Chapter 3 Filling Vacant PositionsWhat is a Position

State statutes define a position as a "group of duties and responsibilities...which require the services of an employee on a part-time or full-time basis." A position description (PD) is a structured document assigning work to a given position as it is expected to be performed after customary orientation and training. It will tell the reader what the worker is responsible for doing, how it is done, and how it relates to other positions within and outside the work unit.
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Chapter 3 Filling Vacant PositionsWhat is a Position Chapter 3 Filling Vacant Positions Appendix 3c - What Every Supervisor Should Know About Position Descriptions What is a Position Description? State statutes define a position as a 'group of duties and responsibilities...which require the services of an employee on a part-time or full-time basis.' A position description (PD) is a structured document assigning work to a given position as it is expected to be performed after customary orientation and training. It will tell the reader what the worker is responsible for doing, how it is done, and how it relates to other positions within and outside the work unit. The PD should accurately and completely describe the permanent duties and responsibilities that are assigned and performed. Position descriptions are not intended to cover every kind of work assignment a position may have. Rather, they cover those work assignments which are predominant, permanent and recurring. Who Writes the Position Description? By state statute, the agency appointing authority assigns work to employees. S/he may delegate this responsibility to subordinate staff. This means that the PD can be written by the supervisor, employee, manager or personnel officer. Since the first-line supervisor is almost always responsible for directly assigning and reviewing the work (on behalf of the appointing authority), the PD is most often written or reviewed by him/her. employees can and often do have important ideas and information which can be used for updating the PD. However, it is not an official assignment without the supervisor's approval. Why are Position Descriptions Important? Position descriptions are necessary documents which affect employees' positions in a multitude of areas, including: assignment of duties, classification of the position, identification of training and development needs, recruitment and exam development, organization and planning of the work unit, and the establishment of performance evaluation goals and standards. Position descriptions are particularly important when a personnel management survey is being conducted of the occupational area. It is crucial that supervisors ensure the position descriptions of their staff are accurate and comprehensive descriptions of the assigned duties. During a survey, PDs are a vital source document used in the classification analysis of the assigned duties; comparisons to the external private and public sector labor market; internal comparisons to similar positions in state service; the comparison of the position to the new classification specifications; and reallocation to the appropriate new classification and level. What Does the Employee's Signature on a Position Description Mean? Look at section 17 on the position description form. The statement preceding the line for the employee's signature says, 'I have read and understand that the statements and time estimates above and on attachments are a description of the functions assigned my position.' The employee's signature does not mean the employee agrees with or likes the PD and its assigned duties. Signing the PD means the employee understands the work assignments. It is not necessary that the employee agrees with the assignments. If the employee refuses to sign, the supervisor should attach a note to the PD stating that the duties have been explained to the employee and the employee refuses to sign. A copy of the PD and note should be provided to the agency personnel office. employees can be held accountable for work assignments on a PD they refuse to sign as long as the assignments are reasonable and within the employee's control. 1 Chapter 3 Filling Vacant Positions Appendix 3c - What Every Supervisor Should Know About Position Descriptions Does an employee have to Perform Any Duties Not Identified on Their Position Description? A position description cannot and does not list every task an employee must perform as part of their job. Tasks which are understood as necessary to accomplish the goals listed on a PD are required to be performed. In addition, tasks which are reasonably related but not on the PD can also be assigned. Finally, employees may periodically receive work assignments of a temporary nature which are not on or related to tasks on their PD. This is also acceptable as long as other contractual and legal requirements are met. For example, there are limitations on the assignment of 'bargaining unit' work which might violate contractual overtime requirements. Does the Use of 'Buzz Words' Increase the Likelihood of a Position Being Reclassified or Reallocated to a Higher Level? 'Buzz words' do not increase the likelih ...