Writing Position Descriptions Best Practices
Writing Position Descriptions
Welcome
Morris A Blakely, Lead HR Specialist
Position Management and Classification
HR Strategy and Evaluation Solutions
Office of Personnel Management
Agenda
•
Position Descriptions (PD’s)
•
PD Requirements
•
Purpose and Uses
•
Writing the PD
•
Types of PD’s
•
Questions/Comments
Position Descriptions
•
A position description is a written statement of the major
duties, responsibilities, and organization relationships of a
given position.
‒
Provides a permanent record of duties and responsibilities so
that the position can be classified as to title, series, and grade.
‒
All PD’s must be signed by the immediate supervisor who
certifies to the accuracy of the PD.
‒
PD’s
should
be reviewed and updated annually.
Helpful Hint: A great time to review and update a PD is prior to recruiting for
the position.
Position Description – Purpose and
Uses
•
Purpose
–
Provide an official record of work to be performed by an
employee
•
Uses
–
Determine qualification requirements and evaluate
qualifications in recruiting, examining, selection, and
promotion actions
–
Informing employees or applicants about duties and
responsibilities
–
Analyzing training needs
–
Developing career ladders and career development programs
–
Reviewing job content and establishing performance
standards
–
Developing and studying work flow patterns and
organizational structures
Position Description Uses
•
Uses
–
Detecting duplication of work or overlapping responsibilities
–
Establishing competitive levels for reduction-in-force
–
As basic evidence in appeals cases
–
Determine bargaining unit coverage
Writing the PD – Who Does What?
•
Supervisor or Manager
–
Responsible for ensuring the facts presented in a PD are current
and accurate and must certify as such.
–
Concentrate primarily on describing the major duties of the
position and what is needed to accomplish the mission of the
organization.
•
Classifiers
–
Advise supervisors or managers on how to write position
descriptions.
–
Reviewing draft PD’s for adequacy (i.e., to ensure clarity, format,
length, and inclusion of information necessary to determine
title/series/grade.
–
Writing or assisting in writing PD’s when asked.
–
Ensuring that major duties and factor level descriptions are related
appropriately.
Writing the PD – What Should Be in
the PD?
•
Major duties and responsibilities (percentage of time spent
on each is helpful)
•
Duties currently assigned (not projected duties unless job is
new and duties can only be anticipated)
•
Observable duties
•
Duties identified with the position’s purpose and
organization
•
Duties expected to continue or recur on a regular basis over
a period of time, such as one year
•
*Other duties as assigned.
Helpful Hint: Concentrate on the position, not the person.
Writing the PD – Things to Do
•
Use Factor Evaluation System (FES) Format for non-
supervisory positions, when possible.
•
Ensure you have all significant facts about the position
•
Identify major duties and responsibilities and combine related
duties into major duty paragraphs.
•
Arrange major duties in logical order (importance;
performance; time devoted to each, etc.)
•
Include percentages of time devoted to each major duty.
Helpful Hint: Mission statements, functional statements and organizational
charts are all helpful when writing a PD.
Writing the PD – Things to
Remember
•
No Fluff – Stick to the facts and describe the major duties fully
and accurately.
•
Avoid writing a PD to “get a grade”.
•
Classification is not intended to be a performance or
recruitment flexibility.
•
Use the classification standards but try not to copy them.
•
Automated classification tools, PD Libraries, and previously
classified PD’s are a great way to get past the “blank page
syndrome”.
•
Work with your classifier. We’re here to help you get what
you need for your organization!
Writing the PD – When Should
Changes Be Made?
•
Anytime when:
–
There is a change in major duties and responsibilities
–
Program changes occur due to mission, technology, or
organizational structure that bear on the position
–
Change in guidelines, organizational level, or nomenclature
Types of Position Descriptions
•
There are several different types of position
descriptions.
–
Standardized
–
Mixed Grade
–
Mixed Series
–
Supervisory/Leader
Types of PD’s - Standardized
•
A standardized PD is description of major duties and
responsibilities known to be representative of a
considerable number of positions.
•
Benefits
•
Facilitate classification consistency
•
Save time writing PDs
•
Expedite staffing and recruitment actions
•
Less costly than writing individual PDs
•
Supportive of relativity between positions across the
organization/department
•
Flexibility of assignments
Types of PD’s - Standardized
•
Risks
–
Inappropriately classified generics may spread misclassification
across many positions
–
PDs too generic to develop appropriate recruitment
announcements, performance standards, identify training
needs, or make reassignments
–
In RIF situation, competitive levels may be too broad so that
positions cannot be accurately targeted resulting in inability to
accomplish mission
Types of PD’s – Mixed Grade
•
Although a few positions include only work of a single
grade level, there are many positions where work
encompasses several different grade levels.
•
The highest-graded duties may be grade controlling only if those
duties:
–
Are regular and recurring
–
Are performed at least 25% of the time
–
Involve a higher level of knowledge and skill that is a factor in
recruiting for the position
Types of PD’s – Mixed Series
•
A mixed series position involves work covered by more
than one occupational series.
•
Factors considered when determining the proper series
:
–
Paramount knowledge required
–
Purpose of the position
–
Organizational function in which the position is located
–
Lines of promotion within the organization
–
Recruitment source
Types of PD’s – Supervisory
•
A supervisory position accomplishes department objectives by
providing technical and administrative supervision of staff
while also organizing and monitoring work processes.
•
Supervisors have the authority to assign work to a designated
group of employees, evaluate performance of employees in
carrying out the work, take disciplinary action as required,
make selections, and other essential personnel management
functions.
•
All supervisory PD’s must have a supervisor duty paragraph
describing the supervisor duties performed. These duties
must be performed at a minimum of 25% of the time.
Types of PD’s – Leader Positions
•
Part I Work Leaders lead three or more employees in
clerical or other one-grade interval occupations in the
General Schedule in accomplishing work.
•
Part II Team Leaders primary purpose is, as a regular and
recurring part of their assignment and at least 25% of their
duty time, to lead a team of other General Schedule (GS)
employees in accomplishing two-grade interval work that
meets at least the minimum requirements of Part II.
•
Lead positions perform work of the same kind and level as
highest level of work accomplished by team.
Questions/Comments?
Morris A. Blakely
Morris.Blakely@opm.gov
Learn about the importance of position descriptions (PDs) in HR management. Discover how to write effective PDs, their purpose and uses, and who is responsible for creating and updating them. Gain insights on classifying positions and utilizing PDs for recruitment, evaluation, and organizational management.
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Presentation Transcript
Welcome Morris A Blakely, Lead HR Specialist Position Management and Classification HR Strategy and Evaluation Solutions Office of Personnel Management www.opm.gov/HRS 2
Agenda Position Descriptions (PD s) PD Requirements Purpose and Uses Writing the PD Types of PD s Questions/Comments www.opm.gov/HRS 3
Position Descriptions A position description is a written statement of the major duties, responsibilities, and organization relationships of a given position. Provides a permanent record of duties and responsibilities so that the position can be classified as to title, series, and grade. All PD s must be signed by the immediate supervisor who certifies to the accuracy of the PD. PD s should be reviewed and updated annually. Helpful Hint: A great time to review and update a PD is prior to recruiting for the position. www.opm.gov/HRS 4
Position Description Purpose and Uses Purpose Provide an official record of work to be performed by an employee Uses Determine qualification requirements and evaluate qualifications in recruiting, examining, selection, and promotion actions Informing employees or applicants about duties and responsibilities Analyzing training needs Developing career ladders and career development programs Reviewing job content and establishing performance standards Developing and studying work flow patterns and organizational structures www.opm.gov/HRS 5
Position Description Uses Uses Detecting duplication of work or overlapping responsibilities Establishing competitive levels for reduction-in-force As basic evidence in appeals cases Determine bargaining unit coverage www.opm.gov/HRS 6
Writing the PD Who Does What? Supervisor or Manager Responsible for ensuring the facts presented in a PD are current and accurate and must certify as such. Concentrate primarily on describing the major duties of the position and what is needed to accomplish the mission of the organization. Classifiers Advise supervisors or managers on how to write position descriptions. Reviewing draft PD s for adequacy (i.e., to ensure clarity, format, length, and inclusion of information necessary to determine title/series/grade. Writing or assisting in writing PD s when asked. Ensuring that major duties and factor level descriptions are related appropriately. www.opm.gov/HRS 7
Writing the PD What Should Be in the PD? Major duties and responsibilities (percentage of time spent on each is helpful) Duties currently assigned (not projected duties unless job is new and duties can only be anticipated) Observable duties Duties identified with the position s purpose and organization Duties expected to continue or recur on a regular basis over a period of time, such as one year *Other duties as assigned. Helpful Hint: Concentrate on the position, not the person. www.opm.gov/HRS 8
Writing the PD Things to Do Use Factor Evaluation System (FES) Format for non- supervisory positions, when possible. Ensure you have all significant facts about the position Identify major duties and responsibilities and combine related duties into major duty paragraphs. Arrange major duties in logical order (importance; performance; time devoted to each, etc.) Include percentages of time devoted to each major duty. Helpful Hint: Mission statements, functional statements and organizational charts are all helpful when writing a PD. www.opm.gov/HRS 9
Writing the PD Things to Remember No Fluff Stick to the facts and describe the major duties fully and accurately. Avoid writing a PD to get a grade . Classification is not intended to be a performance or recruitment flexibility. Use the classification standards but try not to copy them. Automated classification tools, PD Libraries, and previously classified PD s are a great way to get past the blank page syndrome . Work with your classifier. We re here to help you get what you need for your organization! www.opm.gov/HRS 10
Writing the PD When Should Changes Be Made? Anytime when: There is a change in major duties and responsibilities Program changes occur due to mission, technology, or organizational structure that bear on the position Change in guidelines, organizational level, or nomenclature www.opm.gov/HRS 11
Types of Position Descriptions There are several different types of position descriptions. Standardized Mixed Grade Mixed Series Supervisory/Leader www.opm.gov/HRS 12
Types of PDs - Standardized A standardized PD is description of major duties and responsibilities known to be representative of a considerable number of positions. Benefits Facilitate classification consistency Save time writing PDs Expedite staffing and recruitment actions Less costly than writing individual PDs Supportive of relativity between positions across the organization/department Flexibility of assignments www.opm.gov/HRS 13
Types of PDs - Standardized Risks Inappropriately classified generics may spread misclassification across many positions PDs too generic to develop appropriate recruitment announcements, performance standards, identify training needs, or make reassignments In RIF situation, competitive levels may be too broad so that positions cannot be accurately targeted resulting in inability to accomplish mission www.opm.gov/HRS 14
Types of PDs Mixed Grade Although a few positions include only work of a single grade level, there are many positions where work encompasses several different grade levels. The highest-graded duties may be grade controlling only if those duties: Are regular and recurring Are performed at least 25% of the time Involve a higher level of knowledge and skill that is a factor in recruiting for the position www.opm.gov/HRS 15
Types of PDs Mixed Series A mixed series position involves work covered by more than one occupational series. Factors considered when determining the proper series: Paramount knowledge required Purpose of the position Organizational function in which the position is located Lines of promotion within the organization Recruitment source www.opm.gov/HRS 16
Types of PDs Supervisory A supervisory position accomplishes department objectives by providing technical and administrative supervision of staff while also organizing and monitoring work processes. Supervisors have the authority to assign work to a designated group of employees, evaluate performance of employees in carrying out the work, take disciplinary action as required, make selections, and other essential personnel management functions. All supervisory PD s must have a supervisor duty paragraph describing the supervisor duties performed. These duties must be performed at a minimum of 25% of the time. www.opm.gov/HRS 17
Types of PDs Leader Positions Part I Work Leaders lead three or more employees in clerical or other one-grade interval occupations in the General Schedule in accomplishing work. Part II Team Leaders primary purpose is, as a regular and recurring part of their assignment and at least 25% of their duty time, to lead a team of other General Schedule (GS) employees in accomplishing two-grade interval work that meets at least the minimum requirements of Part II. Lead positions perform work of the same kind and level as highest level of work accomplished by team. www.opm.gov/HRS 18
Questions/Comments? Morris A. Blakely Morris.Blakely@opm.gov www.opm.gov/HRS 19
