Online Position Description Questionnaire

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OnlinePosition DescriptionQuestionnaire
PDQ
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The PDQ is the foundation for human resources
management.

• Classification,
• Recruitment,
• Interviewing and Selection,
• Job Orientation,
• Coaching,
• Performance Management,
• Career Planning,
• Dispute Resolution

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• 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.
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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.
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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.

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Internal Working Titles
An internal working title can be used to better
define a positions 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
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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.

PDQ
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Completing the PDQ
Position Details
This section provides information that identifies
the position, such as title, position number and
department.
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Completing the PDQ
Budget
This section describes the proposed funding for
the position.
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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.
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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.


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The PDQ is not a procedure manual!
Essential Duties and Responsibilities

• Describe what is done not how it is done.

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Percentage of Time

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

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Completing the PDQ
Non-Essential Duties
These duties, while considered secondary or
miscellaneous, are still important to your area
and documented on the PDQ.
Use the phrase other duties as assigned to note
additional non-essential duties an incumbent may
be asked to perform.
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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.
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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.
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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.
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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.
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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.
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Working Conditions
Working Conditions and Physical Demands
This section describes physical or mental
stresses of the position. Working conditions
vary by position.
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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.
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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.
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For More Information

• Contact the Compensation division in the
• Office of Human Resources at 325-1826 at NEL 205.
  
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