Human Resource (HR) managers help their agencies ensure all employees have current, accurate, and signed position descriptions that comply with applicable laws, rules, policies and Collective Bargaining Agreements (CBA).
The purpose of a position description is to document the duties, responsibilities, level of authority assigned to an employee and other relevant position information. In addition, the position description is used to determine the proper classification. The position description identifies the essential functions of the position (necessary to comply with the Americans with Disabilities Act (ADA)), lets the employee know what is expected and provides a written document of duties. Position descriptions are also used to identify special job requirements for layoff and recall purposes.
The current position description template (doc) and instructions (doc) are in the designated word documents.
Follow the position description instructions to compete the position description. The elements of the position description determine the classification, pay, service type and eligibility for overtime (FLSA status).
When to Update a Position Description
Each time a review occurs, ensure the duties, classification, service type and FLSA status are correct.
If the position is union represented, review an applicable collective bargaining agreement for language regarding reviewing position descriptions.
Update duties as they change.
Review the position description when there is a change in the direct management of the position.
Update a position description prior to filling vacancies and formulating a recruitment announcement.
Review and update the position description prior to an employee’s performance evaluation. Review the position description with the employee at performance evaluation time.
Obtain necessary signatures and dates when the position description is changed or reviewed with the employee.
Additional information about position descriptions is located in the Classification Guide (pdf).
There is an online course, DAS - CHRO - How to Write Position Descriptions, in iLearnOregon that is available to agencies.
See the following:
Classifying a Position
Categories of Service
Management Service Type
Fair Labor Standards Act (FLSA) Designation