Agency Guide for Completing the

Position Description Form (PDF)

Position classification is used for sound practices in allocating new positions as well as reviewing existing positions
for possible reallocation. Therefore, detailed and exact information about the duties and responsibilities of each
position is necessary. The description of the job should not be copied from a class specification or from
someone else's Duty Statement - It should be in the employee's (incumbent’s) own words. The form should be
completed based on the permanent duties of the position and not the skills or abilities of the incumbent. In the event that a
position is vacant or newly proposed, the PDF should be completed by the position’s direct supervisor.

ITEMS TO BE COMPLETED BY THE EMPLOYEE:

7. NAME: This box should contain the employee’s name. If the position is vacant, please write “vacant.”

8. LAST FOUR DIGITS OF SOCIAL SECURITY NUMBER: For security reasons, only provide the last four digits
of the Social Security Number. If the position is vacant, leave this field blank.

9a. CLASSIFIED AND/OR WORKING TITLE: The Working Title can be the same or different than the position’s
actual classified title.

9b. HOW LONG HAVE YOU BEEN IN THIS POSITION: Indicate the number of years and months in the
position. If the position is vacant, leave this field blank.

9c. HOW LONG HAVE YOU WORKED FOR THIS AGENCY: Indicate the number of years and months in the
agency. If the position is vacant, leave this field blank.

10. DO YOU BELIEVE YOUR PRESENT CLASSIFICATION IS CORRECT?: By selecting “NO,” a review of the
position is being requested. The incumbent should provide the appropriate classification title and explain why
they believe the position is incorrectly classified. If the agency is requesting a new position, leave this field
blank.)

11. NAME AND TITLE OF IMMEDIATE SUPERVISOR: This should be the name of the individual with direct
supervision over the position. Please use classified titles rather than working titles.

12. NAMES AND TITLES OF OTHERS WHO MAY ASSIGN OR EVALUATE YOUR WORK: Provide the
requested names and indicate classified titles rather than working titles.

13. DOES THIS POSITION HAVE ON-CALL, MANDATORY OVERTIME, OR OTHER UNUSUAL
SCHEDULING THAT SHOULD BE CONSIDERED: Indicate if the position requires rotating hours, on-call
duties, or other special/unusual schedules. For certain classes (nurses, etc.), this information can be a crucial
consideration in making appropriate allocation determinations.

14. CONTACTS: Indicate media (personal/face-to-face, telephone, correspondence, etc.) purpose, and frequency of
contacts.

15. TOOLS, EQUIPMENT, SOFTWARE, etc.: List any specialized tools, equipment, software, work aides, etc. used
regularly in the performance of duties.

16. SUMMARIZE THE OVERALL PURPOSE AND ROLE OF THIS POSITION IN THE ORGANIZATION: This
should be a general statement or short paragraph summarizing the primary purpose and role (i.e. shift supervisor,
lead worker, accounts payable clerk) and area of responsibility (i.e. program, unit) of the position in the organization
(i.e. division, board).

17a. HAVE YOUR PERMANENT DUTIES CHANGED: Mark “YES” or “NO” (Leave blank if probationary).

17b. IF “YES”HOW AND WHEN DID YOUR PERMANENT DUTIES CHANGE: Proved a brief description of
how your duties have changed, as well as the date the change occurred and the approximate number of months
you have been performing new/changed duties.

18. CHANGE AS A RESULT OF THE REASSIGNMENT OF DUTIES: If applicable, indicate what position was
previously performing these duties.
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19. LIMITED DURATION: If the change is of limited duration indicate how long you anticipate performing the
duties.

20. DUTY STATEMENT:

 Duties should be described in the incumbent’s own words. If the position is vacant, the
duty statement must be completed by the immediate supervisor.
 Describe in detail this position’s permanent duties and provide the span of responsibility
in relation to the designated work unit, geographical area, etc.
 Do not include short-term duties or projects.
 List the most important or most frequent duties first.
 Indicate the percentage of time spent on each duty assignment with the total of the duties
equaling 100%.
 Do not lump multiple unrelated duties under a large percentage.
 Combine minor or occasional duties in one last statement. Give a best estimate of average
percentage of time each responsibility takes; however, do not include a duty, which
occupies 5% or less of your time unless it is an essential part of the job.
 DO NOT COPY duties from class specification(s) or an existing duty statement from
another Position Description Form.
 Provide an explanation for all acronyms or abbreviations used.
21. DECISION MAKING, ACCOUNTABILITY AND AUTHORITY: Use specific examples of the typical
decisions made by the employee in the position (e.g., sets work priorities, hires staff, selects and orders
equipment, approves benefits) to illustrate the position's authority.

22. PROVIDE EXAMPLES OF ERRORS THAT COULD BE MADE BY THIS POSITION AND DESCRIBE THE
IMPACT: Describe the consequence of error related to your position (What is at risk if your job is done
incorrectly or if an error is made? Who/what would be impacted? What might the cost be?)

23. LEAD WORKER/ SUPERVISION EXERCISED:

a. Using the definitions on the form, indicate whether the supervisory duties of the position are as a lead
worker, supervisor, or none. (If none, proceed to item 24.)
b. WHAT IS THE PRIMARY EMPHASIS OF THESE RESPONSIBILITIES? See the definitions below and
select the one that is best fit.
 Technical skills: abilities and knowledge needed to perform specific tasks
 Administrative skills: Skills required for success in administration, such as communicating, computing,
organizing, planning, scheduling, or staffing.
c. EMPLOYEES YOU OVERSEE: Indicate the number of employees supervised on a regular basis.
d. Indicate the percentage of time spent on supervision and related duties.
e. Indicate the names and classified titles for employees that are DIRECTLY supervised. If there are more
than five, provide the classified titles and number of each.
f. AS A SUPERVISOR, DO YOU: Mark the appropriate checkboxes applicable to the position.

24. ADDITIONAL INFORMATION AND COMMENTS: Space is provided to explain why it is believed the
position is incorrectly allocated and to detail the new, permanent duties and responsibilities that have been
assigned to the position. If the agency is requesting a new position, leave this section blank. (Additional sheets
may be attached if necessary.)

25. EMPLOYEE’S SIGNATURE: The signature of the incumbent is required to verify all information is accurate to
the best of the employee’s knowledge. If the position is vacant, the agency shall leave this field blank.

The immediate supervisor completes items 26 - 34 to provide their assessment of the position and to confirm that the
information provided by the employee (incumbent) is accurate.

Agency Personnel Office staff completes items 1 - 6.

An Appointing Authority completes 35 - 37. Space is provided for their opinion of the appropriate classification and
to provide additional details which may assist the Division of Personnel with the position review.
Agency Personnel staff is also responsible for the following:

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  Ensuring the Position Description Form is completed by verifying all parties have signed in the
designated areas and all sections are complete, where applicable or otherwise noted.
 Ensuring the duty statement is written using the incumbent’s or immediate supervisor’s own words and
not copied.
 Ensuring the combined percentages of the duties equal exactly 100%.
 Ensuring the duty statement is clear and concise, and complies with the duty statement requirements as
detailed in this guide.
 Ensuring the information provided is true and accurate.

If the information provided in the PDF is NOT complete, in the incumbent’s/supervisor’s own words, true and
accurate, and/or does not comply with the requirements described in this guide, it is the agency personnel staff’s
responsibility to return the PDF to the appropriate party for correction.

ITEMS TO BE FILLED IN BY IMMEDIATE SUPERVISOR (#26-34):

26. DO YOU BELIEVE THE POSITION IS CORRECTLY CLASSIFIED? The supervisor must mark the
appropriate checkbox to indicate whether they think the position is correctly allocated. If the belief is that the
position needs to be reallocated, an explanation should be provided based on the position’s assigned duties and
responsibilities. The comments should not reflect an employee’s knowledge, skill, or ability.

27. ARE THE STATEMENTS OF THE EMPLOYEE ACCURATE AND COMPLETE? The supervisor must answer
accordingly. If the statements are not accurate or complete, the supervisor must indicate and provide accurate
information.

28. IDENTIFY THE ESSENTIAL DUTIES AND RESPONSIBILITIES OF THE POSITION: Summarize the
primary duties and responsibilities assigned to the position. Do not reference information provided for a
previous statement by giving a response such as “See Item 19.”

29. SUMMARIZE THE JOB SKILLS AND ABILITIES NECESSARY TO PERFORM THE ESSENTIAL DUTIES
OF THIS POSITION. The skills and abilities should be listed in reference to the position, not the incumbent.

30. DESCRIBE SPECIALIZED TRAINING NEEDED BY INCUMBENT OF THIS POSITION: Answer

accordingly, if applicable.

31a. LIST REQUIRED LICENSES, REGISTRATIONS, OR CERTIFICATIONS: This applies to the position.
Answer if applicable.

31b. LIST DESIRED LICENSES, REGISTRATIONS, OR CERTIFICATIONS: This applies to the position.
Answer if applicable.

32. SUPERVISION PROVIDED TO THIS POSITION: The supervisor should mark the checkbox that most closely
represents the type of supervision exercised over the position.

33. ADDITIONAL INFORMATION AND COMMENTS: Space is provided for the supervisor to add comments
regarding the information supplied by the incumbent, the duties performed, and/or other related information.

34. SUPERVISOR’S SIGNATURE: The signature of the immediate supervisor is required to verify that all the
information is accurate to the best of the supervisor’s knowledge.

ITEMS TO BE COMPLETED BY APPOINTING AUTHORITY OR DESIGNEE (#35-37)

35. PLEASE EXPLAIN WHY YOU BELIEVE THIS POSITION IS OR IS NOT CORRECTLY CLASSIFIED.
The appointing authority should indicate whether they think the position is correctly allocated. If the belief is
that the position needs to be reallocated, an explanation should be provided based on the position’s assigned
duties and responsibilities. The comments should not reflect an employee’s knowledge, skill, or ability.

36. ADDITIONAL INFORMATION AND COMMENTS. Space is provided to add comments regarding the
information supplied by the incumbent or supervisor, the duties performed, and/or other related information.

37. APPOINTING AUTHORITY’S OR DESIGNEE’S SIGNATURE. Please provide at least one signature.
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ITEMS TO BE FILLED IN BY AGENCY PERSONNEL (#1-6):
1. AGENCY NAME: Indicate the department’s name.
AGENCY NUMBER/ORGANIZATIONAL NUMBER/POSITION NUMBER:
This is the complete position number. All 3 elements should be listed in order.
Example: (Agency#) 123 (Org#) 5432 (Pos#) 98765AZ

2. CURRENT UCP TITLE CODE AND LONG DESCRIPTION: Provide the position’s current classification index
number and the complete, non-abbreviated, classified title.

3. LOCATION CODE AND COUNTY NAME: Provide the location code and county name based on the physical
location of the position.
DIVISION/FACILITY NAME: Include both the division name and facility name, if applicable. (Example:
Division of State Parks; Arrow Rock State Historic Site)
UNIT/AREA OF RESPONSIBILITY: Include unit name or other area of responsibility (program, ward, etc.)

4. TYPE OF REVIEW: Mark the appropriate checkbox. If “Special Study” is selected, please provide an
explanation in the following box.

5. DO YOU BELIEVE THIS POSITION IS CORRECTLY ALLOCATED?: Mark the appropriate checkbox. If the
response is “NO,” provide an explanation..

6. IF THERE ARE COMPARABLE POSITIONS PLEASE PROVIDE THE INCUMBENT(S)’ NAME(S) AND
JOB TITLE(S). If there are comparable positions the agency wishes to point to, please indicate in this section.
This item may not be applicable for every position.

Agency Personnel Responsibility:

Agency Personnel staff completes only items 1 – 6, and items 35-37 if designated to do so. Agency Personnel staff
is also responsible for the following:
 Ensuring the Position Description Form is completed by verifying all parties have signed in the
designated areas and all sections are complete, where applicable or otherwise noted.
 Ensuring the duty statement is written using the incumbent’s or immediate supervisor’s own words and
not copied.
 Ensuring the combined percentages of the duties equal exactly 100%.
 Ensuring the duty statement is clear and concise, and complies with the duty statement requirements as
detailed in this guide.
 Ensuring the information provided is true and accurate.

If the information provided in the PDF is NOT complete, in the incumbent’s/supervisor’s own words, true and
accurate, and/or does not comply with the requirements described in this guide, it is the agency personnel staff’s
responsibility to return the PDF to the appropriate party for correction. The signature of the Appointing Authority or
other designee is confirming the PDF is properly completed and all information is true and accurate.

When submitting a PDF to the Division of Personnel for review, a cover letter and an organizational chart displaying
the current organization is required. If the Agency is requesting a new position, please identify the position using
the word “proposed.” In addition, if other positions in the organizational structure (above and/or below) may be
impacted by allocation or reallocation of the position under review, updated position descriptions should also be
provided for those positions. Failure to provide such information can result in a delay of the review process.

The Division of Personnel reserves the right to return any PDFs (position reviews) that do not meet the requirements
described in this guide.