BOISE STATE UNIVERSITY
CLASSIFIED POSITION DESCRIPTION QUESTIONNAIRE (PDQ)
Sample Job Description
Following is a SAMPLE job description (PDQ) for the Office Services Supervisor 1 classification. The sample is being provided to give examples of typical duties, responsibilities and requirements for this classification. It should not be copied word for word, but rather used as a guide to show the typical duties found at this level.
You may also view the generic State of Idaho class specification (used for job announcements and to determine compensation levels) for the Office Services Supervisor 1 classification at: http://dhr.idaho.gov/stateJobs/JobDescriptions.aspx .
Blank PDQ forms with complete instructions are available on-line at:
http://hrs.boisestate.edu/forms/classifiedpdq.doc
For questions on completing the PDQ, please contact:
Joan Thies, HR Analyst (phone 6-1648 or )Or Debi Alvord, Associate Director and Employee Relations Manager (phone 6-1740 or )BOISE STATE UNIVERSITY
CLASSIFIED POSITION DESCRIPTION QUESTIONNAIRE (PDQ)
***Sample***
Current Position Title: Office Services Supervisor 1 Position Control Number (PCN):
Complete information identifying incumbent, department, etc. as appropriate
Incumbent’s Name: Date:
(If new position, enter vacant)
Department: Phone #:
Work Location:
Position’s Hours per Week: Months per Year: Shift Hours:
Work Schedule:
Supervisor Name:
Supervisor Title: Phone
Job Description Purpose: ( ) New Position
( ) Change in Position’s Functions/request change in classification
( ) Update job description/classification review not needed
Account Code(s) position funded from:
Is this position grant funded? ( ) Yes* ( ) No
*If grant funded, the position will be set up as Limited Service, and incumbents hired into the position must sign a Limited Service Agreement. See Division of Human Resources rule 121 for more information.
*Please provide the following information for grant-funded positions:
· Funding source:
· Duration of the grant:
· Likelihood of renewal:
· Purpose of grant:
1. PRIMARY PUPOSE: Briefly state the position’s primary purpose in one or two sentences.
Supervises an office support unit; hires, trains and evaluates support staff; plans, coordinates, and oversees the day-to-day operations; performs a wide variety of secretarial and/or office administration support functions.
2. How has this position changes since the last classification review? (Indicate N/A for a new position). Indicate why changes occurred. If new duties have been added to or transferred from an existing position, report who, if anyone, had previously been performing these functions.
3. How long has the position been assigned these responsibilities? How long has incumbent performed assigned duties? (Indicate N/A for a new position).
Office Services Supervisor 1 positions are the first line supervisors of multiple support staff. They typically supervise a clerical pool or group of staff involved in the processing of documents. OSS1 positions are working supervisors who typically have their own workload of processing to complete in addition to being responsible for the workload of the individuals they supervise.
Supervision 30%
· Supervises a staff of classified, temporary, and student workers. Interviews, hires, trains, and completes performance evaluations. E
· Handles disciplinary actions. E
· Reviews and approves work of subordinates. E
· Schedules staff, including approval of leave, and determines office workflow. E
Processing 50%
· Responsible for processing own work load which requires complex/ technical processes and in-depth program knowledge. E
· Acts as the next step in resolving problems of subordinate’s work; handles unusual or more difficult issues. E
Customer Service 20%
· Provides in-depth information about department programs and services. Act as the next step in resolving conflicts or issues and has the authority to make policy/procedure exceptions. E
· Handles angry, upset and difficult customers. E
· Provides information to customers regarding approval or denial of services and explains why action was approved or denied; is final step in appeal of approval or denial of services. E
4. Is this position’s work reviewed by others? If so, by whom (name / title):
Work is typically reviewed by a department director or the equivalent.
5. SUPERVISION: Is this position responsible for the supervision of other positions?
( X ) Yes ( ) No
If yes, describe responsibilities (i.e. hiring, making hiring recommendations, completing performance evaluations, scheduling, making work assignments, etc.), list the names of persons supervised, their title, status (permanent, temporary, or student), and indicate the number of hours they work per week.
Supervision is a requirement for this classification. Incumbents have full supervisor responsibility for a minimum of three FTE at the Office Specialist 2 classification level or higher (or the equivalent in temporary and student help).
6. DECISION-MAKING AUTHORITY: What types of decisions or recommendations is this position authorized to make? Does the incumbent have the authority to approve or deny actions? If so, please give two or three specific examples.
· Incumbent makes hiring decisions, handles disciplinary actions, schedules staff, and completes performance evaluations.
· Incumbent processes actions throughout a complex record keeping system, researches and troubleshoots errors and issues, and makes a determination of program eligibility.
· Incumbent determines course of action to correct an error, and implements this action
7. What types of decisions would the incumbent refer to a supervisor? Please give two or three examples.
· Decisions that fall outside of standard policies or procedures.
8. CONTACT WITH OTHERS: During the regular course of the job, what persons in other University departments and persons in organizations outside of the University is the incumbent required to work with, how often and for what purpose? (This can be generalized to departments rather than specific individuals.)
Signature below indicates that the information provided is accurate and complete:
Incumbent’s signature: Date:
SUPERVISOR’S SECTION
10. MINIMUM QUALIFICATIONS (MQs): What knowledges, skills, and abilities do you consider most critical for a new employee to bring to this position?
A Minimum Qualification: •
· Cannot be learned in a brief orientation period
· Will not be taught on the job
· Distinguishes a superior worker from an average worker
o Supervising staff
o Interpreting, explaining and applying regulations, laws, or complex policies
o Independently resolving problems and conflicts
o Handling angry, upset, or difficult customers
o Gathering and compiling data and preparing reports
o Ability to multi-task
o Entering and retrieving data in a computerized records system
o Using spreadsheet and database software
11. If you have any additional information regarding the functions and classification of this position, please explain:
Signatures indicate concurrence with information included in this PDQ:
Supervisor’s Signature: Date:
Supervisor’s Title: Phone #:
Second Level Supervisor’s Signature: Date:
(Required if immediate supervisor is not a department chair or director)
Second Level Supervisor’s Title: Phone #:
The department this position reports to may also require Dean and/or VP approval. Check with appropriate staff to determine approvals required.
REMINDER:
ü Attach an organization chart
ü Submit the approved (signed) Position Description Questionnaire (PDQ)
to Human Resource Services (Admin Building, Room-218 – Mail Stop 1265)
Sample Organizational Chart
Updated 03/02