LANGUAGE FOR PERFORMANCE DOCUMENTATION
One important step in the performance review process is for the supervisor to review the performance
measures for each rating factor and select the measure that most closely describes an employee’s level of
performance. These performance measures are from Performance Appraisal Manual – A Guide for Evaluators.
Performance Measures
Attendance: Regularity of attendance and punctuality
- Puts in time necessary to fulfill responsibilities of position ( i.e., job basis)
- Leave time is used responsibly, as authorized
- Sick leave is accumulated or use is verified as applicable/required
- Works any necessary overtime to fulfill responsibilities of position ( i.e., non-job basis)
- Supervisor is given proper notice of absences
- Conforms to established work schedules
- No unnecessary delays in starting work at specified time
- No abuse of meal periods, breaks, quitting time, or other special absences
- Overtime is accepted and performed without complaint
Production: Amount and quality of work
- Demonstrates ability to produce large volume of work while maintaining high quality
- Completes projects expeditiously
- Meets deadlines
NOTE: Further examples of production require very job-specific statements. For example, production for
an Office Support Specialist may include typing, preparation, processing, and/or reviewing
correspondence, reports, and records, which may be stated as follows:
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reports, records, and correspondence are complete, accurate, and prepared in proper format
records, reports, and correspondence are prepared and distributed to appropriate persons on
schedule
records, reports, and correspondence are rarely returned for correction
errors of others affecting records, reports, and correspondence are identified and corrected or
brought to the attention of the supervisor
Initiative: Inner motivation, self-reliance
- Demonstrates creativity and originality
- Demonstrated ability and desire for advancement (i.e., potential)
- Actively pursues advanced training and development
- Innovative ideas are advanced and encouraged in solving problems and improving the effectiveness of
the work group
- Potential improvements in County operations are identified and recommended
- Readily accepts responsibility and follows through to completion, as necessary
- Suggestions are made; readily tries to improve work methods
- Demonstrates self-reliance by completing work independently
- Performs duties without requiring prompting and close supervision
Coworker Contact: Working relationships with peers, supervisors, and subordinates
- Contributes to an atmosphere of positive morale in the workplace
- Demonstrates professional conduct in working relationships
- Conflicts or problems in the work group are usually resolved without intercession of another authority
- Accepts and supports administrative decisions
- Works with supervisor and other members of the work group in building an effective team
- Accepts suggestions and supervision without complaint
- Assists coworkers as needed and does not disrupt their work
- Problems in working relationships are resolved without disruption of work
- Personal appearance does not have an adverse effect on the work environment
Directives Compliance: Complies with rules and regulations, follows supervisor’s instructions
- Policies, procedures, etc., are documented, communicated, and kept available to affected personnel
- Policies, procedures, and work rules are properly implemented and administered, as required
- Equal Employment Opportunity guidelines are followed. Complaints and questions are investigated
through proper channels and resolution is sought
- Exceptions to policies, procedures, and work rules are cleared in advance with appropriate personnel
- Violations in policies, procedures, and work rules are identified and timely corrective action is taken
through proper channels, as appropriate
- Sets a good example by adhering to policies, work rules, etc. (lead worker)
- Work rules and instructions are followed
- Deviations from policies, work rules, etc. are approved by supervisor
Adaptability: Ability to solve novel and/or crisis situations; ability to adjust to change
- Takes appropriate action to affect change in the organization
- Displays willingness to learn new and/or different methods and techniques
- Accepts and adjusts to changing work situations and/or assignments
- Demonstrates ability to improve under atypical situations
- Demonstrates ability to handle extraordinary emergency situations
- Maintains composure under stress
Job Knowledge: Depth of knowledge and application of job skills
- Knowledge and skills necessary for performing assignments are possessed
- Enhances depth of knowledge and skills related to current duties and responsibilities through training
and development
- Possesses knowledge of applicable resources and uses them effectively (i.e., references materials)
- Performance of assigned projects and duties is consistent with currently accepted techniques,
standards, and procedures
- Conclusions and recommendations reached through application of job skills are substantiated and
documented where necessary
- Equipment and tools are used correctly, as applicable
Judgment: Ability to use discretion and make proper decisions
- Demonstrates ability to anticipate problems and/or unusual circumstances in order to make an
appropriate decision
- Demonstrates the ability to foresee the possible outcome of a chosen course of action and decides
accordingly
- Appropriate decisions are made independently whenever possible; however, additional input from
appropriate sources is obtained if the situation dictates
- Appropriate decisions are made independently whenever possible or with the supervisor’s assistance if
the situation dictates
- Scope of knowledge or authority is not exceeded in handling work situations
- Uses discretion in performance of duties (i.e., considers proper time, place, and circumstances)
Planning: Ability to organize work and resources, set goals and attainable objectives, use time and
resources effectively
- Takes an active role in goal setting, project planning, and internal affairs of the department/division
- Establishes a plan of action to follow and time requirements for reaching objectives
- Individual’s goals, talents, and efforts are directed toward the needs of the department/division and
achievement of the work group
- Problems or deviations arising in established plans, schedules, and work activities are handled
promptly and corrected; obtains supervisor’s approval, as appropriate
- Time on duty, when not performing required assignments, is utilized for the job-related benefits of the
individual and the department/division
- Personal matters, telephone calls, etc., do not interrupt work performance
- Economy is exercised in the use of available resources (i.e., supplies, equipment, tools, etc.)
- Work is organized in a logical and efficient manner
Communications: Ability to express thoughts and disseminate information clearly both verbally and in
writing; ability to clearly understand information received verbally and in writing
- Information is communicated to appropriate parties as necessary
- Written reports, records, memos, etc., are clear, concise, and rarely contain errors
- Oral reports and presentations are clear, well organized, and accurate
- Verbal communication (face-to-face and/or telephone) is clear and accurate
- Demonstrates a clear understanding of information through effective listening and reading skills
- Few and only minor problems occur because of lack of effective communication
Note: One or more of the areas of performance listed below and on the following pages may not
apply to certain jobs.
Public Contact: Relations with citizens, outside agencies, and the community
- Promotes a positive public image for the organization
- Responsive to community problems
- Demonstrates courtesy, tact, and efficiency in interfacing with outside agencies
- Demonstrates tact and courtesy in meeting with the public
- Telephone contacts with the public are handled courteously and efficiently
- Problems and complaints from the public are handled in a positive, helpful manner
- Presents an appropriate personal appearance in meeting with the public
Uniforms: Appropriateness of work attire where required.
- Full uniform is worn, as required
- Appearance of uniform is well maintained
Safety: Safe performances of duties, including operation of vehicles and equipment, if applicable.
- Safety regulations and procedures are communicated and periodically reviewed
- Promotes and maintains a safe work environment including correcting safety problems
- Demonstrates due care and caution in performance of duties
- Safety rules and procedures are followed and safety equipment is properly used
- Safe operating practices are exercised
- Safe driving habits are exercised at all times
- Safety hazards and unsafe acts are reported
- All accidents are reported to supervisor upon occurrence
Equipment/Work Area Maintenance: General upkeep, and repair of equipment and vehicles and/or
orderliness of work areas.
- Workstation is maintained in an orderly manner, as necessary
- Vehicles and equipment are kept clean and in order
- Equipment is kept in proper location
- Specified operating procedures are followed in the use and maintenance of vehicles and equipment
- Preventive maintenance of equipment is performed on schedule
- Equipment wear and malfunctions are reported to supervisor or corrected as specified
- Equipment is not lost or damaged due to carelessness
- Files and records are maintained in an orderly and systematic manner
Direction of Subordinate Personnel: Ability to assign, schedule, train, and supervise personnel
- Policies, rules, etc. are explained and consistently applied to all assigned personnel
- Motivates employees to be productive and reach full potential
- Assignments are made in a fair and impartial manner considering the needs of the departments/division
and the capabilities of the employee
- Successfully selects new employees who are an asset to the department/division
- Subordinates receive proper orientation and on-the-job training
- Frequently communicates with subordinates regarding their duties and responsibilities
- Subordinates receive evaluation and counseling in an objective manner and in line with established
procedures, with constructive suggestions
- Appropriate action is taken to correct performance problems and/or rule violations by subordinates
- Grievances and potential grievance situations receive early attention and are thoroughly documented
- Complies with Equal Employment Opportunity policies and procedures and the Affirmative Action
Plan through example and supervision of subordinates
- Trains and guides less experienced personnel (lead worker)
- Tasks are assigned in a fair manner and work is evenly distributed among workers (lead worker)
Management Skills: Ability to manage programs, develop and implement policies, support Affirmative
Action Plan, interface with management support systems
- Determines consistent and systematic methods of managing programs
- Determines the nature and scope of work to be performed and results to be achieved
- Analyzes the work for required personnel capabilities; successfully delegates as appropriate
- Assures the effective accomplishment of objectives by establishing standards, measuring results and
taking corrective action
- Develops and implements policies; establishes necessary rules and regulations
- Provides opportunities for people to increase their capabilities in line with organizational needs
- Exercises management control by creating and maintaining a work environment in which people can
control their own performance
- Displays effective leadership through example; sets the “standard” for conduct
- Effectively interfaces with management support systems in the organization
- Upper level managers are advised of programs, plans, etc. on a timely basis
- Anticipates and appropriately handles actions which may affect other work units
- Sees the “whole picture” and takes necessary factors into account
- Exercises management responsibility for implementing cost reduction programs
- Budget recommendations and expenditures are based upon prioritized needs and are kept within
required limitations
- Demonstrates ability to effectively interface, vertically and laterally, within the organization
- Supports Affirmative Action goals and objectives in the management of programs and policies;
effectively interfaces with the Office of Equal Opportunity in promoting affirmative action and
resolving related problems