly, vacancy announcements for clerical and administrative support positions must indicate the assessment option that will be used to evaluate job applicants. OPM will place information on this new policy for examining clerical applicants on the USAJOBS system.

If you choose to continue using the current clerical examination through special testing by OPM, you must decide whether notices of ratings will be accepted from candidates who previously passed the examination or whether the candidates must retake the test. You must include this information in the job vacancy announcement.

For bureau components that maintain clerical inventories, those inventories do not have to be terminated to implement this new policy if you continue using the current clerical test. However, if you choose to use another option, the inventory(s) must be terminated and all eligibles notified of the termination. If a local OPM Service Center is maintaining an inventory, you will need to check with them to determine if people on the inventory need to be notified.

A memorandum from OPM which discusses the new policy for examining clerical and administrative support positions is attached along with a question and answer document, and a table which summarizes the occupational series for which written and/or performance tests are required. If an occupation is not listed on the table, that means there is no written test requirement.

Questions concerning this new policy may be referred to Jolliette Spencer, of my staff's Policy Group, on (202) 514-6778.

Attachments (Note:  The attachments are in Word Perfect® format--see links above)