Civilian Personnel Section

Civilian Personnel Section

39 FSS/FSMC

Incirlik AB, Turkey

March 2011

Preparing a Position Description

The Core Personnel Document - commonly referred to as the Position Description or PD - describes the key or major duties and responsibilities of a position. The primary use of PDs is for classification and pay purposes. The PD also serves as the basis for preparing an employee's performance plan/objectives, preparing a formal training plan, or reviewing and evaluating employees' current or prior work experience.

Since a supervisor determines work assignments for employees he/she supervises, it follows that he/she should have responsibility for ensuring that job descriptions accurately describe the duties and responsibilities required and performed. Specifically, he/she must consider the following:

·  Mission

·  Economy and efficiency

·  Employee motivation

·  Career development/ladders

·  Recruitment & retention

·  A balance of trainees to a full performance level

·  Productivity

Position Description (PD) Adequacy

A PD is adequate when it contains sufficient information to determine the title, series and grade of the position. Essential elements include:

·  Purpose and organizational location of the position

·  Major duties that show the knowledge, skill and ability required to perform significant tasks of the job.

·  Percentage of time spent on each major duty.

·  Performance standards assigned to each duty that measure quality and quantity of work. Standards should be specific, measurable, attainable, and time-bound.

·  A statement at the end of major duties: "Performs other duties as assigned." This makes it clear that the assignment of duties to employees is not limited by the content of the position description. Assigned work should fall within the scope of the position.

·  Additionally, CPDs include the knowledge, skills, and abilities (KSA) required for successful completion of work. KSA’s are used to qualify individuals for the position in the recruitment process.

PD Format

FACTOR EVALUATION SYSTEM (FES):

Major Duties

Factor Evaluation:

Factor 1. Knowledge Required by the Position

Factor 2. Supervisory Controls

Factor 3. Guidelines

Factor 4. Complexity

Factor 5. Scope and Effect

Factor 6. Personal Contacts

Factor 7. Purpose of Contacts

Factor 8. Physical Demands

Factor 9. Work Environment

Factor evaluation must include for each factor the factor level assigned, corresponding points assigned, description of the duties in terms of each factor (justifying the factor level), total points assigned, and resulting grade.

Position classification standards and guidance covering most Federal positions are accessible on the internet at: http://www.opm.gov/fedclass/index.asp for white collar positions, and http://www.opm.gov/fedclass/html/fwsdocs.asp for trades, craft, and labor positions.

STANDARD CORE PERSONEL DOCUMENT (CPD) LIBRARY

The Air Force Manpower Agency (AFMA) developed a library of Standard Core Personnel Documents (SCPD) applicable to many Air Force positions. The SCPD Library is a useful and time-saving resource for supervisors and should be your first stop for help in developing CPDs. In many cases, you will find the SCPD can be applied to your position without any changes. It is Air Force policy to use these SCPDs to the maximum extent possible.

Link:https://www.my.af.mil/gcss-af/USAF/ep/contentView.do?contentType=EDITORIAL&contentId=cF575FC8E211B4B5601211C73188103FC&channelPageId=s6925EC1336E40FB5E044080020E329A9

For more information, contact the Civilian Personnel Section at 676-3531.

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