0400-position description questionaire
Position Description Questionnaire Instructions Page
The list is a summary only and should contain not more than ten items and be restricted to one page.
Duties are to be listed in order of importance, not necessarily frequency.
There is no need to group tasks/duties under sub headings, however it is acceptable.
Commence each statement with a verb eg 'processes', 'maintains', 'records' etc, .
Avoid using the term 'responsible for' rather describe the action eg 'obtains', 'coordinates' etc.
Frequencies should be identified in multiples of 5%. Duties that take less than 5% of the officer's time should not be shown as separate but grouped with other duties.
Do not include unnecessary detail or repetition. Briefly describe the action or outcome required.
Other duties is not limited to 5% but must not exceed 10% of total duties.
Use action verbs which tell what the position does. Examples include "supervises", "programs", "directs" and "analyzes". Provide specific examples to illustrate the duties Avoid ambiguous terms such as "oversees" or "manages", instead, describe the activities involved in overseeing or managing. Quantify activities when possible. Examples may include: How often is the activity performed? How much money does this position manage? What is the volume of work handled?
This questionnaire was designed to help describe positions. The attached provides you with an outline for preparing a position description and/or the documentation necessary for a classification review. On separate pages, please provide detailed comments and descriptions for all applicable sections. Include specific examples to illustrate job duties, complexity, type of decision making, knowledge and skills. Examples will add clarity to this description.
Other. Please specify:
Other. Please specify:
General Information Page
Position Title:
Position No:
Position Number:
Prepared By:
Reviewed By:
Branch Office:
Department:
Division:
Employee Title:
Location:
Reports To:
Incumbent's Name:
Incumbent's SS#:
Name of Supervisor:
Time: (Full or Part)
Status: (Permanent or Temporary)
FLSA: (Exempt or Non-Exempt)
Work Schedule:
Institution:
Street Address:
Room:
Office:
Other. Please specify:
Other. Please specify:
Primary Functions Page
In a brief, specific one or two-sentence statement, answer the questions: "Why does this position exist?" and "What is it expected to accomplish?"
What is the Position's objective?
What is the Role of Position (including key relationships)?
Position summary [Briefly state the purpose or objective of the position]:
Essential job functions [State the major responsibilities, indicate New (N) or Existing (E), and the estimated percent of time devoted to each - include descriptive statements of typical or representative tasks associated with the major responsibilities/functions]:
State briefly the general function of your position, including the basic nature of the department and the relationship of your position with other positions in your work area:
Provide one or more short, specific statements which outline the purpose of the job.
Describe the basic functions or purpose of this position. The description should explain the primary reason this position exists. Generally, the summary will require only a few sentences.
Describe the purpose of this position, and how it functions within this program, by completing this statement: The purpose of this job/position is to . . .
State in one or two sentences the primary purpose of this position.
Other. Please specify:
Other. Please specify:
Scope/Impact Page
Record those measurable areas where your position has direct or indirect impact:
Number of employees supervised:
Responsible for Annual Payroll (excluding benefits):
Responsible for Annual Operating Budget: $
Indicate your Budget Responsibilities
Dollar Measures--e.g., budget (list salaries and operational expenses separately), capital expenditures, educational grants received, annual research program expenditures, etc.
Indicate the responsibility of the position for the item listed, e.g., fiscal officer, delegated fiscal officer, makes recommendations, etc.
Describe extent of authority for making decisions, recommendations, commitments, devising or revising ways of doing work; guidelines within which duties are performed; responsibility for development, interpretation and/or implementation of policy and procedures;
involvement with budget, size of budget and extent of signature authority.
DECISION-MAKING/FREEDOM TO ACT: What types of problems are referred to your supervisor for solution? What is the extent of your decision-making authority? What regulations, rules, or precedents limit your activities and authority? What government regulations affect your position?
Other. Please specify:
Other. Please specify:
Personal Contacts Page
State the purpose of the contacts this position has in the performance of duties with persons other than supervisors or subordinates.
Define working relationships with people (other than supervisor or people supervised) with whom this employee interacts on a continuing basis, and how often this interaction occurs.
Describe the interaction this position has with other positions, units or groups within the department.
How does the position impact others? This may include systems, people, expenditures, etc.
With whom outside of co-workers in this work unit must this position regularly come in contact?
Other. Please specify:
Other. Please specify:
Complexity Page
What is the hardest part of your job? Please give examples of problems you often have to solve.
Describe Major Challenges
From among the principal duties listed, identify between two and four that are the most complex and describe them in detail. Include specific examples to illustrate the scope of the responsibility, the types of problems confronted, the decision making, creativity, judgement and analysis performed.
Describe the nature and variety of the most typical and the most complex problems that are faced in this position.
Other. Please specify:
Other. Please specify:
Supervision Given Page
Do you have responsibility for work direction of other employees (including student workers), distribution work to others, reviewing others work, training new employees, and/or making specific work assignments? (circle one): (YES / NO) If yes, please indicate employees by name and title.
Supervision of Others: Indicate the name, title, and hours per week.
How many employees are directly supervised by this position?
List the employees under your supervision.
Other. Please specify:
Other. Please specify:
Requirements Page
Please state the minimum knowledge, skills, abilities and experience necessary for effective job performance. (Formal educational credentials may not necessarily be significant.)
Minimum qualifications required to perform all essential functions [Indicate work experience including type of work and number of years required; education, if applicable, including desired degree and field of study, and specify certificate or license requirements;
e.g. nursing, counseling, lab tech, or automotive and equipment operator]:
Minimum Qualifications: (Minimum required level of education; required licenses; years and nature of related experience; unique requirements related to physical ability, travel, working evenings and weekends, etc.)
Position Requirements. List the knowledge, skills, and abilities that an individual must possess in order to perform the responsibilities of this position.
Minimum educational requirements.
Minimum experience requirements.
Licensing or certification requirements, if applicable.
List the knowledge, skills, and abilities critical to the performance of this position.
Other. Please specify:
Other. Please specify:
Equipment Used Page
What percent of your total work time is spent operating equipment?
List representative equipment and indicate whether you service or repair it.
What equipment is required: Machines, devices, tools, etc., used in the job.
List machines, tools, equipment, and motor vehicles used in the performance of the duties.
Other. Please specify:
Other. Please specify:
Environment Page
Works in an office environment.
Works in noisy environment.
Exposed to machinery with moving parts.
Works outdoors.
Works in humid environment.
Requires use of protective clothing and equipment.
Travels at high speeds.
Works in high places.
Works in low temperatures.
On Call 24 hours a day.
Works in dusty environment.
Works with toxic or flamable substances.
Other. Please specify:
Other. Please specify:
Duties Page
List major activities of your position including what percent (%) of total time on the job is required for each activity and whether each activity is and essential (A) or non-essential (B) job function.
List brief statements that describe the essential job functions (action taken, how much time it takes (% of job), whether the activity is an essential (A) or non-essential (B) function and measures by which achievement of desired end results can be known.)
How frequently is this duty performed? (times per day, week, month, etc.)
What percentage or amount of time does it take to perform this duty?
Would there be any significant consequences if this duty were not performed?
Is this duty reviewed by others? (If so, by whom and for what purpose?)
Is special expertise, judgement, training, or education required? (If so, what and why?)
Provide clear, concise statements which support the major responsibilities. Use action verbs to describe what is done, with or for whom the action is taken and the purpose or outcome to be achieved.
List the principal duties performed by this person in the position in order of decreasing importance. When describing the duties, use concise statements that provide a clear understanding of the level of responsibility, complexity, creativity and analysis performed in this position.
List major duties. Note percentage of time duties are performed. If this is an existing position, mark "N" for new duties or "R" for revised duties.
Identify those duties that demand the greatest amount of time, attention, and are of key priority to the department. Include any duties which present unusual physical requirements such as standing, walking, exposure to chemicals, etc.
List in priority order only the essential duties and responsibilities of this position. Essential duties meet the following standards: (1) the function must be done, (2) taking the function from the job would fundamentally change it, (3) the job exists to perform this function, and (4) there would be significant consequences if the function is not done. The most important item should be listed first.
Other. Please specify:
Other. Please specify:
Task Statements Page
Types memos and letters.
Files document alphabetically.
Sorts mail.
Telephones representatives.
Screens calls.
Transcribes messages.
Types forms and records.
Receives and responds to mail.
Prepares bank deposits.
Balances accounts.
Operates switchboard.
Coordinates work of temporary staff.
Orders equipment and supplies.
Maintains and repairs equipment.
Troubleshoots machines.
Operates equipment as needed.
Updates catalog information.
Cleans and repairs equipment.
Compiles reports on usage.
Transfers files from storage area.
Completes packing and routing slips.
Takes inventory.
Operates Wordprocessor.
Mails brochures in bulk.
Stocks shelves.
Other. Please specify:
Other. Please specify: