Online Position Description Questionnaire Q D P 1

Online Position Description Questionnaire Q D P 1

The PDQ is the foundation for human resources management. • • 2 Classification, Recruitment, Interviewing and Selection, Job Orientation, Coaching, Performance Management, Career Planning, Dispute Resolution

The PDQ serves as the site-specific job description for the position Although each title has a generic broad banded classification description, the PDQ documents the duties an individual employee performs at their specific work area. Prepare a PDQ to create a new position, reclassify a position, or update the duties. 3

Write or Review the PDQ The PDQ is written before the recruitment process begins. The information is used to classify the position, establish selection criteria and delineate the job duties and responsibilities. For existing positions, review and make necessary changes to the position description before reclassifying the position, posting a vacancy or revising the job duties. 4

Helpful Hints for Writing Position Descriptions … Use action words and avoid ambiguity. For example: Use the phrase “enters account data” rather than “handles accounts”. • Describe proposed duties of a new position or revised duties for an existing position. • Group duties in descending order of importance. • Spell out abbreviated words or acronyms the first time they are used. 5

Internal Working Titles An internal working title can be used to better define a position’s role and responsibilities. Use of internal working titles are determined at the department level and should be approved by the administrative unit head. Your working title here 6

Preparing the PDQ • The supervisor and employee can write the description together. • The supervisor and/or employee may each prepare a draft to review and discuss. • The supervisor may write the description alone, if the position is vacant or filled by a new employee. 7 PDQ

Completing the PDQ Position Details This section provides information that identifies the position, such as title, position number and department. NOTE THIS Fields with an Asterisk (*) are required, so if you do not include information in the field, an error message will appear and you will be required to complete it. 8

Completing the PDQ Budget This section describes the proposed funding for the position. NOTE THIS If a position has split-funding, you may specify more than one funding source here 9

Completing the PDQ Supplemental Documentation You may attach justification memos or other documents here. This section also allows you to attach an organizational chart of reporting relationships, organizational structure and working relationships with peers and subordinates. 10

Completing the PDQ Essential Duties and Responsibilities Essential duties are the core tasks that must be performed to accomplish the job. An individual must be able to perform the essential duties and responsibilities unaided or with the assistance of reasonable accommodations. NOTE THIS • Does the position exist to perform the job duty? • Are there a limited number of other employees available to perform the duty? • Is the duty highly specialized, requiring special expertise? 12

Essential Duties and Responsibilities Describe what is done – not how it is done. The PDQ is not a procedure manual! 13

Percentage of Time JOB • Helps to define the nature of the job • Important in considering job modifications as reasonable accommodations. 14

Completing the PDQ Non-Essential Duties These duties, while considered secondary or miscellaneous, are still important to your area and documented on the PDQ. IM PO RT AN T Use the phrase “other duties as assigned” to note additional non-essential duties an incumbent may be asked to perform. 15

Completing the PDQ Qualifications and Responsibilities List any certificates, registrations or licenses required as a prerequisite of employment. These requirements may be imposed by state, federal or recognized accrediting agency. Some positions have no certification requirement and others, may include a certification as a preference. 16

Responsibility for the Work of Others This section outlines the degree of supervision that the position gives to others. If it is a supervisory position, also include the title and number of employees supervised. 17

Education This is the minimum level of formal education required for the position. The education level must be specifically related to the job duties. List the same minimum qualification for positions within the same classification. Preferred qualifications may vary. NOTE THIS Remember that any minimum qualifications relate to the position, not an individual person. 18

Experience This section states the expertise needed for a person to be fully functional in the position. The amount and type of experience required may not necessarily be the same amount brought to the position by the incumbent. 19

Required Skills and Proficiencies Do not designate something as required that can be learned on the job. For example: Ask for experience in word processing rather than Microsoft Word experience. 20

Working Conditions and Physical Demands This section describes physical or mental stresses of the position. Working conditions vary by position. NOTE THIS Working conditions must be job-related and correspond to tasks from the list of essential duties. 21

Physical Requirements Physical requirements correspond to tasks from the list of essential duties. Include the frequency that the physical tasks require. For example: If “ability to hear” is the physical requirement, one example of the corresponding essential duty might be “answering multi-line telephone system”. 22

In Conclusion It is critical that the PDQ realistically reflects the duties and responsibilities of the position as well as identifying the skills, education and experience needed to achieve top performance. The PDQ should be accurate and comprehensive. Position descriptions may need to be rewritten and should be reviewed as jobs are vacated and re-staffed, or if essential functions, have changed significantly. 23

For More Information Contact the Compensation division in the Office of Human Resources at 325 -1826 at NEL 205. 24 Can you help me with…