Position Descriptions for Government Jobs
- Whether federal, state, or local, government positions have duty statements. These follow a standard format that details, usually by percentage of time applied, each critical task performed by a given position. For example, an analyst position would look something like 40 percent analytical duties, 30 percent research, 30 percent functioning as a program liaison, and 10 percent other duties as required. The descriptions on the form would be much more detailed than the above example, but the category approach is generally the same.
- When a government agency is recruiting for a vacant position, the detail provided in the notice represents another critical description. The advertised position flyer will detail the knowledge, skills and abilities (KSAs) necessary to be considered as a candidate. It will also specify the detail of tasks related to the particular program that needs the additional hire and who the position would be reporting to. Finally, it specifies the expectations of performance in general terms and responsibilities the candidate would be held accountable for if hired.
- The personnel action form is a technical document that government agency personnel offices use to track employees and their status. It is developed to provide personnel specific codes and summarize the current employment of a given individual in a position. It will show basic details such as permanent hire status, salary, classification, name and address, social security number, and other basic details. It will also sometimes show coded details of past disciplinary action and promotions.
- Not specific to one individual, the organization chart ("org chart") for an agency or unit will detail via diagram where specific positions are located, whom they report to, and which individuals are currently in which positions. Proper organization charts provide the employee's name, position number, and function for the entire unit or agency displayed. They are very helpful in determining if a unit or group is very flat or has multiple levels of management involved.
- Depending on the agency, many departments have a form for line managers to use to detail the daily goals and expectations of a position and the progress of individuals towards those targets. The form will detail the name, position number, and the performance criteria expected. The given manager will also provide status descriptions in each criteria on how well the individual reviewed is performing.
- Knowing which type of position description form to look for and where to find it helps tremendously in getting detail on a specific government position. Keep in mind some forms will not be released without a subpoena, given that they contain private personnel information. Others can be obtained either by request or through a public request act (PRA) formal request. Many departments have to respond to PRAs under state or federal sunshine laws requiring provision of public documents to the public when asked. With some footwork and patience, finding the detail needed can be obtained.