Classification Resources
Writing Position Descriptions
KEY FACTS ABOUT POSITION CLASSIFICATION
Position classification IS NOT based on:
- volume of work
- quality of work
- value of employee to organization
- length of service
- probable loss of employee to a better position
Position classification IS based on:
- the kind of work performed
- the level of difficulty and responsibility of the work performed
- the knowledge, skill and abilities required to do the work
YOUR POSITION DESCRIPTION SHOULD BRING OUT THESE REQUIREMENTS!
TERMS USED IN POSITION CLASSIFICATION
TASK - A work activity that makes up one of the steps in the performance of a duty
DUTY - A set of related tasks that are performed for the same general purpose
POSITION - A set of duties requiring the services of one Employee
JOB - A group of positions that are very similar in their major duties
OCCUPATION - A group of jobs requiring similar knowledges, skills and abilities
IN LOUISIANA STATE GOVERNMENT, THERE ARE APPROXIMATELY 67,000 POSITIONS GROUPED INTO ABOUT 2,900 JOBS
RESPONSIBILITIES OF VARIOUS PERSONNEL IN PREPARING
AND ACTING ON POSITION DESCRIPTIONS
The supervisor is responsible for:
- Assigning and reassigning duties
- Counseling employees on the features and requirements of the classification system
- Preparing official position descriptions for his or her employees OR reviewing position descriptions prepared by employees and commenting on the accuracy and clearness of the information
- Explaining the duties to the employee
- Discussing the position's duties with the Civil Service classification analysts during position audits
The employee is responsible for:
- Recording the position's duties accurately on the position description form OR discussing duties and responsibilities with the supervisor
- Explaining the duties to the Civil Service classification analysts during position audits
The personnel officer is responsible for:
- Explaining the features of the classification system and offering advice on the preparation of position descriptions
- Reviewing position descriptions and recommending the proper job title
- Submitting position descriptions to Civil Service
The Civil Service classification analysts are responsible for:
- Reviewing position descriptions and allocating positions to the proper job titles
- Conducting position audits to obtain more information about positions
WRITING A POSITION DESCRIPTION:
GETTING THERE IN FOUR STEPS
STEP 1 - THINKING ABOUT THE POSITION
1. What am I doing, why and under what conditions?
2.Is this the way my supervisor wants my position to operate?
STEP 2 - ORGANIZING INFORMATION ABOUT THE POSITION
1. What are the major duties of my position?
2. How could my major duties be grouped together in a logical manner?
3. How much time do I spend on each of my major duties?
4. Which minor duties should I include in my position description?
STEP 3 - WRITING THE POSITION DESCRIPTION
1. Begin with a mission statement.
2. Begin each duty statement with an action verb.
3. Be as brief as possible.
4. Organize the information in a logical manner to give a picture of the work being performed.
5. Include the time spent performing each major duty.
STEP 4 - CERTIFYING THE POSITION DESCRIPTION
1. Have you covered all the important facts about your duties?
2. Have you presented your information accurately?
3. Have you avoided overstating your duties?
IF SO, SIGN YOUR POSITION DESCRIPTION IN THE SPACE PROVIDED AND SUBMIT IT TO YOUR SUPERVISOR.
PLEASE BE AWARE: SUBMITTING FALSE STATEMENTS ON POSITION DESCRIPTIONS IS A VIOLATION OF CIVIL SERVICE RULES WHICH MAY BE SUBJECT TO DISCIPLINARY ACTION, INCLUDING TERMINATION!
Job Specifications
EEO Job Categories
Occupational Groups
SF3 Frequently Asked Questions
Work Levels/Types of Supervision
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