The Supervisor’s Guide to Writing Position Descriptions

Agenda Define what a position description (PD) is and how to use it.

• What is a PD? • What is my responsibility for the PD? • What is HR’s role? • How do I write a PD? • What about standard PDs? • How is the PD used?

What is a PD, anyway? A position description or PD is a statement of the major duties, responsibilities, and supervisory relationships of a position. In its simplest form, a PD indicates the work to be performed by the position.

A major duty is:

• something the employee does that recurs over time;

• determines qualification requirements for the position;

• takes up a significant portion of the work time of the position (not less than 5% of time); and

• is part of the main purpose of the position.

In addition to major duties… a PD must describe the supervisory relationships and organizational location of the position

Organizational Context • The position provides technical support to a

team of researchers conducting field studies on various hydrological features. The incumbent reports to the project chief.

• The position provides budget implementation guidance to the region. The incumbent reports to the Regional Administrative Officer.

The supervisor’s role in the process

● Participate in consultation with HR ● Describe duties and responsibilities clearly

(interpret technical language) ● Identify critical knowledge, skills, and abilities ● Clearly show reporting relationships ● Identify levels of responsibility ● Develop organizational charts

• Provide expertise and guidance

• Ensure legal compliance • Explain clearly (interpret

HR speak) what needs to be included in the PD and how the process works

• Protect your and USGS’s interests by helping you use your workforce and resources in the most effective and efficient manner

HR’s role in the process

https://www2.usgs.gov/humancapital/hr/monsterpc.html

Writing a PD Parts of a PD include:

– Introduction – Major Duties Statements – Factor Level Descriptions – Conditions of

Employment

The Format of a Duty Statement A good duty statement follows the formula, “what, to

whom or what, and why” to describe, for example: The employee sorts incoming mail into functional

groups to be distributed throughout the office. • What: sorts • To whom or what: incoming mail • Why: to be distributed

Tips on describing major duties Descriptions should

– Allow for changes in technology

– Allow for shifts in organizational demands

Descriptions should be specific enough for

– Classification decisions to be made

– Guiding performance management

– Identifying employee expectations

Factor Level Descriptions • Factor level descriptions guide the HR

Specialist in determining the title, series, and grade of the position.

• Factor level descriptions must show a rational relationship to the major duties of the position.

Factor Level Examples Knowledge required by the position The position is responsible for conduting studies using advanced investigation techniques. The studies are used by USGS employees and representatives of State and local governments as well as other Federal agencies to make significant decisions about the use of resources throughout the Region

Scope and Effect The position is responsible for analyzing and providing advice and recommendations on a variety of complex studies. The advice and recommendations contribute to bureau-wide policies and guidance for the Program.

Grade Controlling Work For GS positions: • Grade controlling work is

work that takes significant amount of time (25% or more) ,

• Is part of the primary reason for the existence of a position,

• And recurs on a regular basis.

For Wage Grade Positions: • Is assigned on a regular

and recurring basis.

Conditions of Employment • Drug testing requirements • Medical requirements • Licensing • Selective Placement Factors

Standard PDs • Several series have Department mandated

standard PDs • USGS’s standard PD library contains PDs for

more than 30 occupational series located at: https://www2.usgs.gov/humancapital/hr/nationwidepd.html

• More standard PDs are currently in development.

Tips on using standard PDs • Do NOT initiate a new PD cover sheet • The employee name, organizational information and the initials of

the supervisor and HR Specialist are added to the standard cover • Modifications can be accomplished by completing a DI-625 form

(found on the Webforms page) and forwarding it to your servicing HR Specialist.

• Not an exact match for all duties and responsibilities of the position, but cover a majority of the work AND an accurate representation of the duties, responsibilities, and supervisory relationships of the position

https://www2.usgs.gov/humancapital/hr/standardpdfaq.html

How are PDs used • Fill a vacancy • Write performance objectives • Evaluate employee performance • Organize work in an efficient and effective

manner • Serve as the basis for performance based actions

What do PDs do for me as a supervisor?

• Serve as the basis for arranging work in your organization

• Allow you to assign work to positions/employees • Provide for effective distribution of work across

your various subordinate positions • Demonstrate how work of all positions in your

organization relate to USGS’s mission

Conclusions

• PDs describe the major duties assigned to each position.

• They are written by supervisors and evaluated by trained HR Specialists.

• Standard PDs provide for consistency across organizational lines.

• PDs are used for much more than filling vacancies.

Questions?

https://www2.usgs.gov/humancapital/hr/askhro.html