FSH 6109.15 - POSITION CLASSIFICATION HANDBOOK 4/87 WO AMENDMENT 6 CHAPTER 20 - POSITION DESCRIPTION PREPARATION AND REQUIREMENTS 21 - IMPORTANCE OF COMPLETE AND ACCURATE POSITION DESCRIPTIONS. In addition to documenting assigned duties and responsibilities of a position, establishing rates of pay, determining skill and knowledge requirements and criteria for selection to fill a position, and serving as the basic document for establishing performance standards, other determinations are made based on the position description. These include determinations of Fair Labor Standards Act status, early retirement coverage for firefighters and law enforcement officers, supervisory/managerial designations for probationary period, merit pay coverage, and need for submission of a statement of financial interest. 22 - APPROVED FORMATS. There are three approved formats for position descriptions. 1. Factor Evaluation System Format. The Factor Evaluation System (FES) format will be used for all GS and GM position descriptions, except research scientists. Supervisory positions will describe the supervisory responsibilities as part of the major duties section (see ex. 1 at the end of this chapter). 2. Format for Research Scientists. Research scientist position descriptions will be prepared in the format described in the "Guide for Preparing Research Scientist Position Descriptions." 3. Federal Wage System Format. The Federal Wage System format will be used for all positions describing work properly classified in accordance with the Job Grading System for Trades and Labor Occupations (see ex. 2 at the end of this chapter). 23 - MANDATORY INFORMATION FOR CERTAIN POSITION DESCRIPTIONS. Some types of positions require specific statements in the position description narrative. 23.1 - Supervisory Positions. Position descriptions containing supervisory duties and responsibilities must describe the nature and extent of the supervisory responsibilities, as well as the supervisor's civil rights responsibilities. The following paragraphs are provided as examples: Exercises the full range of supervisory duties for three or more subordinate employees at various grade levels. Performs the overall work planning, establishes work schedules and priorities, and assigns and reviews work. Personally discusses with subordinates the progress of the work and problem areas as they arise. Recommends employee status changes, such as promotions, reassignments, and other personnel changes. Approves leave. Sets performance standards and evaluates performance. Identifies training needed by subordinates, and ensures that training opportunities are provided. Resolves complaints or minor grievances, and advises employees on matters related to less than adequate performance. Keeps employees informed of management policies and goals. Actively supports the civil rights program in the unit, and communicates this support to subordinates. Cooperates in developing and carrying out affirmative action efforts in the unit and those actions described in the Service-wide Affirmative Action Plan that have a bearing on the unit. Demonstrates and conveys to subordinates an understanding of and sensitivity to issues relating to civil rights within the unit. 23.2 - Firefighter and Law Enforcement Positions. Positions covered by firefighter and law enforcement retirement under the provisions of 5 U.S.C. 8336(c) must clearly specify the primary purpose of the position. New positions or categories of positions which have not been given general coverage by the Office of Personnel Management should be submitted to the Washington Office for concurrence by OPM in accordance with FSM 6183. 1. Primary Positions. The duties of fireline positions and basic criminal investigation positions should clearly specify the primary purpose of the position. To avoid doubt, use such phrases as: "The primary purpose of this position is firefighting." or "The primary purpose of this position is the investigation of violations or suspected violations of the criminal laws of the United States." 2. Secondary Positions. Secondary positions should contain statements such as: "The primary line of work of this position is fire management." or "The primary purpose of this position is administration of a program of investigation of violations of criminal laws of the United States." Secondary positions must contain written requirements for firefighting or criminal investigation experience. 23.3 - Procurement Positions. Positions which require the incumbent to exercise purchasing or procurement authority require a statement such as the following in the duties portion of the position description: "Incumbent is responsible for ensuring that the procurement duties which he/she is assigned are implemented in accordance with the provisions of Sections 8 and 15 of the Small Business Act, as amended by Public Law 95-507, the provisions of Executive Order 12138 pertaining to women-owned business, and Public Law 96-302 pertaining to Federal contracts awards in labor surplus areas." 23.4 - Positions With Equal Employment Opportunity Collateral Assignments. Positions having EEO collateral assignments should include a paragraph describing these duties. Normally these duties should be added to, changed, or deleted from position descriptions using Form FS-6100-13, Position Description Correction Notice. 24 - USE OF FORM AD-332, POSITION DESCRIPTION. Complete both sides of Form AD-332, Position Description Cover Sheet, in accordance with Chapter 11 of the Payroll/Personnel Processing Manual (PPPM). 25 - PROCESSING POSITIONS CLASSIFIED UNDER WASHINGTON OFFICE AUTHORITY 1. Field. Region, Station, or Area classifiers shall complete form AD-332, except for the approval date and approval signature blocks, for recommended classification actions sent to the Washington Office for approval. Field classifier's signature on the evaluation statement is sufficient documentation of field classification review. 2. Washington Office. The Washington Office Classification and Pay Group classification delegate completes the approval blocks for all classification actions within Washington Office delegated authority. 3. Maintenance of Position Descriptions. The Washington Office maintains original position descriptions for all jobs within Washington Office classification authority. It returns signed copies of approved position descriptions to the originating Region, Station, or Area. 27 - EXHIBITS Exhibit 1 FES FACTOR FORMAT FOR GS AND GM POSITION DESCRIPTIONS TITLE, SERIES, AND GRADE Position No. Introduction State the organizational location and purpose of the posi- tion. One or two sentences are sufficient. Major Duties Supervisory Responsibilities (If Applicable) Describe supervisory duties and responsibilities, and the employee's responsibilities with respect to the civil rights program. See section 23.1 for sample statements. Nonsupervisory Responsibilities Describe major duties that are officially assigned, constitute a qualification requirement for employment, and are regular and recurring duties. Describe duties briefly in plain, clear language. Use active verbs. Show percentages of time spent on distinctly different kinds or levels of work. The major duties statements and the description of the evaluation factors should complement each other. (FACTORS - Most of the nine FES factors have two or three subparts which must be addressed in writing a position description and should be shown in separate paragraphs.) Factor 1, Knowledge Required by the Position Kind or nature of knowledges and skills needed. How these knowledges and skills are used in doing the work. (Knowledges are policies, theories, concepts, principles, rules and regulations, procedures, practices, or processes which the employee must know in order to do the work.) Factor 2, Supervisory Controls How the work is assigned. Employee's responsibility for carrying out the work. How the work is reviewed by the supervisor or others. Factor 3, Guidelines Nature of guidelines for performing the work. Judgment needed to apply guidelines or develop new guides. Factor 4, Complexity Nature of the assignment. Difficulty in identifying what needs to be done. Difficulty and originality involved in performing work. Factor 5, Scope and Effect The purpose of the work. The impact of the work product or service. Factor 6, Personal Contacts People contacted and conditions in which contacts are made. Factor 7, Purpose of Contacts Reasons for personal contacts; include skill for personal contacts, and circumstances in which contacts occur. Factor 8, Physical Demands Nature, frequency, and intensity of physical activity. Factor 9, Work Environment The risks and discomforts imposed by work environment and safety precautions required to avoid accidents or discomfort. Exhibit 2 POSITION DESCRIPTION FORMAT FOR FEDERAL WAGE SYSTEM (FWS) POSITIONS TITLE, SERIES, AND GRADE Position No. Introduction State the organizational location and purpose of the position. One or two sentences are sufficient. General Supervisory or Leader Positions For supervisory positions, include nature of supervisory responsibility, level of work supervised, and scope of work operations supervised, as described in the Job Grading Standard for Supervisors. Include civil rights statement. For leader positions, include nature of leader responsibility and highest level of nonleader work led, as described in the Job Grading Standard for Leaders. Nonsupervisory/Nonleader Positions List each essential duty separately and describe each briefly and clearly so that what is involved in its performance can be understood. An essential duty is any duty which constitutes a qualification and/or training requirement, occupies an appreciable amount of the employee's time (10 percent or more), is officially assigned to the position and actually performed, and is recurring. Assign percentages to each distinctly different duty. Skill and Knowledge Identify the skill and knowledge required to perform the duties assigned to the position. Responsibility Include how the supervisor assigns work, what responsi- bility employee has for carrying out work, and how work is reviewed. Physical Effort Describe the degree and frequency of the physical effort exerted in performing assigned work. Working Conditions Describe environmental conditions in which work is performed and safety precautions needed.